Version: 1.

Reviewed Date: 5th June 2025 

Next Review Date: 5th June 2026

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This Privacy Policy has been created to help you understand the personal data which we may collect, how we intend to securely process and store that data, and the rights you have in relation to your personal data.

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This privacy notice provides you with details of how we collect and process your personal data through your use of our sites, applications, services and related platforms operated by Active AI Ltd.

By providing us with your data, you warrant to us that you are over 13 years of age.

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Summary Privacy Policy

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Data Controller: Active AI Ltd
We will only collect personal information that you have voluntarily decided to provide to us or we have recorded from your usage of the Service.

 

Depending on how you choose to interact with us we may collect your name, email, phone number, IP address, activity data or any other contact details or content which you have provided to us.
We will use this personal information:

•   To provide you with the full features of the App;

•   To analyse, improve and promote the App and its content.

 

• We will always ask you before processing your personal data in any other ways.

• We will use an anonymised version of your personal data, from which you cannot be identified, to prepare statistics so we can learn and improve our service (e.g. usage, activity levels, engagement, etc.).

• We will only share your personal information with our declared data processors.

• We may transfer your data to authorised data processors outside of the EEA, but will make sure that there are appropriate safeguards in place. By voluntarily submitting your personal data you consent to these transfers.

• We will never sell, rent or give away your personal data to other third parties.

• We will only keep your information for as long as needed to answer your query or as required by applicable legislation or regulations.

• We will use appropriate technical and organisational measures to ensure the safety, security and accuracy of your personal data.

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You have important rights in relation to the use of your personal data, listed in Section 9.
We do not knowingly request or store sensitive or children’s information without appropriate consent.
You should contact the Data Controller if you have any questions about this Privacy Policy or the collection, processing and storage of your personal data (see Section 16).

 

Full Privacy Policy

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1. Introduction

This Privacy Policy will help you to understand what information we collect and process using the official Active AI Ltd Application (and related Website used to support account management and sharing of posts on social media and other platforms), hereinafter referred to as “the Service”, and the choices and rights you have in connection with your personal information.

In this Privacy Policy, when we refer to “Active AI Ltd”, “We”, “Us” or “Our” we are referring to Active AI Ltd, [58 Denison Street, Beeston, Nottingham, NG9 1AX, email holly@weareactiveai.coml, the “Data Controller” for this Service.

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The Data Controller is responsible for determining the processing purposes of your personal data, and the content and related services or features which are made available to you from using this Service.

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2. Data Protection Framework

Active AI Ltd is based in the United Kingdom and is registered with the Information Commissioner’s Office (ICO) as a Data Controller under the UK Data Protection Act and GDPR.

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 3. What is the Purpose of this Service?

The purpose of this Service is to provide a Fitness and Wellness Community and digital platform to support your health and activity.

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4. Where do we collect personal data about you from?

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We may collect personal data about you from the following sources:

 

Directly from you:

• Information you have voluntarily provided whilst entering your personal details or connecting your activity tracker or application on the Service.

 

We do not collect personal data about you from:

• Agents/third parties acting on your behalf.

• Publicly available sources such as Facebook, Twitter or LinkedIn.

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5. What Information Do We Collect and Why?

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We collect and process two distinct kinds of information:

 

Non-personal information such as the pages you have accessed, helping us to determine how many people use our Service, how many people visit on a regular basis, and how popular each of our pages are. This information doesn't tell us anything about who you are or where you live. It simply allows us to monitor and improve our service.

 

Personal information such as your IP address, email address, username, password, approximate location, and any optional information you may choose to provide to us as part of your experience within the Service (e.g. text, photograph, meme). If you choose to connect your activity tracker or application, we will collect the following data:

 

Basic Personal Data:
First Name, Last Name, Nickname, Gender, Date of Birth, Postcode, Ethnicity.
 
Lifestyle Information:
Steps, Weight, Height, BMI, Distance (km), Active Minutes, Heartbeat, Sleep data (REM, Light, Deep), Activities, Calories Burned, Summaries.

 

Gamification Information:
Number of active challenges, points, levels and teams.

 

When you register or join a challenge/event, we may collect some or all of the following:

• Email address

• Name and surname

• City/Town/Postcode

• Ethnicity (optional and for reporting purposes only)

• Username

• Profile photo (optional)

• Password (stored securely and encrypted)

• Posts and comments you make in the App may be publicly visible. Friend requests and private messages are only visible to the relevant users and are not monitored.

• We record your last IP address to help protect the Service from malicious access and may use this to look up approximate location (country/city).

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Your decision to disclose personal information is voluntary. If you do not provide necessary data, or withdraw consent, you may not be able to use the App.

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We retain your personal information only as long as you are a registered user, or as required by legislation. We will securely and permanently delete your personal information when there is no justification for further retention, or you request deletion.

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We will not use your personal information for any other purposes. We will not share your information with any other organisation, except our declared data processors.

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6. What legal basis do we have for using your personal data?

Our processing is based on the consent you have voluntarily provided to us.

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7. Sensitive Personal Data

If we process any sensitive personal information (e.g., ethnicity) this is for internal reporting or statutory requirements only, and is anonymised. Sharing such information is voluntary and does not exclude you from using our services.

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We will never ask for sensitive data unless you choose to provide it (for example, by posting in the App or connecting your activity tracker).

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8. Children’s Personal Data

This Service is not directed to users under 18, except where users aged 13–18 have obtained prior parental or guardian consent.

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If you learn that a user under 18 has provided personal information without parental consent, please contact us (see Section 16) so we can take appropriate action.

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9. User Data Rights

You have the following rights regarding your personal information:

1. The right to be informed
2. The right of access
3. The right to rectification
4. The right to erasure (“the right to be forgotten”)
5. The right to restrict processing
6. The right to data portability
7. The right to object to processing
8. The right to lodge a complaint
9. The right to withdraw consent

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We will act on validated requests free of charge (unless the request is baseless, excessive, or repetitive), and respond as soon as possible, generally within one month.

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Contact us (see Section 16) to exercise your rights. If we do not address your request, you have the right to contact the Information Commissioner’s Office 
([www.ico.org.uk](http://www.ico.org.uk) / 0303 123 1113).

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10. Personal Data Breach Reporting

You will be promptly informed of any personal data loss, theft, or compromise arising from the Service or any of our Data Processors. We will also notify the Information Commissioner’s Office, as required.

You are responsible for safeguarding your login credentials. If you suspect compromise, notify us immediately (see Section 16). We are not liable for data loss due to your failure to secure credentials.

 

11. Declaration of Personal Data Sub-Processors

Our partners acting as Data Sub-Processors include:

* Amazon Web Services: Hosting services
* Laravel Forge / Laravel Vapor: App deployment and management
* MailChimp (Intuit): Service and optional marketing emails
* Google Analytics: Usage analytics
* Google G Suite: Email and forms processing
* Cloudinary: Images and Video
* Pusher: Notifications 

* WeFitter: Fitness tracker data 

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All sub-processors comply with relevant data protection frameworks (such as the EU-US Data Privacy Framework).

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12. International Transfers of Personal Data

We may transfer your personal data to partners in countries outside the EEA. Where this occurs, appropriate safeguards (such as approved model clauses) are in place. By submitting data you consent to these transfers. You can withdraw consent at any time by contacting us.

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13. Use of Cookies

The App does not use cookies, but some related web pages or third-party services may do so. See our Cookies Notice for more information.

14. External Links

Links to external sites are outside of our control. Use caution and review their privacy policies before sharing data.

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15. Changes to this Privacy Policy

We may update this Policy from time to time. You will be notified of significant changes and asked to review and consent before continuing to use the Service.

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16. Contacting the Data Controller

If you have any questions, wish to exercise your rights, or make a complaint, please contact:

Active AI Ltd
58 Denison Street
Beeston
Nottingham
NG9 1AX
07771346748
Email: holly@weareactiveai.com

 

Active AI Ltd is committed to protecting your data and your privacy. Thank you for trusting us to support your health and wellbeing journey.