Coached To Scale™ respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share, and protect your information when you visit our website, fill in one of our forms or ads, join our programmes, use our tools, engage with our community, or talk to us by email, WhatsApp, Instagram or on a call.
It is written to be read. If anything is unclear, email us and we will explain.
- We collect what you give us (your contact details, your application answers and your messages) and how you use our site and programme.
- We use it to reply to you, run the programme you join, take payments and see which of our ads work.
- We never sell your data.
- Stop marketing any time: reply STOP on WhatsApp or use the unsubscribe link in any email.
- Questions or requests about your data: support@coachedtoscale.com
1.Who We Are
Coached to Scale™ is run by Tom Trotter Fit Wellness Coaching FZCO, a company licensed in Dubai, United Arab Emirates. Our full company details are at the bottom of this page.
We decide how and why your personal data is used, which makes us the controller of it. We are based in the UAE, but because we offer our programme to people in the UK, UK data protection law (the UK GDPR and the Data Protection Act 2018) applies to how we handle your information, and this policy follows it.
Our representative in the UK is Thomas John Trotter, who you can reach at support@coachedtoscale.com. You can contact them instead of us about anything in this policy.
Contact for anything in this policy: support@coachedtoscale.com
2.What This Policy Covers
This policy covers:
- ·coachedtoscale.com and our other sites and apps on coachedtoscale.com addresses (applications, onboarding, check-ins, hot seat booking, the roadmap and our AI tools)
- ·our members area, checkout and community, which run on Kajabi
- ·our ads and lead forms on Facebook and Instagram
- ·our WhatsApp numbers, our emails, and our calls
3.What Information We Collect
We may collect the following personal data:
- ·Name
- ·Username
- ·Business name
- ·Instagram handle
- ·Email address
- ·Phone and WhatsApp number
- ·Billing address
Your answers when you apply or fill in a lead form: where you are based, what stage your coaching business is at, how you coach, your niche, your goals, what you find hard, what you have tried, how soon you want to start, whether you are open to a call, why now, and whether you are in a position to invest right now. We save answers as you go, so we keep what you entered even if you stop part-way.
- ·Login details
- ·Membership status and access dates
- ·Purchase history
- ·Course progress
- ·Onboarding answers, weekly check-ins, workbook answers and feedback
- ·Hot seat and call bookings
- ·The photo and logo you upload for your AI tools and lead magnet PDFs
Payments are processed securely by third-party providers. We do not store full card details. We keep what we need to run your plan: amounts, dates, instalments, failed payments and refunds.
- ·Emails and your replies to them
- ·WhatsApp messages, including photos, voice notes and files you send
- ·Instagram direct messages you send us, and your Instagram username
- ·Support messages
- ·Community posts
- ·Feedback submissions
Call bookings, the notes our team writes after a call, automatic meeting notes made by the meeting tool, and recordings of some calls (see section 11).
What you agreed to, the exact wording you saw, where and when. Also any STOP, START or unsubscribe, so we respect it.
Which ad, ad set, campaign and form you came from, the tags on the link you followed, and the affiliate or partner code that referred you.
- ·IP address
- ·Browser type
- ·Device information
- ·Pages visited
- ·Referring website
- ·Cookies and analytics data
Where enabled, files, documents, or materials you voluntarily upload.
Prompts, text inputs, screenshots or requests submitted through AI-powered features, and what the tools produce for you.
We do not ask for health information or other sensitive (special category) data. If you choose to share it with us, for example in a message, we only use it to deal with what you sent.
You do not have to give us your details, but without them we cannot consider your application, give you the programme or reply to you.
4.Where Your Information Comes From
- ·You: our website and app forms, applications, lead forms, check-ins, workbooks, AI tools, messages, emails and calls
- ·Meta (Facebook and Instagram): what you enter in one of our lead forms, and which ad it came from (section 7)
- ·Instagram: your username, profile name and messages when you message our Instagram account (section 7)
- ·WhatsApp: your number and profile name when you message us (section 8)
- ·Kajabi: purchases, members area access, course progress, community and affiliate referrals
- ·Stripe, through Kajabi: whether a payment succeeded, failed or was refunded
- ·Calendly: the calls you book with us
- ·Partners who sell our programme for us (for example TrainFitness), if you bought through them
- ·Your browser: cookies and similar technologies (section 14)
5.How We Use Your Data, and Our Lawful Basis
UK law says we need a lawful basis for each use. Here is what we do and the basis for each:
Reading your answers, deciding with you whether the programme fits, and contacting you about it by email or phone. Basis: steps you ask us to take before a contract, and our legitimate interest in replying to people who ask about joining.
