Privacy policy

Effective Date: 21 February 2026
Company Name: Kayen Fitness Ltd
Company Number: 16501539
Registered in: United Kingdom

At Kayen Fitness Ltd (“we,” “our,” or “us”), we respect your privacy. This policy explains what personal information we collect, how we use it, and your rights under the UK GDPR and Data Protection Act 2018.

1. Who we are

Kayen Fitness Ltd is a UK-based company (Company Number: 16501539) acting as the Data Controller for your information.
We’re a UK-based company building a platform to connect people with personal trainers in a better, more personalised way.
Email: contactus@kayenfitness.com

2. Information we collect

We collect information to provide our matching service. This includes:

  • For Everyone: Name, email address, IP address, and platform usage data.

  • For Trainers (Founding Program): In addition to the above, we collect professional certifications, proof of professional indemnity insurance, profile photos, location, and business details.

  • For Clients: Fitness goals, lifestyle preferences, and location.

  • Special Category Data: We may collect information about your fitness levels, health goals (e.g., recovery or weight loss), and barriers to exercise. We only process this with your explicit consent, which you provide by filling out your profile.

3. How we use your data:

  • Match clients with the most suitable personal trainers.

  • Verify the qualifications and insurance of trainers in our program.

  • Communicate updates, matches, and platform news.

  • Improve our platform through internal analysis.

4. Legal basis for processing

Under UK GDPR, we rely on:

  • Consent: When you sign up or provide health-related info.

  • Contract: To provide the matching services you’ve requested.

  • Legitimate Interests: To improve our platform and ensure the security of our community.

You can withdraw consent anytime by contacting us.

5. Who we share your data with

We do not sell your data.
We share information in the following ways:

  • Matching: We share trainer profiles with potential clients and client goals/location with trainers to facilitate a match.

  • Service Providers: We use secure third-party tools for email, database hosting, and analytics.

  • Legal Requirements: If required by law or to protect the safety of our users.

6. Age limit

Kayen Fitness is strictly for individuals aged 18 and over. We do not knowingly collect data from anyone under 18.

7. Cookies

We use cookies and similar technologies to ensure our website works correctly and to understand how people interact with it. You can manage your cookie preferences through your browser settings, though some features of the site may not work without them.

8. Data Retention & Security

We keep your data only as long as your account is active or as needed to provide our services. We use industry-standard security measures to protect your information from unauthorised access.

9. You have the right to:

  • Access, correct, or delete your personal data.

  • Withdraw your consent at any time.

  • Object to or restrict our processing of your data.

  • Request a copy of your data (Data Portability).

To exercise these rights, please contact us at contactus@kayenfitness.com.
We’ll respond within 30 days.

10. International Users (Outside the UK)

We welcome global users. Kayen Fitness is operated from the United Kingdom. If you access our services from outside the UK, please be aware that your information will be transferred to, stored, and processed in the UK. By using our services, you consent to this transfer.

9. Contact us

For any questions about this policy or your data rights, contact us at: contactus@kayenfitness.com
If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.