Privacy Policy
Last Updated: September 28, 2025
At Fit Form, we are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you visit our website or use our fitness training services. We comply with applicable data protection laws, including GDPR and the Japanese Act on the Protection of Personal Information.
Our Contact Information
5-3 Hachiyamacho, Shibuya, Tokyo 150-0035, Japan
+81 90-3057-3251
info@altherwood.com
Information We Collect
Personal Information You Provide
We collect information that you voluntarily provide when you interact with our services:
- Contact Information: Name, email address, phone number, and mailing address when you fill out contact forms or register for services
- Health and Fitness Data: Physical measurements, fitness goals, health history, dietary preferences, and exercise habits when you participate in our training programs
- Payment Information: Billing details and transaction information when you purchase our services (processed securely through third-party payment processors)
- Communication Records: Content of messages you send us through contact forms, emails, or other communication channels
Information Collected Automatically
When you visit our website, certain information is collected automatically:
- Technical Data: IP address, browser type and version, operating system, device information, and referring website URLs
- Usage Data: Pages viewed, time spent on pages, navigation paths, click patterns, and other interaction data
- Cookies and Tracking Technologies: Information collected through cookies, web beacons, and similar technologies (see our Cookie Policy for details)
Information from Third Parties
We may receive information about you from third-party sources:
- Analytics Providers: Aggregated data about website traffic and user behavior from services like Google Analytics
- Payment Processors: Transaction confirmation and payment status information
- Social Media Platforms: Public profile information if you interact with our social media pages
How We Use Your Information
We use your personal information for the following purposes, based on legitimate legal grounds:
Service Delivery and Customer Support
To provide, maintain, and improve our fitness training services, respond to inquiries, process bookings, and deliver personalized training programs tailored to your goals.
Communication and Updates
To send service-related notifications, appointment reminders, program updates, and respond to your questions or requests for information about our services.
Website Analytics and Improvement
To analyze website usage patterns, understand user preferences, improve our website functionality, and enhance the overall user experience.
Marketing and Promotional Activities
To send promotional materials about our services, special offers, and fitness tips (only with your consent, and you can opt out at any time).
Legal Compliance and Protection
To comply with legal obligations, protect our rights and property, prevent fraud, ensure safety and security, and enforce our terms and conditions.
Legal Basis for Processing
Under GDPR and applicable privacy laws, we process your personal data based on the following legal grounds:
- Consent: You have given clear consent for us to process your personal data for specific purposes
- Contractual Necessity: Processing is necessary to fulfill our contractual obligations to provide you with services
- Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving services and preventing fraud
- Legal Obligations: Processing is required to comply with legal or regulatory requirements
Data Sharing and Disclosure
We do not sell your personal information. We may share your data with the following parties under specific circumstances:
Service Providers and Business Partners
We work with trusted third-party service providers who assist us in operating our website, conducting business, and providing services to you. These providers include payment processors, email service providers, analytics platforms, and cloud storage services. All service providers are contractually obligated to protect your data and use it only for the specified purposes.
Legal Requirements and Safety
We may disclose your information when required by law, in response to legal processes, to protect our rights and property, to investigate fraud or security issues, or to protect the safety of individuals.
Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your personal information may be transferred to the acquiring entity, subject to the same privacy protections.
With Your Consent
We may share your information with other parties when you have given explicit consent for such sharing.
Data Security Measures
We implement comprehensive security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction:
Encryption
Data transmission is secured using SSL/TLS encryption protocols
Secure Storage
Personal data is stored on secure servers with restricted access
Access Controls
Strict authentication and authorization procedures for data access
Regular Updates
Security systems are regularly updated to address emerging threats
Security Audits
Regular security assessments and vulnerability testing
Breach Notification
Procedures in place to notify affected individuals in case of data breaches
While we implement robust security measures, no method of transmission or storage is completely secure. We cannot guarantee absolute security but continuously work to enhance our protective measures.
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy:
- Active Accounts: We retain personal data while your account is active or as needed to provide services
- Legal Requirements: Some data must be retained to comply with legal, tax, or accounting obligations
- Inactive Accounts: After account closure, we may retain certain data for a reasonable period for business purposes
- Deletion Requests: Upon request, we will delete your data unless retention is required by law or legitimate business interests
Your Privacy Rights
Under GDPR and applicable privacy laws, you have the following rights regarding your personal information:
Right to Access
You can request a copy of the personal data we hold about you, including information about how it is processed.
Right to Rectification
You can request correction of inaccurate or incomplete personal information.
Right to Erasure (Right to be Forgotten)
You can request deletion of your personal data under certain circumstances, subject to legal retention requirements.
Right to Data Portability
You can request your personal data in a structured, commonly used format and have it transferred to another service provider.
Right to Object
You can object to processing of your personal data based on legitimate interests or for direct marketing purposes.
Right to Restrict Processing
You can request limitation of how we process your personal data under certain circumstances.
Right to Withdraw Consent
Where processing is based on consent, you can withdraw consent at any time without affecting the lawfulness of prior processing.
Right to Lodge a Complaint
You have the right to file a complaint with a supervisory data protection authority if you believe your rights have been violated.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the information provided at the top of this page. We will respond to your request within the timeframe required by applicable law, typically within 30 days.
We may need to verify your identity before processing your request to protect your privacy and security.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
- Avoid filling out contact forms, account registrations, or any data-submitting features
- Disable cookies through your browser settings (see our Cookie Policy for more details)
- Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided above. We will process your request promptly.
Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately so we can take appropriate action to remove such information from our systems.
International Data Transfers
Your personal information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your jurisdiction. When we transfer data internationally, we implement appropriate safeguards to ensure your personal information remains protected in accordance with this Privacy Policy and applicable laws.
Third-Party Links
Our website may contain links to third-party websites or services that are not owned or controlled by Fit Form. We are not responsible for the privacy practices or content of these third-party sites. We encourage you to review the privacy policies of any third-party sites you visit.
Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will notify you by updating the "Last Updated" date at the top of this page and, where appropriate, provide additional notice such as email notification.
We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information. Your continued use of our services after changes are posted constitutes your acceptance of the updated Privacy Policy.
Questions or Concerns?
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us using the information provided at the top of this page. We are committed to addressing your inquiries promptly and transparently.