Only if you agreed to hear from us on WhatsApp: by ticking our WhatsApp box, or where the form you filled in clearly said, before you sent it, that we would contact you on WhatsApp about your enquiry. Basis: your consent, which you can withdraw at any time by replying STOP.
Your account, the course, calls, community, AI tools, support, and messages about your programme by email or WhatsApp. Basis: our contract with you.
Taking payments, running payment plans, dealing with failed payments and refunds, and keeping financial records. Basis: our contract with you, and our legitimate interest in keeping the tax and company records the law where we are based (the UAE) requires.
Some emails our team sends you contain a tiny invisible image that tells us when the email is opened (section 14). We use it to know whether you have seen our reply before we follow up. Basis: our legitimate interest in following up at the right time instead of chasing you. You can stop it (section 14).
Basis: your consent where we asked for it, otherwise our legitimate interest in telling people who bought from us or asked about joining about similar programmes (section 10).
Labelling applications so our team knows who to contact first (section 6). Basis: our legitimate interest in replying first to the people most ready to start.
Seeing which ads and forms bring people who join, and telling Meta how enquiries went (section 9). Basis: our legitimate interest in knowing which ads work, so we spend on the right ones. You can object.
Measuring and improving our ads on Facebook and Instagram (section 14). Basis: our legitimate interest in knowing which ads work and showing them to people likely to be interested. You can switch it off at any time (section 14).
Counting visits and seeing how our site is used, so we can improve it. Basis: our legitimate interest in understanding how the site is used. You can switch it off (section 14).
Team notifications, training and quality checks, improving the programme, keeping our systems secure and preventing fraud or misuse. Basis: our legitimate interests in running the business well and keeping it, and you, safe.
Meeting our legal obligations and dealing with complaints, disputes and legal claims. Basis: legal obligation, and our legitimate interest in protecting our legal position.
Where we rely on legitimate interests, our interests must not override yours, and you can object (section 19).
6.Applications and Lead Scoring
When you apply, our system gives your application a simple label (hot, warm or cold) based on how much of the form you completed, how soon you want to start, whether you are open to a call and whether you are in a position to invest right now. It helps our team decide who to contact first.
A person always reviews applications and can change the label. We do not make decisions about you that have legal or similarly significant effects by automated means alone.
7.Facebook and Instagram: Lead Forms and Messages
If you fill in one of our lead forms on Facebook or Instagram, Meta passes us what you entered: usually your name, email address, phone number and your answers. We also receive which ad, ad set, campaign and form you came from. Some of our forms have an optional WhatsApp box; others clearly say, before you send the form, that we will contact you on WhatsApp about your enquiry. We keep the exact wording you saw and when you sent the form, as our record of your choice.
We use these details in the same way as an application through our website. Meta collects the form for us but also keeps a copy for its own purposes, under its own terms and privacy policy.
Instagram messages: if you message us on Instagram, we keep your messages and your Instagram username in our admin system so our team can reply and keep track of your enquiry. We only use them to answer you and, if you join, to support your coaching. You can ask us to delete them at any time at support@coachedtoscale.com.
When our team replies to you on Instagram from our admin system, any photo, video or voice note we send is held briefly in our private file store so Instagram can deliver it, and is deleted straight after (within a day at most).
8.WhatsApp
We use two WhatsApp numbers, both run through Meta's WhatsApp Business Platform:
We only message you on it if you agreed to hear from Coached to Scale on WhatsApp about your enquiry (by ticking our box, or on a form that clearly said so before you sent it), and only about your enquiry. Otherwise we use email instead.
Our application forms have an optional box, never ticked for you: "Message me on WhatsApp about my application". Ticking it means we may message you on WhatsApp about your application. We keep the exact wording and when you ticked it. You can reply STOP at any time.
