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DEFINE COACHING: Performance & Rehabilitation

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Privacy Policy

DEFINE Coaching: Performance & Rehabilitation – Privacy Policy

Last Updated: March 1, 2026

 

This Privacy Policy explains how DEFINE Coaching: Performance & Rehabilitation (“DEFINE Coaching”, “we”, “us”, “our”) collects, uses, stores, shares, and protects your personal data when you visit our website, enquire about or purchase services, attend our facility, or interact with us in any way.

 

DEFINE Coaching is the trading name of SPC PHYSIO CARE.

By using our website and services, you acknowledge you have read and understood this Privacy Policy.

 

1. Scope

This Privacy Policy applies to:

  • Our website and any pages, forms, and online booking or enquiry tools.

  • Our Performance Gym services (memberships, classes, open gym, performance coaching).

  • Our Rehabilitation / Physiotherapy services (assessments, treatment, rehabilitation plans).

  • Our online payments (including payment gateway processing).

  • Our online store (collection-only).

  • Our marketing communications and social media interactions.
     

2. What personal data we collect

We may collect the following categories of personal data:

 

2.1 Identity & contact data

  • Full name

  • Email address

  • Phone number

  • Date of birth (where required for safety/eligibility)

  • Gender (optional; may be relevant to programming or rehab)
     

2.2 Account & membership data (Performance Gym)

  • Membership type and status

  • Attendance and booking history

  • Payment status (we do not store full card details—see Section 6)
     

2.3 Rehabilitation / health-related data (Rehab / Physio)

Rehabilitation services may require information that could be considered sensitive, including:

  • Injury history, pain or symptoms

  • Medical history relevant to treatment

  • Movement assessments, clinical notes, treatment plans, progress notes

  • Referrals or reports (where applicable)
     

We only collect health-related data where necessary to provide safe and appropriate rehabilitation services.

 

2.4 Transaction data

  • Purchases, invoices, receipts, and refunds (where applicable)

  • Limited payment references required for reconciliation (e.g., transaction IDs)
     

2.5 Website & device data

  • IP address, browser type, device identifiers

  • Pages visited, interactions, and general analytics

  • Cookies and similar tracking technologies (see Section 10)
     

2.6 Communications data

  • Enquiry messages submitted via forms

  • WhatsApp/phone/email correspondence

  • Feedback, complaints, and support requests
     

2.7 Media (optional)

  • Photos/videos taken in the facility or at events (only used with consent where individuals are identifiable, unless captured incidentally in the background)
     

3. How we collect your data

We collect personal data when you:

  • Fill in a website form (enquiry, contact, trial request, booking request, etc.)

  • Purchase a membership, service, or product online

  • Use booking systems, attend sessions, or check in at the facility

  • Contact us by email, phone, WhatsApp, or social media

  • Participate in rehabilitation assessments and treatment

  • Browse our website (cookies/analytics)
     

4. Why we use your data (purposes)

We use your personal data to:

  • Provide and manage gym memberships, classes, and performance services

  • Provide rehabilitation/physio services safely and effectively

  • Manage bookings, scheduling, and attendance

  • Process payments, issue invoices/receipts, and manage refunds (where applicable)

  • Respond to enquiries and provide customer support

  • Communicate operational updates (e.g., schedule changes, facility notices)

  • Send marketing communications (only where permitted—see Section 9)

  • Improve our services, programming, and website experience

  • Protect the safety and security of members, staff, and the facility

  • Comply with legal and regulatory obligations

 

5. Legal bases for processing (general)

Depending on the interaction, we process your data because:

  • It is necessary to perform a contract (e.g., membership, session, rehab appointment)

  • It is necessary to comply with legal obligations (e.g., financial records)

  • You have given consent (e.g., marketing, certain media use)

  • We have a legitimate interest (e.g., service improvement, fraud prevention, basic analytics), balanced against your rights
     

For rehabilitation/physio services, processing of health-related information is handled with heightened care and only where necessary for treatment and service delivery.

 

6. Payments, payment gateway, and financial data

When you pay online, your payment is processed by our payment provider(s) and/or the website platform’s payment processing systems.

  • We do not store full card details on our systems.

  • We may store limited transaction information for reconciliation and support (e.g., date, amount, payment status, transaction reference/ID).

  • If a payment fails or is reversed, we may use the available transaction reference information to support you and resolve issues.

 

7. Online store (collection-only)

If you purchase from our online store:

  • We collect the personal data needed to process the order (name, contact details, order details).

  • Delivery is collection-only (no shipping address is required unless you provide one voluntarily for administrative reasons).

  • We retain purchase records for accounting, customer service, and legal compliance.
     

8. Who we share data with

We may share personal data with:

  • Service providers that help us run our business (e.g., website hosting, booking tools, analytics services, email/SMS tools)

  • Payment providers (to process payments securely)

  • Professional advisers where needed (e.g., accountants, legal advisers)

  • Regulators/authorities if legally required

We do not sell your personal data.

We limit sharing to what is necessary and expect service providers to protect your data.

 

9. Marketing communications

We may send marketing communications such as:

  • Membership offers

  • Service updates and announcements

  • Program launches, events, and promotions
     

You can opt out at any time by:

  • Using the unsubscribe option in emails (where available), or

  • Contacting us directly to request removal from marketing lists
     

Operational/service messages (e.g., booking confirmations, schedule changes, important facility notices) may still be sent as they are not marketing.

 

10. Cookies and website analytics

We may use cookies and similar technologies to:

  • Enable website functionality

  • Understand traffic and user behaviour to improve the website

  • Measure effectiveness of marketing campaigns (where used)

 

You can control cookies through your browser settings. Disabling cookies may affect site functionality.

 

11. Data retention

We retain personal data only for as long as necessary for the purposes described above, including:

  • Managing memberships and services

  • Maintaining rehabilitation records for continuity of care

  • Legal, accounting, and tax requirements

  • Handling disputes or complaints

 

When data is no longer required, we securely delete or anonymise it where feasible.

 

12. How we protect your data

We take reasonable technical and organisational steps to protect your information, such as:

  • Access controls (restricting access to those who need it)

  • Secure systems and reputable service providers

  • Staff confidentiality expectations

  • Retention and deletion practices
     

No method of transmission or storage is 100% secure, but we work to reduce risk and respond appropriately if issues arise.

 

13. Your rights

You may have rights to:

  • Request access to the personal data we hold about you

  • Request correction of inaccurate data

  • Request deletion (where legally permissible)

  • Withdraw consent (where processing relies on consent)

  • Object to certain processing (where applicable)

 

To make a request, contact us using the details below. We may need to verify your identity before fulfilling requests.

 

14. Children’s privacy

Our services are primarily designed for adults. Where services are offered to minors, we may require a parent/guardian to provide consent and may collect only what is necessary for safety and service delivery.

 

15. External links and social media

Our website and communications may contain links to third-party websites (including social media platforms). We are not responsible for third-party privacy practices. Please review their policies separately.

 

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Last Updated” date at the top indicates the most recent revision. Continued use of our website or services after updates means you accept the revised policy.

 

17. Contact us

For privacy questions or requests, contact:

DEFINE Coaching: Performance & Rehabilitation (trading name of SPC PHYSIO CARE)

Email: info@define-coaching.com

Phone/WhatsApp: 988 77515583

Location: Al Khuwair, Muscat, Sultanate of Oman

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