Privacy Policy
FRANCESCA MILLY
francescamilly.fit
Last updated: 20 October 2026
1. Who we are
This website is run by Francesca Matthews, a sole trader, under the coaching brand FRANCESCA MILLY. Francesca is a Level 3 Personal Trainer coaching at Everlast Gyms Carlisle, offering 1:1, small group and online coaching.
For this website, Francesca Matthews is the "controller" of your personal data. That means we decide how and why it's used, and we're responsible for looking after it.
- Controller: Francesca Matthews, sole trader, trading as Francesca Milly
- Contact email: privacy@francescamatthews.com
- Adults only: our coaching and this website are for people aged 18 and over.
Everlast Gyms is a separate business. If you join or use the gym, Everlast's own privacy notice covers what they collect.
2. The short version
- If you use the enquiry form, or choose "Email me my results" on the Mindset Checker, we collect the details you give us. Section 7 explains what, why and for how long.
- We only use analytics (Microsoft Clarity) if you click Accept on the cookie banner.
- If you click Decline, no analytics runs and no analytics cookies are set.
- We never sell your data.
- You can change your mind about cookies at any time using the "Cookie settings" link at the bottom of every page.
3. What we collect today
When you visit the site
The site is hosted on Cloudflare (Cloudflare Workers). To deliver the pages to you and keep the site secure, Cloudflare processes technical information such as your IP address, browser type, the page you asked for and the time of the request. This is used to load the site, block attacks and spam, and fix faults. We don't use it to work out who you are.
- Why: to run a working, secure website.
- Lawful basis: legitimate interests (our interest in running the site safely, and yours in being able to use it).
Your cookie choice
When you click Accept or Decline on the cookie banner, we save your choice in your browser's local storage under the name fm_cookie_consent, so we don't ask you on every page. It stays on your device and isn't sent to us. This is strictly necessary to respect your choice, so it doesn't need consent. See our Cookie Policy for details.
Analytics, only if you click Accept
If you accept analytics, we use Microsoft Clarity to understand how people use the site, so we can make it better. Clarity records things like which pages you visit, where you click and scroll, how long you stay, your device and browser type, and your approximate location (country or region). It can also create session replays and heatmaps that show how the page was used.
Clarity uses cookies to tell one visit from another. It gives your browser a random ID, not your name.
- Why: to see which parts of the page help people and which don't.
- Lawful basis: your consent. Clarity doesn't load until you click Accept.
- Withdrawing consent: click "Cookie settings" at the bottom of any page and choose Decline. You can also clear cookies in your browser.
We've set Clarity so it doesn't share data with Microsoft's advertising services, and so it hides (masks) text typed into the site.
Microsoft says Clarity keeps recording data for 30 days, and heatmap and click data, plus any sessions we save, for up to 9 months. Source: https://learn.microsoft.com/en-us/clarity/setup-and-installation/data-retention
Microsoft's privacy statement: https://www.microsoft.com/en-gb/privacy/privacystatement
If you message us on Instagram
The site links to Instagram (@francescamfit). If you click through and send a DM, Meta's privacy policy applies to Instagram itself, and we'll use your message only to reply and talk about training with you. Meta's privacy policy: https://privacycenter.instagram.com/policy
4. Who we share your data with
We only share data with service providers who help us run the site, and only what they need:
| Provider | What they do | Where | Their privacy policy |
|---|---|---|---|
| Cloudflare, Inc. | Our hosting provider: hosts and secures the website | UK, EU, USA and its global network | https://www.cloudflare.com/privacypolicy/ |
| Microsoft Corporation (Clarity) | Website analytics, only if you accept | USA and other countries | https://www.microsoft.com/en-gb/privacy/privacystatement |
| Google (Gmail / Google Workspace) | Provides Francesca's email, so enquiries and messages you send her are held there | USA and other countries | https://policies.google.com/privacy |
We'll also share information if the law requires it, for example with the police or a court.
We never sell your personal data, and we don't use it for third-party advertising.
5. International transfers
Cloudflare, Microsoft and Google may process data in the USA and other countries outside the UK. Where that happens, the transfer is protected by safeguards recognised under UK law, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum to the standard contractual clauses.
