1. Who are we?
PTbyNes provides personal training, coaching, fitness guidance, progress tracking, communication tools and related services through its website, client portal and mobile application.
For the purposes of this Privacy Policy, PTbyNes acts as the data controller for the personal data processed through the platform.
Contact details
PTbyNes - Guerra, Neslin
Bondgenotenlaan 89 bus 0302,3000 Leuven
BE1021.992.889
Email: info@ptbynes.be
Website: www.ptbynes.be
2. What personal data do we collect?
We collect personal data that is necessary to provide a safe, personalized and effective coaching experience.
Account and identity data
This may include:
- Full name
- Email address
- Phone number
- Date of birth
- Login credentials
- Profile picture
Contact details
This may include:
- Address
- Preferred language
- Contact preferences
Health, fitness and coaching data
This may include:
- Fitness goals
- Injuries
- Medical notes
- Health issues relevant to coaching
- Previous personal training experience
- Previous dieting or nutrition experience
- Progress measurements such as weight, condition, strength or other coaching-related metrics
This information is used to personalize coaching and to help ensure that exercises and advice are appropriate for the client’s situation.
Daily check-in data
Clients may submit check-ins containing information such as:
- Mood
- Energy level
- Stress level
- Motivation
- Sleep, nutrition, movement and habit reflections
- Personal reflections related to their coaching journey
Communication data
This may include:
- Messages exchanged with the coach
- Attachments sent through the chat system
- Notes related to coaching communication
Financial and administrative data
This may include:
- Payment history
- Invoices
- Coaching plans
- Active or expired class passes, memberships or “beurtenkaarten”
- Booking and appointment history
Technical and account activity data
This may include:
- Login activity
- Device information
- IP address
- Session data
- Push notification tokens for the mobile app
- Security logs
3. Why do we collect this data?
We process personal data for the following purposes:
- To create and manage client accounts
- To provide personal training and coaching services
- To personalize coaching plans and progress tracking
- To take health, injury and safety information into account
- To manage appointments, coaching sessions and group sessions
- To enable communication between the client and coach
- To manage payments, invoices and coaching plans
- To secure the platform and prevent misuse
- To send functional notifications, including app notifications where enabled
- To comply with legal, accounting and administrative obligations
4. Legal basis for processing
We process personal data on the following legal bases:
Performance of a contract
We process account, contact, coaching, booking and payment data because it is necessary to provide our coaching services.
Consent
Where required, we ask for consent, for example for certain optional features, push notifications or specific processing of sensitive health-related information.
Explicit consent for health-related data
Because health-related information can be considered a special category of personal data under GDPR, we process this data only where necessary for coaching and safety purposes and, where required, based on the client’s explicit consent.
Legal obligation
We process certain financial and administrative data to comply with accounting, tax and legal obligations.
Legitimate interest
We may process technical logs, security data and limited account activity data to protect the platform, prevent fraud, improve security and ensure service continuity.
5. Is providing this data mandatory?
Some data is required to use the platform and receive coaching services. This includes:
- Name
- Email address
- Password
- Basic contact details
- Relevant goal and health information needed for safe coaching
If required information is not provided, PTbyNes may not be able to create an account, provide coaching services, personalize plans or safely guide the client.
Optional data, such as certain daily reflections, profile pictures or additional progress information, can usually be provided voluntarily.
6. How long do we keep your data?
We keep personal data only for as long as necessary for the purposes described in this Privacy Policy.
Indicative retention periods:
| Type of data | Retention period |
|---|---|
| Account data | As long as the account is active |
| Coaching and progress data | As long as the client has an active account or coaching relationship |
| Archived client data | Retained in inactive/archive status to allow continuation of coaching, unless deletion is requested and no legal obligation requires retention |
| Communication data | As long as needed for coaching follow-up and support |
| Financial records and invoices | Retained according to applicable accounting and tax obligations |
| Technical logs | Kept for a limited period necessary for security and troubleshooting |
| Push notification tokens | Kept until the user logs out, disables notifications, removes the app or the token becomes inactive |
Clients may request deletion of their personal data. Some data may need to be retained longer where required by law, for example accounting records or legal documentation. GDPR requires personal data not to be kept longer than necessary for the purpose for which it was collected.
7. Do we sell personal data?
No. PTbyNes does not sell personal data to third parties.
8. Who has access to the data?
Personal data may be accessed by:
- PTbyNes and authorized coaches or administrators
- Service providers who help operate the platform
- Payment providers when a client makes a payment
- Hosting, IT, email, notification or support providers
- Authorities, where legally required
Service providers only receive access to the data necessary to perform their services.
9. Third-party services
PTbyNes may use third-party services for:
- Hosting and infrastructure
- Payment processing
- Email communication
- Push notifications
- Website or app functionality
- Legal document editing in the admin panel, such as TinyMCE
- External platforms linked from the website, such as Instagram, Facebook or TikTok
When users leave the PTbyNes platform through external links, those third parties may apply their own privacy and cookie policies.
10. International transfers
Where service providers process data outside the European Economic Area, PTbyNes will take appropriate safeguards where required, such as using providers with adequate protection mechanisms or standard contractual clauses.
11. Security
PTbyNes takes reasonable technical and organizational measures to protect personal data against unauthorized access, loss, misuse or disclosure.
These measures may include:
- Secure login systems
- Password protection
- Access control
- Secure sessions
- CSRF protection
- Server-side security measures
- Logging and monitoring
- Restricted admin access
No digital system can be guaranteed to be 100% secure, but PTbyNes aims to protect personal data appropriately.
12. Client rights
Under GDPR, clients have rights regarding their personal data, including:
- Right of access
- Right to rectification
- Right to erasure
- Right to restriction of processing
- Right to object
- Right to data portability
- Right to withdraw consent where processing is based on consent
- Right to lodge a complaint with a supervisory authority
These rights are recognized under GDPR and by data protection authorities.
To exercise these rights, clients can contact PTbyNes at:
info@ptbynes.be
PTbyNes may need to verify the identity of the requester before processing the request.
13. Children
PTbyNes does not knowingly collect data from children without appropriate permission from a parent or legal guardian where this is required by law.
14. Automated decision-making
PTbyNes does not use personal data for automated decision-making that produces legal or similarly significant effects for clients.
15. Changes to this Privacy Policy
PTbyNes may update this Privacy Policy from time to time. The most recent version will always be available through the website, client portal or mobile application.