For people on the programme: support, check-ins and arranging calls. Our team uses it on the WhatsApp Business app, and the chats are copied into our own system so the right person can pick them up. When we connect the number, up to six months of earlier chats on it can be copied across too.
What we keep: your WhatsApp number and profile name, the messages you send us and we send you (including photos, voice notes and files), when they were sent, delivered and read, and any STOP or START.
Stopping: reply STOP at any time and we stop messaging you on that number. Reply START if you change your mind. You can also tell us any other way, for example by email, and we will treat it the same.
Contact names on our team's phones: if you are a member or have applied to work with us, we save your name and phone number as a contact in our business Google account (Google Workspace, acting for us), so our team's WhatsApp Business app shows who is messaging. WhatsApp (Meta) checks the phone's contacts to show which of them use WhatsApp. This does not message you or tell you anything. We remove the contact when we stop keeping your details under our retention schedule (section 17), or sooner if you ask.
Profile photos: if you have a photo on your Google account, or we have saved one with your contact details, or you have added one to your Coached to Scale (Kajabi) account, our team may see it next to your name in our admin system.
Meta (Meta Platforms Ireland Limited) runs the platform for us and handles the messages on our behalf. Meta says it keeps messages on the platform for no more than 30 days; our own copy follows section 17. WhatsApp's own terms and privacy policy also apply to your use of WhatsApp.
9.Telling Meta How Our Ads Perform
Some people find us through our ads on Facebook and Instagram. To see which ads work, and so Meta can show our ads to people more likely to be interested, we may tell Meta how an enquiry went: for example that a call was booked, that it was or was not a fit, or that you joined and what you paid.
When we do, we identify you only by the lead ID Meta gave us, or by your email address and phone number turned into a one-way code (hashed) before they leave our systems, so Meta can match them to an account it already holds. This is still personal data, so this policy still applies to it. We never send your form answers, our notes, your messages, anything said on a call, or anything about your health.
Which ad you came from: if you reach our website from one of our ads, the link carries tags saying which campaign and ad it was, and a click ID from Meta. We keep those with your application so we can see which ads bring people who join. With "Analytics and ads" on, we also keep Meta's cookies on our site (_fbp and _fbc, section 14), your IP address and your browser type with your application, so we can tell Meta later how your enquiry went, and your browser remembers the tags for up to 90 days in our c2s_adtags cookie, in case you apply on a later visit. With it off, we keep none of those and no click ID, and the tags are only remembered for the page you are on.
Meta (Meta Platforms, Inc.) uses this under its Business Tools Terms: partly on our behalf, to match and measure, and partly for its own purposes, such as delivering ads. Meta's privacy policy explains what it does and how to use your rights with Meta. If you would rather we did not share your enquiry's progress with Meta, email support@coachedtoscale.com and we will stop.
10.Marketing Communications
If you request information, join our mailing list, apply, purchase from us, or opt in, we may send marketing emails, offers, updates, or educational content about our programmes.
You may unsubscribe at any time using the unsubscribe link or by contacting us at support@coachedtoscale.com. We keep a short record of your choice so we do not contact you again by mistake.
We only send marketing on WhatsApp to people who have agreed to hear from us there. We do not buy contact lists, and we do not sell yours.
Messages about your account, payments, bookings and the programme you joined are not marketing, so they still reach you if you unsubscribe from marketing.
11.Calls, Call Notes and Recordings
We book calls through Calendly and hold them on video call tools such as Google Meet and Zoom. After a call, our team writes notes: what was discussed, what each side will do, and when to follow up.
On some calls, the meeting tool's AI note-taker (Google's Gemini) writes a summary, which we keep with our notes. Some calls, such as onboarding calls and group calls, are recorded. The meeting tool shows a notice when a call is being recorded or notes are being taken.
12.AI Tools & Automation
Some services may include AI-powered tools. Where you submit prompts, text, or inputs through these features:
- ·Inputs are processed by our AI provider, Anthropic (Claude), to produce your result
- ·Under its commercial terms, Anthropic may not use them to train its models
- ·Outputs are generated automatically and may contain errors
- ·Users should not submit highly sensitive confidential information unless necessary
- ·AI outputs are for assistance only and should be independently reviewed
Our team also uses AI to help with its work, for example to summarise calls or find information quickly. A person checks anything before it is used to make a decision about you.
