Privacy & Cookie Policies

This is the privacy policy of MotivatePT (“MotivatePT”, “we”, “us”, “our”).

This privacy policy explains how MotivatePT collects and processes your personal data when you visit our website www.motivatept.co.uk, sign up for a newsletter, register for our client portal at new.motivatept.co.uk, or purchase a personal training, corporate wellness or related service from us. It also explains your rights, how long we keep your data, and how we use cookies on our website.

By using our website or our services, you acknowledge that you have read and understood this policy.

Important information and who we are

MotivatePT is a trading name of Magari Partners Limited (company number 09239752), a company registered in England and Wales, which is the controller and responsible for your personal data.

Contact details

Our registered address is: 124 City Road, London, United Kingdom, EC1V 2NX

Data Protection contact: MotivatePT

Email address: info@motivatept.co.uk

Postal address: 124 City Road, London, United Kingdom, EC1V 2NX

1. The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you, including:

• Identity Data — name, date of birth, gender
• Contact Data — address, email address, telephone number
• Financial Data — payment card details, processed securely by our payment provider, Stripe (we do not store full card details ourselves)
• Transaction Data — details of subscriptions, payments and services you have purchased from us
• Technical Data — IP address, browser type and version, time zone setting, operating system and platform
• Profile Data — your username and password for the client portal, your fitness goals, session preferences, trainer matching preferences, and feedback
• Health and Fitness Data — information you or your trainer record about your training, health conditions, injuries, pregnancy or post-natal status, and other information relevant to designing a safe programme for you
• Usage Data — information about how you use our website and portal
• Marketing and Communications Data — your preferences in receiving marketing from us and your communication preferences

2. How we use your personal data, and our lawful basis for doing so

We will only use your personal data for the purpose for which we collected it. UK data protection law requires us to have a “lawful basis” for each use. The table below sets out our main purposes and the basis we rely on for each.

To register you as a new client and match you with a suitable trainer

Lawful basis: performance of a contract with you (or steps you asked us to take before entering a contract, e.g. a free consultation).

To process and deliver your training sessions, subscription or corporate wellness programme

Lawful basis: performance of a contract with you.

To manage your relationship with us, including payments, renewals and support queries

Lawful basis: performance of a contract with you, and our legitimate interest in running our business efficiently.

To personalise your training programme based on your goals, health information and life stage

Lawful basis: your explicit consent (for health, pregnancy or injury-related information) and performance of a contract with you. See section 3 below for more on how we handle this category of data.

To improve our website, portal, products and services

Lawful basis: our legitimate interest in understanding how our services are used and making them better, balanced against your right to privacy.

To send you marketing communications

Lawful basis: your consent, given when you opt in (for example, via our newsletter sign-up or ebook download). You can withdraw this consent and unsubscribe at any time by clicking “unsubscribe” in any marketing email or emailing info@motivatept.co.uk.

To comply with our legal and regulatory obligations

Lawful basis: legal obligation (for example, retaining financial records for HMRC).

3. Health and special category data

Because we provide personal training, some of the information we collect — for example about injuries, medical conditions, pregnancy or post-natal status — is “special category data” under UK GDPR, which requires extra protection.

• We only collect this information where it is necessary to plan a safe and effective programme for you.
• We rely on your explicit consent to process this data, which we ask for as part of your initial consultation or sign-up, and which you can withdraw at any time by contacting info@motivatept.co.uk.
• This information is only shared with your allocated trainer(s) and is not used for any other purpose, including marketing.

4. How long we keep your data

We only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including to satisfy any legal, accounting or reporting requirements.

• Financial and transaction data (invoices, payment records): 6 years from the end of the relevant tax year, in line with HMRC requirements.
• Client profile and health/fitness data: retained for the duration of your relationship with us, and for 3 years after your last session or subscription ends, after which it is deleted or anonymised.
• Marketing data: retained until you unsubscribe or withdraw consent, or up to 3 years of inactivity, whichever is sooner.
• Website technical and usage data (e.g. analytics): typically retained for up to 26 months.

5. Cookies

Cookies are small text files placed on your device when you visit our website. We use cookies to make our website work properly and to understand how visitors use our site.

• Strictly necessary cookies: required for the website and portal to function (e.g. keeping you logged in). These cannot be switched off.
• Analytics cookies: provided by Google Analytics, used to understand how visitors use our site (pages visited, time on site, where visitors came from) so we can improve it. These are anonymised and do not identify you personally.
• Marketing cookies: may be used to measure the effectiveness of our advertising and to show relevant content.

You can control or delete cookies through your browser settings at any time. Blocking cookies will not prevent you from using our website, though some features may not work as intended. Access to our website is not dependent on accepting cookies.

6. Use of Artificial Intelligence (AI)

We may use approved artificial intelligence (“AI”) tools to assist us in providing our services, administering our business, analysing information, preparing communications and improving our products or services. Where personal data is processed using AI tools, we do so in accordance with applicable data protection laws and appropriate security measures. AI is used to support, and not replace, human decision-making within our business.

7. How we share your personal data

We may share your personal data with:

• Your allocated personal trainer(s), to enable them to deliver your sessions safely and effectively
• Our payment processor, Stripe, to process payments securely
• IT and portal service providers who host and support new.motivatept.co.uk
• Analytics providers who help us understand and improve use of our website
• Professional advisers, regulators and authorities where required by law

We do not sell your personal data to third parties.

8. International transfers

Some of our service providers (for example, hosting or software providers) may process personal data outside the UK. Where this happens, we ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses, to protect your personal data to UK standards.

9. Your legal rights

Under UK data protection law, you have rights including the right to:

• Request access to your personal data
• Request correction of your personal data
• Request erasure of your personal data
• Object to processing of your personal data
• Request restriction of processing your personal data
• Request transfer of your personal data
• Withdraw consent at any time where we rely on consent to process your personal data

To exercise any of these rights, contact us at info@motivatept.co.uk.

10. Complaints

If you wish to make a complaint, or have any queries about how we handle your personal data, please contact us at info@motivatept.co.uk. We will acknowledge receipt of your complaint within 30 calendar days and investigate the matter, notifying you of the outcome as soon as reasonably possible.

How to complain to the Information Commissioner’s Office (ICO)

You can complain to the ICO at any time, although the ICO will usually expect you to raise your complaint with us first. You can contact the ICO by telephone on 0303 123 1113, via their online form or live chat at ico.org.uk/make-a-complaint/, or by writing to: the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England.

11. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page, and where appropriate, we will notify you by email. Please check back periodically for updates.

Last updated: 3 September 2026