Privacy Notice

The Fitness Chef Workplace is operated by Graeme Tomlinson Limited (we, us or TFC). We develop and manage the website and app. We are the controller for personal information used to operate your individual app account and provide our direct services to you.

Privacy contact: workplace@fitnesschef.uk

Workplace website: tfcworkplace.com

Your employer supplies your work email address and enrolment information so we can invite you to access its workplace benefit. You can ignore the invitation. You decide whether to create an account, provide health information and use optional features.

We receive other information directly from you, through your use of the website and app, and from connected services you choose to enable. Account details are needed to create and administer an account; missing profile information may prevent the relevant personalised features from working.

Account and organisation details: name, work or personal email, date of birth, login credentials, employer association, activation details and preferences. For organisation administrators, we also process business contact, enrolment and invoicing information.

Health and fitness information: information you provide or generate through selected features, including height, weight, sex, goals, food logs, calorie and macro targets, dietary preferences, allergies or intolerances, steps, exercise, sleep and habits.

Service activity and support: recipes or plans used, lessons completed, feature usage and activation activity; device, browser and app information, IP addresses and diagnostic records; and messages and details you provide when reporting a problem.

AI information: the inputs listed in section 6 and the insights generated for you. Health information and information that reveals or infers your health can receive additional protection under data protection law.

You can contact us to withdraw consent. Withdrawal does not affect the lawfulness of earlier processing, but we may be unable to provide features that require that information. Optional AI can be left unused while you continue using core app functions.

The employer dashboard shows aggregate activation counts and usage over time. It does not show individual employee email addresses, personal profiles, health information, food logs, goals, progress or AI insights. Your employer already knows the email addresses it supplies for enrolment. TFC also processes those addresses to run the invitation and account service. Hiding them in the dashboard does not make the underlying records anonymous.

If you choose an AI insight feature, we use Google Gemini through Google Cloud Vertex AI to generate personalised insights. Relevant inputs can include weight, height, goal, food logged, personalised calorie and macro targets, steps, exercise and sleep. We do not send names or email addresses with these inputs.

The app uses your profile and logged information to personalise targets and insights. Gemini generates responses from the information sent for the selected feature. This is automated personalisation; the resulting insights are for you and are not available in the employer dashboard.

Excluding names and emails reduces direct identification, but the information remains personal data for TFC where we can connect it to your account.

We use Google Cloud to host the website and app, with data stored in the UK. Our Google Cloud Vertex AI processing is also in the UK. Email delivery and communications providers process email addresses and message content to send invitations and account-related communications.

Other providers may support diagnostics, customer support, analytics or payment processing where these services are used. We do not sell your personal information. We may disclose information where required by law or necessary to establish, exercise or defend legal claims.

Access to personal information is restricted to authorised personnel. Staff and developers with this access use multi-factor authentication, and we record who accesses user data. When you report a bug or ask for help, authorised personnel may view your account information to investigate and resolve the issue.

We use technical and organisational measures to protect information. No online service can guarantee absolute security.

Workplace records: invitation and enrolment information is retained while your employer remains enrolled. When its participation ends or it does not renew, workplace organisation and enrolment records are deleted and the employer connection to individual app accounts is removed.

Your app account: the end of workplace funding does not itself delete your account or health history. You need your own paid subscription to continue using the paid service. Currently, your app account and history remain available for you to return unless you delete the account; there is no automatic expiry for inactive accounts.

Deletion: when your app account is deleted, its personal and health records and associated AI request data held by TFC and Google are deleted immediately. If you cannot access the in-app deletion option, including after your subscription ends, you can email workplace@fitnesschef.uk to request deletion. Email requests must first be received and processed.

Other records: any information we must retain for legal obligations or a specific dispute must be limited to that purpose and handled separately from the deleted app account.

We collect date of birth during registration. There is currently no minimum age or age-based restriction on calorie targets, weight-loss goals or AI insight features.

The website and app may use cookies and similar technologies to maintain sessions, remember preferences and collect technical or usage information.

Depending on the processing and applicable law, you may ask us to provide access to your personal information, correct it, erase it or restrict its use. Where portability applies, you may request the information in a structured, commonly used, machine-readable format.

Your right to object: you may object to processing based on legitimate interests. You can object to direct marketing at any time, if we use your information for that purpose.

You may withdraw consent where processing relies on it. You do not need a paid subscription to contact us about your information or request deletion.

Send privacy requests to workplace@fitnesschef.uk. Give enough information for us to locate your account. Please do not send your password. We may request proportionate information to resolve doubts about your identity.

We respond without undue delay and normally within one month. If a lawful extension or exception applies, we explain this. Requests are normally free of charge.

You can complain directly to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. You do not have to complain to us first.

We will update this notice when the service or our use of information changes and show the effective date.

Where a change materially affects how we use your personal information, we will bring it to your attention through an appropriate service communication.