6. How long we keep it
| Data | How long |
|---|---|
| Cloudflare delivery and security logs | As set by Cloudflare, usually short-term for security and fault fixing |
| Clarity analytics | 30 days for session replays, up to 9 months for heatmaps, click data and saved sessions (Microsoft's published periods) |
| Clarity cookies on your device | See the Cookie Policy |
Your cookie choice (fm_cookie_consent) | 6 months, then we ask again |
7. Enquiries and the Mindset Checker
The enquiry form
If you fill in the enquiry form, we collect:
- your first name and email address
- your mobile number and Instagram handle, if you choose to give them
- your main goal, when you could usually train and how you'd like to train (1:1, small group or online)
- anything else you choose to tell us in the message box
- technical details that help us stop spam and see which page or link you came from (for example the page address, referrer, campaign tags and the time taken to fill in the form)
Please don't include medical details in the message box. We'll talk about anything like that in person.
- Why: to reply to you, answer your questions and talk about training with you.
- Lawful basis: steps you've asked us to take before entering a contract (coaching), and our legitimate interests in replying to people who contact us.
- Marketing: we won't add you to a mailing list or send you marketing emails unless you've separately said yes. You can opt out at any time.
Your details go to Francesca and are stored in a private admin area hosted on Cloudflare, which only Francesca and the person who manages the website for her can access, behind a secure login. Cloudflare hosts and secures the website and this data, but does not use it for its own purposes.
The Mindset Checker
The Mindset Checker is a short quiz about what might be stopping you getting to the gym.
If you just take the quiz: we store your answers, your result and technical details (such as page address, referrer, campaign tags, browser type and the time). We don't ask for your name or email, and we don't store your IP address with your answers, so we can't tell who you are. Your result is shown on screen straight away.
If you choose "Email me my results": we also collect your first name and email address, the fact you ticked the consent box and when. Your answers are then linked to you.
Health-related answers: two questions ask about your energy levels and your sleep. Once your answers are linked to your name and email, these could count as health information, which the law treats as "special category" data. We'll only keep them linked to you with your explicit consent, which you give by ticking the box before you send. If you don't tick it, nothing is sent and nothing is linked to you.
- Why: to email you your result and, if you agreed, to contact you about personal training.
- Lawful basis: your consent (UK GDPR Article 6(1)(a)), and your explicit consent for the health-related answers (Article 9(2)(a)).
- Withdrawing consent: email privacy@francescamatthews.com (or reply to your results email), and we'll delete your name, email and linked answers. This doesn't affect anything we did before you withdrew.
Automated results: your result is worked out automatically from your answers. It's a bit of fun with a serious point. It isn't medical advice, it doesn't diagnose anything and it doesn't lead to any decision about you.
Your results aren't emailed automatically. Francesca emails them to you herself from her Google (Gmail / Google Workspace) email, so that email and any reply you send are held by Google (see section 4).
How long we keep form and quiz data
| Data | How long |
|---|---|
| Enquiries that don't become clients | 12 months from your last contact, then deleted |
| Enquiries that become clients | Moved to your client record and kept for 6 years after coaching ends |
| Emailed Mindset Checker results (name, email, linked answers) | 12 months from when you took the quiz, or sooner if you withdraw consent |
| Anonymous quiz answers (no name or email) | 24 months, used only for totals such as how many people finished |
Age
Adults only: our coaching and this website are for people aged 18 and over. Please don't use the enquiry form or the email option if you're under 18.
8. Your rights
Under UK data protection law you have the right to:
- Access: ask for a copy of the personal data we hold about you.
- Rectification: ask us to correct anything that's wrong or incomplete.
- Erasure: ask us to delete your data.
- Restriction: ask us to limit how we use your data.
- Objection: object to us using your data on the basis of legitimate interests, and to direct marketing at any time.
- Portability: ask for data you gave us in a common, machine-readable format, or for it to be sent to someone else.
- Withdraw consent: where we rely on consent, you can withdraw it at any time. For cookies, use "Cookie settings" at the bottom of the page.
Some rights only apply in certain situations. To use any of them, email privacy@francescamatthews.com. It's free, and we'll reply within one month. We may need to check who you are first.
Most of what this site collects today (Clarity data) is linked only to a random browser ID, not your name, so we may not be able to find it without more information from you.
9. Complaints
If you're unhappy with how we've used your data, please tell us first at privacy@francescamatthews.com and we'll try to put it right.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:
- Online: https://ico.org.uk/make-a-complaint/
- Phone: 0303 123 1113
10. Keeping your data safe
We use providers with strong security, keep access to the smallest number of people who need it, and protect admin areas with a secure login. No website is completely risk-free, but we take sensible steps to protect your data.
11. Changes to this policy
We'll update this policy when the site changes, for example when the enquiry form goes live. The date at the top shows when it last changed.
12. Cookies
For full details of the cookies and similar technology we use, and how to change your choice, see our Cookie Policy.