Privacy Policy

1. Who We Are

Embodi ("we", "us", "our") is a UK-based company that provides a platform for personal trainers to manage clients, deliver training programs, and grow their business. Our website is www.embodi.uk.

For any questions about this privacy policy or how we handle your personal data, please contact us at hello@embodi.uk.

2. What Data We Collect

We collect minimal personal data necessary to operate our pre-launch website and communicate with interested users. Specifically:

a) Waitlist Registration

• Your name
• Your email address

This data is collected when you voluntarily join our waitlist and is stored via the Resend Contacts API.

b) Contact Form

• Your name
• Your email address
• Subject
• Your message

This data is collected when you submit our contact form and is sent to us via the Resend email service.

c) Analytics Data

We use Vercel Analytics to collect anonymous, aggregated usage data about how visitors interact with our website. This includes page views, referral sources, and general geographic regions. Vercel Analytics does not use cookies and does not collect personally identifiable information.

We use PostHog to understand how visitors interact with our website, track user journeys, and measure conversion rates. PostHog uses cookies to maintain session state and identify returning visitors. These cookies are only set if you consent to analytics cookies via our cookie banner. PostHog data is hosted in the EU.

d) Cookies

We use essential cookies necessary for the website to function. For full details, please see our Cookie Policy.

3. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your personal data on the following legal bases:

• Consent (Article 6(1)(a)): When you voluntarily submit your details via our waitlist or contact form, you consent to us processing that data for the stated purpose.
• Legitimate Interests (Article 6(1)(f)): We process anonymous analytics data to understand how our website is used and to improve our services. This processing is proportionate and does not override your rights.

4. How We Use Your Data

We use the personal data we collect to:

• Maintain our waitlist and notify you when Embodi launches
• Respond to your enquiries submitted via the contact form
• Send you updates about Embodi (only if you have opted in)
• Analyse website usage to improve the user experience

We will never sell your personal data to third parties or use it for purposes beyond those described in this policy.

5. Third-Party Services

We share your data with the following third-party service providers:

• Resend: Processes waitlist contact data and delivers emails on our behalf. Resend acts as a data processor under our instructions. Resend Privacy Policy
• Vercel: Hosts our website and provides analytics services. Vercel processes data on servers that may be located outside the UK, with appropriate safeguards in place. Vercel Privacy Policy
• PostHog: Provides product analytics, session tracking, and conversion measurement. PostHog data is hosted in the EU. PostHog cookies are only set with your consent. PostHog Privacy Policy

These providers are contractually bound to process data only on our behalf and in accordance with our instructions.

6. International Data Transfers

Some of our third-party service providers (Resend, Vercel) may process your data outside the United Kingdom. Where this occurs, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the Information Commissioner's Office (ICO), or the provider operates in a country recognised as providing an adequate level of data protection.

7. Data Retention

We retain your personal data for the following periods:

• Waitlist data: Until Embodi launches and you are migrated to the platform, or until you request removal, whichever is sooner.
• Contact form submissions: For up to 12 months after the enquiry is resolved, unless a longer period is necessary for legal purposes.
• Analytics data: Vercel Analytics retains aggregated, anonymised data in accordance with their own retention policy.

8. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct any inaccurate or incomplete data.
• Right to erasure: You can ask us to delete your personal data in certain circumstances.
• Right to restrict processing: You can ask us to limit how we use your data.
• Right to data portability: You can request your data in a structured, commonly used format.
• Right to object: You can object to our processing of your data where we rely on legitimate interests.
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.

To exercise any of these rights, please contact us at hello@embodi.uk. We will respond to your request within one month.

9. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection:

• Website: ico.org.uk
• Telephone: 0303 123 1113

We would appreciate the chance to address your concerns before you approach the ICO, so please contact us first at hello@embodi.uk.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this page periodically.