FitProSearch Privacy Policy

1. Who we are

FitProSearch is a professional search and profile platform for fitness, sport, coaching, rehabilitation and wellbeing services. This Privacy Policy explains how FitProSearch collects, uses, stores and shares personal data when people browse the website, create professional accounts, submit listings, send enquiries, leave reviews, request verification, save searches or contact us.

For this policy, “FitProSearch”, “we”, “us” and “our” mean the operator of fitprosearch.com. Privacy contact: privacy@fitprosearch.com.

2. Personal data we collect

We collect information that you provide directly, information generated by your use of the website, and limited technical information needed to operate and secure the service.

• Account data: name, email address, password hash, role, account dates and sign-in/session information.
• Professional listing data: public profile details such as display name, business name, profession, area, summary, description, website, booking URL, phone number, public contact email, qualifications, specialisms, audience served, service radius, online/in-person availability, verification notes, logo and profile photo.
• Enquiry data: visitor name, email address, optional phone number, message, consent confirmation, delivery status and related listing/professional account.
• Review and claim data: reviewer or requester name, email address, optional phone number, rating, review text, claim/correction message, moderation status and admin notes.
• Verification and upgrade-interest data: professional verification requests, notes, status, admin review records, upgrade-interest selections and follow-up status.
• Saved search data: saved search name, search filters and account relationship.
• Technical and security data: IP address, browser/device information, session cookie, CSRF token, rate-limit records, access dates, error logs and security audit information.

3. How we use personal data

• To provide search, browse, profile, account and dashboard features.
• To publish approved professional listings and related public profile information.
• To route enquiries from visitors to professionals and show enquiries in professional dashboards.
• To moderate listings, edits, images, reviews, claims, verification requests and upgrade-interest requests.
• To prevent spam, abuse, unauthorised access, fraud and misuse of the service.
• To maintain, debug, secure and improve the website.
• To comply with legal duties and respond to lawful requests.

4. Lawful bases

Depending on the context, we rely on one or more lawful bases to process personal data:

• Contract: to create and manage accounts, listings, dashboards, saved searches and enquiry features requested by users.
• Legitimate interests: to operate a professional directory, moderate content, prevent abuse, secure the website, improve services and communicate about submitted requests.
• Consent: where a visitor confirms that an enquiry or review can be shared or moderated, and where optional communications require consent.
• Legal obligation: where we must keep records or respond to lawful requests.

5. Public information

Published listing pages are public. Information professionals choose to submit for publication may be visible to visitors, search engines and other websites. This can include names, business names, profile photos, logos, service descriptions, qualifications, areas served, booking links, website links, public contact details and approved reviews.

6. Sharing personal data

We do not sell personal data. We may share personal data only where needed to operate the service:

• With the professional associated with a listing when a visitor submits an enquiry.
• With service providers that host the website, database, email delivery, backups, security tooling or related infrastructure.
• With admins or moderators who need access to review listings, enquiries, reviews, claim requests, verification requests and upgrade-interest requests.
• With authorities, regulators or legal advisers if required by law or necessary to protect rights, safety or security.

7. Cookies and similar technology

FitProSearch uses essential cookies and local browser features to run the website. This includes a session cookie for sign-in/security, CSRF protection, rate-limiting support and service-worker caching for core assets. We do not currently use advertising cookies or third-party behavioural tracking cookies.

8. Email notifications

When SMTP email is configured, FitProSearch may send notification emails about enquiries or account/service activity. If email delivery is not configured or fails, the underlying request may still be stored in the database with a delivery status so admins can review it.

9. How long we keep data

We keep personal data only as long as reasonably necessary for the purposes described in this policy.

• Account and listing data is generally kept while the account or listing remains active, and for a reasonable period afterwards for security, audit and dispute purposes.
• Enquiries, reviews, claims, verification requests and moderation records may be retained to support user dashboards, abuse prevention, audit trails and dispute handling.
• Rate-limit and security records are kept for short operational periods unless needed to investigate misuse or protect the service.
• Backups may retain deleted data for a limited period until backups rotate out of use.

10. Security

We use measures designed to protect personal data, including password hashing, CSRF protection, security headers, private storage for listing images, MIME/type validation for uploads, moderated publication workflows, access controls, rate limiting and restricted access to sensitive files. No online service can guarantee absolute security.

11. International transfers

Service providers used to host, secure, email or maintain the website may process data outside the country where you live. Where required, we expect appropriate safeguards to be used for international transfers.

12. Your rights

Depending on your location and the circumstances, you may have rights to access, correct, erase, restrict or object to processing of your personal data, request portability, withdraw consent, or complain to a data protection authority. In the UK, you can contact the Information Commissioner’s Office.

13. Children

FitProSearch is not intended for children to create professional accounts or submit professional listings. If you believe a child has provided personal data, contact us so we can review it.

14. Changes to this policy

We may update this Privacy Policy as the service changes. The latest version will be posted on this page with an updated date.

15. Contact

For privacy questions or requests, contact privacy@fitprosearch.com. Please include enough information for us to identify the relevant account, listing, enquiry, review or request.