13.Community Areas
If you join Kajabi Community or related group environments, including any members' group or community on WhatsApp:
- ·Information you post may be visible to other members
- ·You are responsible for content you share
- ·We may moderate or remove inappropriate content
Please avoid posting confidential personal information publicly.
14.Cookies, Analytics & Tracking
We use Google Analytics only to count visits and see how our site is used, so we can improve it. It is set up for statistics only: Google acts as our processor under its data processing terms, Google's own data sharing, Google signals and its advertising features are switched off, and we do not use it to measure ads or to follow individual people. It sets cookies.
UK law allows analytics used only for statistics without asking first, as long as we tell you and you can switch it off for free. It is on by default. To switch it off, use the switch on our Cookie Policy or the "Analytics and ads" link at the bottom of our pages. When it is off, Google Analytics does not load on this site at all and its cookies are deleted.
Our other apps on coachedtoscale.com addresses use Google Analytics set up the same way, but do not follow this switch yet. Until they do, you can use Google's opt-out browser add-on or block cookies in your browser.
Emails from our team. Some emails our team sends you contain a tiny invisible image. When your email app loads it, we see that the email was opened and roughly when. Nothing else about you or your device is kept, and it is never used for advertising. Some email apps, such as Apple Mail, load images by themselves, so an email can show as opened when it was not. To stop it, turn off automatic image loading in your email app, or email support@coachedtoscale.com and we will stop adding it to emails to you.
We also use the Meta pixel on our website, to measure and improve our ads on Facebook and Instagram. It runs when you visit our site and sets Meta's cookies: _fbp, a random ID for your browser, and, if you arrive by clicking one of our ads, _fbc, which keeps that click's ID. Both last 90 days.
It tells Meta which pages of our site you visit and, when you send an application, that it was sent and through which form. The pixel itself never sends your answers, your name, your email address or your phone number. Your browser also passes Meta the technical details any website receives, such as your IP address, browser and device.
Meta uses this to show us how our ads perform and to help us improve them, and also for its own purposes, including choosing who sees ads (ours and others') on Facebook and Instagram. For collecting and sending that information, Meta and we are joint controllers under an agreement that sets out who does what: we give you this information, and Meta handles your rights over the data it holds once it is sent (see Meta's privacy policy).
To switch it off, use the switch on our Cookie Policy or the "Analytics and ads" link at the bottom of our pages, the same switch as for Google Analytics. When it is off, the pixel does not load on our site and its cookies are deleted. You can also block cookies in your browser settings, manage ad choices at youronlinechoices.eu, and change how Meta uses your information for ads in your Facebook or Instagram ad preferences.
We also count visits ourselves, without cookies: the code that lets us count a visitor once a day is deleted within three days, only daily totals are kept, for 25 months, and Google Analytics is unchanged.
See our Cookie Policy for detail, including embedded videos.
15.Who We Share Your Data With
We share only what each needs:
Our coaches, sales and support team, some of whom work from outside the UK.
Our technology partner, which builds and runs our websites, apps and systems for us and may only use your data on our instructions.
- ·Vercel (hosting our websites and apps)
- ·Supabase (our database, in London)
- ·Kajabi (members area, checkout, community, emails, affiliates and the profile photo on your account)
- ·Stripe (payments, through Kajabi)
- ·Calendly (call booking)
- ·Google (Analytics, Google Meet, Gemini meeting notes and Google Workspace contacts for our team's phones and the profile photos in our admin system) and Zoom (video calls)
- ·Resend (sending and receiving our emails)
- ·Slack (notifications to our team)
- ·Anthropic (AI tools)
- ·Meta (lead forms, Instagram messages and WhatsApp)
When you use Facebook, Instagram or WhatsApp, when we share ad results with Meta (section 9), and through the Meta pixel on our website (section 14), Meta also uses data under its own terms and privacy policy. For the pixel, the recipient is Meta Platforms, Inc. in the United States, and Meta and we are joint controllers for collecting and sending the data.
If you bought through a partner such as TrainFitness, we share what is needed to run your purchase with them. If you used an affiliate's link, we record it so we can pay them, and they may learn that their referral joined.
If you join the waiting list or enter the draw on our setup pages, your details are also shared with JF Design, which delivers that service, and kept in its customer system.
