Privacy Policy

# Privacy Policy Last updated: [insert date] This Privacy Policy explains how FTOS, FTOS Studio and FitnessTrainerOS collect, use, store and protect personal information. In this policy, “we”, “us” and “our” means PTD Ninja Ltd trading as FTOS, FTOS Studio and FitnessTrainerOS. Company details: PTD Ninja Ltd Company number: [insert company number] Registered office: [insert registered office address] Contact email: [insert contact email] Website: [insert website domain] ## 1. Who we are FTOS is a business technology brand operated by PTD Ninja Ltd. FTOS Studio provides custom software, systems, portals, CRMs, automations, dashboards and AI-assisted business tools for service-based businesses. FitnessTrainerOS is a platform for fitness professionals, coaching businesses and fitness brands. Some FitnessTrainerOS products or features may be marked as coming soon. FTOS Custom Branded is a custom branded platform option for businesses that want a more bespoke version of the FTOS ecosystem. Some Custom Branded services may be marked as coming soon. ## 2. What information we collect We may collect and process the following types of personal information. ### Information you provide to us This may include: * name * business name * email address * phone number * website or social media links * job role or business role * enquiry details * project requirements * budget range * timescales * messages submitted through forms * information submitted through the AI chat * information shared in meetings, calls or email conversations ### Information collected automatically When you use our website, we may collect: * IP address * device type * browser type * operating system * pages visited * time spent on pages * referral source * approximate location * cookie preferences * interaction data Some of this information is collected only if you accept optional cookies. ### Information from third parties We may receive information from: * email providers * form tools * website hosting providers * CRM tools * payment or invoicing providers * analytics tools * scheduling tools * communication platforms * proposal or project management tools * social media platforms if you contact us there ## 3. How we use your information We use personal information to: * respond to enquiries * understand your business needs * assess whether our services are suitable * prepare proposals, quotes or project recommendations * provide services to clients * manage client relationships * deliver custom software, automation or platform services * provide support * improve the website and user experience * manage the public AI chat * keep records of enquiries, proposals and client communication * send relevant updates where permitted * comply with legal, tax, accounting or regulatory obligations * protect our business, website, systems and users ## 4. Our lawful bases for processing We rely on different lawful bases depending on how and why we use your information. ### Consent We may rely on consent when you: * accept optional cookies * opt in to marketing communication * submit certain optional information * agree to specific types of communication or tracking You can withdraw consent at any time. ### Contract We may process your information where it is necessary to: * take steps before entering into a contract * prepare a proposal or service agreement * deliver agreed services * manage client accounts * provide support * handle payments, invoices or project administration ### Legitimate interests We may process information where we have a legitimate business interest, provided your rights and interests do not override that interest. This may include: * responding to business enquiries * keeping CRM records * improving our website * managing client relationships * preventing fraud or misuse * securing our systems * following up with relevant business contacts * understanding whether our services are suitable for your business ### Legal obligation We may process information where required for legal, tax, accounting, compliance or regulatory purposes. ## 5. Marketing communication We may send marketing communication where you have opted in or where we are allowed to contact you under applicable rules. You can unsubscribe or ask us to stop sending marketing messages at any time. We do not sell your personal information to third-party advertisers. ## 6. Public AI chat Our website may include an AI chat feature that helps visitors ask questions about FTOS Studio, FitnessTrainerOS, FTOS Custom Branded, our services and the enquiry process. When you use the AI chat, we may process: * your messages * chat history * page or product context * technical information needed to operate the chat You should not submit confidential, sensitive, financial, medical or highly personal information through the public AI chat. The AI chat is provided for general information and enquiry support. It should not be treated as legal, financial, technical security or professional advice. ## 7. Enquiry forms When you submit an enquiry form, we use the information to: * respond to your enquiry * understand your business and project needs * qualify whether we may be able to help * follow up with you * prepare proposals or next steps * keep internal CRM records We may also record the page or service you enquired about, such as FTOS Studio, FitnessTrainerOS or FTOS Custom Branded. ## 8. Who we share information with We may share personal information with trusted service providers who help us operate the business. These may include: * website hosting providers * CRM providers * form and automation tools * email and communication tools * analytics providers * payment and invoicing providers * scheduling tools * project management tools * AI service providers * cloud storage providers * legal, accounting or professional advisers We only share information where needed and we expect service providers to handle it securely. We may also share information if required by law, regulation, court order, tax authority, law enforcement request or to protect our legal rights. ## 9. International transfers Some providers we use may process information outside the UK. Where personal information is transferred internationally, we take reasonable steps to ensure appropriate safeguards are in place, such as adequacy regulations, contractual safeguards or provider commitments to data protection standards. ## 10. How long we keep information We keep personal information only for as long as reasonably needed. Typical retention periods may include: * website enquiry records: up to 6 years * client and project records: up to 6 years after the end of the client relationship * financial and accounting records: usually 6 years * marketing preferences: until you unsubscribe or ask us to remove you * cookie consent records: for a reasonable period unless reset or updated * AI chat logs: for as long as needed for support, review, safety and improvement, unless a shorter period is configured We may keep some information longer if required for legal, tax, dispute, security or compliance reasons. ## 11. How we protect your information We take reasonable technical and organisational measures to protect personal information. These may include: * access controls * password-protected systems * secure cloud services * limited access to business systems * staff or contractor confidentiality expectations * secure storage and backup processes * monitoring for misuse or unauthorised access where practical No online system is completely risk-free, but we take reasonable steps to protect the information we hold. ## 12. Your rights Depending on the circumstances, you may have the right to: * access the personal information we hold about you * correct inaccurate information * ask us to delete your information * restrict how we use your information * object to certain processing * request data portability * withdraw consent where processing is based on consent * complain to a supervisory authority Your rights may depend on the lawful basis we rely on and the type of information involved. To exercise your rights, contact us at: [insert contact email] ## 13. Your right to object You have the right to object to processing based on legitimate interests, including certain types of direct marketing. If you object to direct marketing, we will stop sending it. ## 14. Complaints If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office, which is the UK data protection regulator. ## 15. Links to other websites Our website may link to other websites, tools or platforms. We are not responsible for the privacy practices, content or security of external websites. You should read the privacy policies of any external websites you visit. ## 16. Changes to this Privacy Policy We may update this Privacy Policy from time to time. When we update it, we will change the “Last updated” date at the top of this page. ## 17. Contact us For questions about this Privacy Policy or how we use your personal information, contact: support@ftosstudio.com ## FTOS Coaching membership If you register for a FTOS Coaching free trial or subscription: * We use your information to create and manage your FTOS Coaching account, including account registration and access. * Payment card details are collected and processed securely by our external payment provider. FTOS Coaching does not store full card details. * We use your information for subscription administration, including subscription status, billing, trial and billing communications, and renewal management. * We process cancellation requests made through the app and may send communications confirming changes to your subscription status. * We may use your information for customer-support communications, including billing, accessibility needs, complaints or exceptional circumstances. * We store a record of your acceptance of the FTOS Coaching Terms and Conditions, including the date and time of acceptance where supported, to administer your contract and subscription. * We may send service emails for account access, billing, trial and subscription management. You can manage your subscription through Settings and Subscription and Billing inside the FTOS Coaching app.