Effective: June 11, 2026
This page explains what information Cardinal Fitness Systems collects, why it is collected, and the choices you have. It is written to satisfy both United States practice and the EU General Data Protection Regulation (GDPR).
Who is responsible
Cardinal Fitness Systems is operated by Poppy Quinn & Cardinal LLC, a limited liability company registered in North Carolina, USA. For anything in this policy, including data requests, write to poppyquinncardinal@gmail.com.
What we collect, and why
- Newsletter — your email address, when you subscribe. Processed by MailerLite. Legal basis: consent (GDPR Art. 6(1)(a)). Unsubscribe anytime via the link in any letter.
- Consultation bookings — name, email, and scheduling details when you book through Calendly. Legal basis: steps prior to entering a contract (Art. 6(1)(b)).
- Coaching inquiries — name, email, preferred contact method, and what you tell us about your goals, submitted through our inquiry form and processed by Jotform. Legal basis: steps prior to entering a contract (Art. 6(1)(b)) and your consent.
- Client coaching data — if you become a client: training logs, body measurements, sleep, and nutrition information, managed in Trainerize. Because this can include health-related information, it is processed only with your explicit consent (Art. 9(2)(a)) and as needed to deliver the coaching you engaged (Art. 6(1)(b)).
- Site analytics — usage statistics via Google Analytics and WordPress.com (Jetpack) stats. These run only if you accept analytics cookies in the cookie banner. Legal basis: consent.
- Technical logs — our host (WordPress.com / Automattic) keeps standard server logs (IP address, browser type, pages requested) for security and operation. Legal basis: legitimate interest (Art. 6(1)(f)).
Cookies
Strictly necessary cookies keep the site functioning. Analytics cookies are set only after you opt in through the cookie banner, and you can change or withdraw your choice at any time through the banner settings. No marketing or advertising cookies are used.
Where your data goes
We use a small set of service providers, each processing data on our behalf under its own data-processing terms: Automattic (hosting), MailerLite (newsletter), Calendly (scheduling), Jotform (inquiry form), Google (analytics), and Trainerize (client coaching). Data is stored and processed in the United States. For EU residents, transfers rely on the EU-US Data Privacy Framework or standard contractual clauses, depending on the provider.
How long we keep it
Newsletter data is kept until you unsubscribe. Inquiry and booking data is kept while we correspond and for up to 24 months after last contact. Client coaching records are kept for the duration of the engagement and as required for tax and legal records afterward. Analytics data follows the provider’s standard retention window.
Your rights
If you are in the EU/EEA or another jurisdiction with similar protections, you can request access to your data, correction, deletion, restriction of processing, or a portable copy; you can object to processing; and you can withdraw any consent at any time without affecting processing that already happened. Write to poppyquinncardinal@gmail.com — requests are answered within 30 days. You also have the right to complain to your local data protection authority.
Should an EU representative under Article 27 GDPR be designated, this policy will be updated with their contact details.
Children
The site and services are not directed at children under 16, and we do not knowingly collect their data.
Changes to this policy
When this policy changes, the new version is posted here with an updated effective date.