Privacy Policy

Last updated: 16 October 2025

Brotherhood Fitness Ltd (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and safeguard information when you interact with Business Fitness Mastermind (BFM) and BFM-OS (our software-as-a-service platform).

1. Information We Collect

We may collect and process the following types of data:

Identity & Contact Data: name, email address, phone number, postal address.

Payment Data: billing details and transaction records (securely processed through Stripe).

Account Data: login credentials, user preferences, usage settings.

Usage Data: activity within BFM-OS, log files, support chat transcripts, AI prompts/responses, IP address, browser type, device information.

Marketing & Communications Data: survey responses, feedback, and marketing preferences.

We may collect data directly from you or automatically through cookies and analytics tools.

2. How We Use Your Information

We process your personal data to:

Provide, maintain, and support your access to BFM or BFM-OS.

Manage payments, subscriptions, and usage charges.

Deliver technical and customer support (including 24/7 live chat and Zoom assistance).

Improve and personalise our products and services.

Send operational emails, security updates, and promotional communications (where consent is given).

Comply with legal obligations such as tax and accounting requirements.

3. Legal Basis for Processing (UK GDPR)

We process personal data under the following lawful bases:

Contractual necessity – to deliver the services you subscribed to.

Legitimate interests – to improve offerings, prevent fraud, and maintain security.

Consent – for optional marketing communications and cookies.

Legal obligation – to comply with applicable laws and regulations.

4. How We Share Information

We may share limited data with trusted service providers who help operate our business, including:

Payment & Billing: Stripe.

Platform & Infrastructure: GoHighLevel, LeadConnector, Twilio, OpenAI, Google Cloud, Meta Platforms.

Analytics & Advertising: Google Analytics, Meta Ads, other analytics partners.

Legal & Professional Advisors: when required to comply with law or protect our rights.

All processors are bound by confidentiality and data-processing agreements and act only under our instructions.
We do not sell personal data to third parties.

5. International Transfers

Some providers store or process data outside the UK or EEA (for example, in the US).
Where this occurs, we ensure appropriate safeguards such as Standard Contractual Clauses or equivalent mechanisms are in place.

6. Cookies & Tracking

We use cookies and similar technologies to:

Enable site functionality and secure login sessions.

Analyse traffic and performance.

Serve relevant advertising.

You can manage or disable cookies in your browser settings at any time.

7. Data Retention & Deletion

We retain personal data only as long as necessary for the purposes stated above or as required by law.
When your BFM-OS account is cancelled or deleted, associated data is scheduled for permanent removal after 30 days, unless retention is legally required.

Users are responsible for exporting and backing up their own data before cancellation.
We are not liable for data loss caused by failed payments, account suspension, or deletion.

8. Security

We implement technical and organisational safeguards – including encryption, access controls, and regular audits – to protect your data against unauthorised access or destruction.
However, no online system can guarantee absolute security; use of BFM-OS is at your own risk.

9. Your Rights (UK & GDPR)

You have the right to:

Access the personal data we hold about you.

Request correction or deletion of your information.

Object to or restrict certain types of processing.

Withdraw consent for marketing at any time.

To exercise these rights, contact [email protected].
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

10. Young Users

BFM and BFM-OS are suitable for users aged 16 and above.
If you are under 18, you should use our services with the knowledge or consent of a parent or guardian where required by local law.
We collect only the information necessary to provide our services and protect user privacy.

11. Changes to This Policy

We may update this Privacy Policy periodically.
The latest version will always be available at businessfitnessmastermind.com/privacy-policy.
Continued use of our services after an update constitutes acceptance of the revised terms.

12. Contact Us

Brotherhood Fitness Ltd
35 Alwinton Gardens, Lobley Hill, Gateshead, United Kingdom
Email: [email protected]