Sam Ontrack Customer Privacy Notice

Last updated: 30 August 2025

This privacy notice explains how Sam Ontrack collects, uses, stores, and protects your personal information, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact Details

Business Name: Samantha Du Toit trading as Sam Ontrack
Email: ontrackwithsam@gmail.com
Website: www.samontrack.com
Data Controller: Sam Ontrack is the data controller for your personal information.

What Information We Collect, Use, and Why

We may collect and process the following types of personal data:

  • Personal identifiers (e.g. your name, email address, phone number)

  • Health and lifestyle information (e.g. your age, weight, height, diet, exercise habits, and health goals)

  • Instagram handle or social media username (if shared during coaching or engagement)

  • General location (to tailor content or services)

  • Communication preferences

We may also collect sensitive information related to your health, only with your explicit consent, to provide coaching services effectively.

How We Collect Your Information and Why

Most of the personal data we collect is provided directly by you when you:

  • Apply for or sign up to our coaching services

  • Contact us via email, Instagram, WhatsApp, or our website

  • Download resources or subscribe to updates

How We Use Your Information

We use your personal data to:

  • Understand your goals and assess whether our coaching is right for you

  • Deliver 1:1 accountability coaching services

  • Keep in touch with you via email or WhatsApp regarding your program

  • Share relevant content or service updates (with your consent)

Marketing Communications:

With your consent, we may also use your contact details to send updates, newsletters, offers, or wellness content via email or WhatsApp. You can opt out at any time.

Our Lawful Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing your data include:

  • Consent – You have given clear permission for us to process your data for specific purposes (e.g. marketing, use of health information).

  • Contract – Processing is necessary to deliver the coaching services you've signed up for.

You can withdraw your consent at any time by contacting ontrackwithsam@gmail.com.

How Long We Keep Information

We retain your personal data only as long as necessary. This is typically:

  • Coaching records: up to 2 years after the end of your last program (for legal and professional accountability)

  • Marketing contacts: until you unsubscribe or request deletion

  • Website analytics: 26 months or less via Google Analytics (if used)

After this period, your records are deleted from our database unless required for legal or professional reasons.

For more details, please contact us.

Sharing Your Information

We do not sell your data. We may share your information with trusted third parties for the purposes of:

  • Email or client management (e.g. Gmail, Mailchimp, Google Drive)

  • Payment processing (e.g. Stripe or PayPal)

All third-party services we use are GDPR-compliant and bound by contractual obligations to safeguard your data.

International Transfers

Some tools used by Sam Ontrack may store data outside the UK. Where this happens, we ensure adequate protection, such as standard contractual clauses or reliance on adequacy decisions.

Your Data Protection Rights

Under UK data protection law, you have the following rights:

  • Right of access – You can ask for a copy of the personal data we hold about you.

  • Right to rectification – You can request corrections to inaccurate or incomplete data.

  • Right to erasure – You can ask us to delete your data in certain cases.

  • Right to restrict processing – You can limit how we use your data.

  • Right to object to processing – You can object to certain types of data use.

  • Right to data portability – You can request we transfer your data to another provider or to you.

You do not have to pay a fee to exercise your rights. If you make a request, we have one month to respond.

To make a request, contact: ontrackwithsam@gmail.com

Your Rights and Complaints

If you have concerns about how we handle your data, please contact us first so we can resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO):

ICO Contact Details:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint