MarilenaFitCoach — Privacy Notice

Version: privacy-2026-01 Effective date: 22 August 2026

1. Who we are

MarilenaFitCoach is a fitness and wellness coaching service operated by:

PFA Nicoara Marilena Petruta
CUI: 34559059
Str. Soarelui nr. 3, bl. H3, ap. 002, Ștefăneștii de Jos, Ilfov, România
Email: contact@marilenafitcoach.com

In the sense of Regulation (EU) 2016/679 ("GDPR"), PFA Nicoara Marilena Petruta acts as operator for the personal data processed within MarilenaFitCoach.

This Policy explains what data we collect, what we use it for, who we can share it with, how long we keep it and what rights you have.

2. To whom the service is addressed

MarilenaFitCoach is intended exclusively for people who have reached the age of 18.

We do not currently provide services to persons under the age of 18 and do not intend to knowingly collect data from minors.

If we discover that an account belongs to a person under the age of 18, we may suspend the account and take steps to delete the data, subject to applicable legal obligations.

3. What data we may collect

The data we process depends on how you interact with MarilenaFitCoach.

3.1. When you submit an application

We may collect:

the name;
email address;
phone number, if you provide it;
country;
preferred language;
the main objective;
the message you choose to convey;
the version of the presented Privacy Notice and the time of its acknowledgment.

Please do not enter medical data or other sensitive information in the free message of the application form.

3.2. When you create an account

We may collect:

the name;
email address;
technical data required for account authentication and administration;
the information regarding the acceptance of the applicable documents.

Passwords and technical authentication mechanisms are managed by our authentication infrastructure and are not used by Marilena for the coaching activity.

3.3. During onboarding and coaching

In order to evaluate the suitability of the program, to carry it out in the safest possible conditions and to personalize the coaching, we may request information such as:

age or date of birth;
the height;
weight and target weight;
body measurements;
level of physical activity;
previous experience;
the objectives;
lifestyle;
information about sleep, energy and stress;
relevant nutrition information;
injuries and physical limitations;
health information relevant to safe participation in the program;
progress and difficulties encountered;
the feedback sent to the coach.

We do not seek to build a medical record and do not request medical information that is not relevant to safety assessment or personalization of the service.

4. Health Data

Some of the information provided during coaching may constitute health data, a category of data that benefits from additional protection under the GDPR.

Before requesting or processing such information during onboarding, we will separately provide you with the relevant information about that processing and, where consent is the applicable mechanism, we will request your explicit consent.

This consent is separate from:

acceptance of the Terms;
acknowledgment of the Privacy Notice;
use of photographs;
any marketing consent.

You can withdraw your consent for the future. The withdrawal does not affect the legality of the processing carried out before the withdrawal.

If withdrawal makes it impossible to assess safety or reasonably customize the program, we may no longer be able to continue certain coaching services.

5. Progress photos

You can choose to upload photos to monitor progress.

Uploading photos is optional.

Photos uploaded for coaching are used to monitor and evaluate progress and do not automatically grant us the right to publish them.

We will not use your photos for website, social media, advertisements, testimonials, before/after materials or other marketing purposes without separate authorization.

If we want to use material for marketing purposes, we will ask for your consent for that purpose.

Refusal to use photos in marketing does not affect access to the coaching service.

6. Why we use the data

We may process data for:

analyzing an application;
account creation and administration;
providing the purchased program;
training customization;
communication with the client;
monitoring progress;
assessing the appropriateness and safety of participation;
technical support;
managing subscriptions and payments;
invoicing;
platform security and abuse prevention;
compliance with legal obligations;
resolving requests and complaints.

We do not sell customers' personal data.

7. Basis of processing

Depending on the purpose, the processing may be necessary:

for actions requested before the conclusion of the contract;
for the execution of the coaching contract;
for the fulfillment of legal obligations, including fiscal ones;
for legitimate interests, when they are applicable and do not prevail over the rights and freedoms of the person;
based on consent, when it is necessary.

For health data for which we rely on explicit consent, this is requested separately.

We will not consider acceptance of the Terms as implied consent to all forms of processing.

8. Communication with you

We can communicate through:

platform;
e-mail;
WhatsApp, especially for urgent or operational communications when this channel is used by agreement.