Professional advisers, authorities or courts when the law requires it, and a buyer if our business is ever sold.
Our service providers process data under their own security controls and their contracts with us. We do not sell personal data.
16.International Data Transfers
We are based in the United Arab Emirates and our main database is in London, United Kingdom. Some of our service providers are in the United States or elsewhere, and some of our team work from outside the UK, so your data may be stored in or accessed from other countries, including the UAE and the US.
Where UK law requires a safeguard for a transfer, we rely on one of these: a UK adequacy decision (including the UK-US data bridge, for US providers certified to it), the UK International Data Transfer Agreement, or the UK Addendum to the EU standard contractual clauses, which are built into our providers' data processing terms. Ask us at support@coachedtoscale.com for more detail.
The Meta pixel sends data from your browser straight to Meta Platforms, Inc. in the United States. Meta's Business Tools Terms cover those transfers with Meta's UK Data Transfer Addendum.
17.Data Retention
We keep personal data only as long as we need it. Our periods are:
2 years after our last contact with you, then deleted or anonymised.
While you are a member, then 6 years after your access ends, the time in which a claim about our contract could be brought. This covers your account, programme records, call notes and our messages with you.
Kept with your application or lead record, on the same 2 year period.
7 years after the end of the financial year they relate to, as UAE tax law requires, or longer while a tax audit or dispute is open.
Up to 12 months after the call, unless a group call is kept as course material for members.
For as long as we rely on your consent, then 6 years, so we can show what you agreed to.
If you reply STOP, unsubscribe or ask us not to contact you, we keep your email or number and the date for as long as needed to respect your choice.
When an email from our team was opened, kept with our messages with you on the same periods as above.
Google Analytics keeps visit data for up to 14 months. Your choice to switch it off is kept in your browser for 13 months.
The ad tags, Meta's click and browser IDs and, if analytics and ads were on, the IP address and browser kept with your application are kept on the same period as your application or lead record. The c2s_adtags cookie lasts up to 90 days in your browser.
Meta's cookies on our site, _fbp and _fbc, last 90 days in your browser. Meta keeps what the pixel sends under its own privacy policy. If you switch the pixel off, that choice is kept in your browser for 13 months.
We may keep something longer if we need it for a complaint, dispute or legal claim, and only for that. When we delete data, copies can stay in our backups until those backups are deleted in turn.
18.Data Security
We take reasonable technical and organisational measures to protect your data, including limiting access to the people who need it. However, no online platform can guarantee absolute security. You are responsible for keeping your login credentials secure.
19.Your Rights
Under UK data protection law you have the right to:
- ·Access your personal data and get a copy
- ·Correct inaccurate information
- ·Request deletion
- ·Restrict processing
- ·Object to processing based on our legitimate interests
- ·Object to marketing at any time, which we always respect
- ·Withdraw consent at any time (this does not affect what we did before)
- ·Request data portability
- ·Not be subject to decisions made solely by automated means that significantly affect you
To exercise rights, contact support@coachedtoscale.com. It is free. We reply within one month, and may ask you to confirm who you are first.
20.Complaints
You have the right to complain to us about how we handle your data. Email support@coachedtoscale.com with "Privacy complaint" in the subject. We will acknowledge it within 30 days, look into it, and tell you the outcome without undue delay.
You also have the right to complain to the UK regulator, the Information Commission (still known as the ICO): ico.org.uk/make-a-complaint, or 0303 123 1113. If you live in the EU, you can also complain to your local data protection authority.
21.Children
Our services are intended for adults and business users. We do not knowingly collect data from children. If you think a child has given us their details, tell us and we will delete them.
22.Third-Party Links
Our website or community may contain links to third-party websites. We are not responsible for their privacy practices.
23.Changes to This Policy
We may update this Privacy Policy periodically. Updated versions will be posted on our website with a revised date. If a change matters to how we use your data, we will also tell members by email.
24.Contact Us
For privacy requests or questions:
Coached to Scale™, run by Tom Trotter Fit Wellness Coaching FZCO
support@coachedtoscale.com
coachedtoscale.com
Our registered office and licence details are under “Legal entity & registered office” at the bottom of this page.
By using our website or services, you acknowledge this Privacy Policy.