We recommend that you do not transmit medical documents or other sensitive information through WhatsApp when it can be provided through the platform's dedicated channel.

Communications necessary to provide the service are not automatically treated as marketing.

9. Marketing

MarilenaFitCoach's marketing activity is currently conducted primarily through the brand's public/social media channels.

We do not automatically enroll customers in a newsletter and do not consider purchasing a program as consent to email marketing.

If we introduce direct commercial communications, we will implement the necessary information and/or consent mechanism before using the data for that purpose.

10. To whom we can transmit the data

To operate the service we use technology providers who may process data on our behalf or within their own applicable obligations.

These may include:

Supabase — authentication, database and storage;
Vercel — hosting and operation of the application;
Zoho — email services;
Vimeo — hosting and provision of video content;
Stripe — payment processing, when the integration will be enabled.

We provide these services only with the data necessary for that function, within the limits of the applicable configuration and contracts.

We may also disclose data when required by law or at the legitimate request of a competent authority.

11. International Transfers

Some suppliers or their subcontractors may process data outside the country where you live or, in certain situations, outside the European Economic Area.

Where the GDPR requires safeguards for such a transfer, we will use the legal mechanisms applicable to that provider and transfer.

The list and configuration of providers may evolve as the platform develops.

12. How long we keep the data

We retain the account and associated data for as long as necessary to provide the service, maintain the relationship with the customer and the purposes for which it was collected.

After completing a program, the account can remain available, including in read-only mode, for accessing the history and possibly participating in future programs.

This does not mean that all categories of data are retained indefinitely.

The actual duration may depend on:

existence of the account;
the contractual relationship;
the need for data for coaching;
withdrawal of consent;
a deletion request;
fiscal or accounting obligations;
the need to resolve disputes or complaints;
other legal obligations.

We will remove or anonymize data when there is no longer a purpose or basis for keeping it, subject to applicable legal obligations.

13. Account Deletion

You can request account closure and deletion by:

contact@marilenafitcoach.com

We may request reasonable information for identity verification prior to executing a request.

Account deletion may involve:

deletion of coaching data that no longer needs to be kept;
deleting photos from active systems;
anonymizing certain information;
closing access to the account.

Certain information may be retained if there is a legal obligation or other applicable basis for retaining it.

14. Data security

We use technical and organizational measures designed to protect data against unauthorized access, modification, disclosure, loss or destruction.

Access to data is limited by role and need.

Currently, operational access can be granted:

the coach/administrator for providing the service;
authorized technical support staff, when access is necessary for operating, securing or fixing the platform.

No computer system can guarantee absolute security.

15. Your Rights

Subject to the conditions laid down in the GDPR, you may have the right:

to receive information about the processing;
to obtain access to your data;
to request the rectification of incorrect data;
to request erasure;
to request restriction of processing;
to object to certain processing;
to receive certain data in a portable format;
to withdraw your consent when the processing is based on it;
to file a complaint with the competent supervisory authority.

These rights are not absolute in all situations and there may be exceptions provided by law.

To exercise them, you can contact us at:

contact@marilenafitcoach.com

16. Complaints

If you have a problem with how we process your data, we encourage you to contact us first at:

contact@marilenafitcoach.com

You also have the right to address the competent data protection authority.

In Romania this is:

National Supervisory Authority for the Processing of Personal Data — ANSPDCP.

If you live in another EU state, you can also contact the competent supervisory authority according to the GDPR.

17. Automated decisions

Currently, MarilenaFitCoach does not use an exclusively automated process to make decisions that produce legal effects on the customer or affect them in a similarly significant way.

Platform tools may calculate progress, statuses or achievements, but these do not replace human decisions regarding the delivery of coaching.

18. Modification of the Policy

This Policy may be updated when the service, providers or applicable requirements change.

Each published version will have an identifier and an effective date.

When a change requires a new confirmation or a new consent, the platform will request the appropriate action before the processing for which it is necessary.

19. Contact

PFA Nicoara Marilena Petruta
CUI: 34559059
Str. Soarelui nr. 3, bl. H3, ap. 002
Ștefăneștii de Jos, Ilfov, România
contact@marilenafitcoach.com