Last Updated: June 2026
1. Introduction
Coached by Riaan is committed to protecting your personal information and complying with the Protection of Personal Information Act 4 of 2013 (POPIA).
This notice explains how we collect, use, store and protect your personal information when you interact with our website, the Coached by Riaan mobile app, and our coaching and physiotherapy-informed services.
2. Responsible Party
The responsible party for the processing of personal information is:
Coached by Riaan Owned and operated by Riaan Allison Cape Town, South Africa
Website: coachedbyriaan.co.za Email: hello@coachedbyriaan.co.za WhatsApp: +27 79 246 0695
3. Information Officer
The Information Officer responsible for POPIA compliance is:
Riaan Allison Email: hello@coachedbyriaan.co.za WhatsApp: +27 79 246 0695
4. Personal Information We Process
We may collect and process the following personal information:
General Personal Information
- Full name
- Email address
- Phone number
Special Personal Information, Health and Body Information
Riaan Allison is a registered Physiotherapist and is therefore subject to the stricter obligations that apply to the processing of special personal information under POPIA. Health-related information collected in the course of providing coaching or physiotherapy-informed services includes:
- Health history and medical conditions
- Injury history and rehabilitation information
- Physical assessment data
- Body composition measurements
- Fitness and performance data
- Exercise history, lifestyle information and training preferences
This information is only collected where it is necessary to provide safe, effective and personalised services. It is treated with the highest level of confidentiality in accordance with the HPCSA Ethical Rules of Conduct.
App Information
When you use the Coached by Riaan app on iOS or Android, we may collect:
- Health and fitness information relevant to your coaching programme
- Device identifiers to support app functionality and account management
- Crash logs for analytics, to identify and resolve technical issues
The app does not share your data with third parties.
Website and Technical Information
- IP address
- Browser and device information
- Website usage and pages visited
- Cookies and analytics data collected through Google Analytics
5. Why We Process Your Information
We process personal information for the following purposes:
- Responding to enquiries and consultation requests
- Providing personal training, online coaching and physiotherapy-informed services
- Delivering and managing personalised training programmes through the app and directly
- Monitoring and tracking client progress
- Communicating with clients regarding coaching services and appointments
- Sending newsletters and fitness content where you have subscribed
- Improving website and app performance and user experience
- Identifying and resolving technical issues in the app
- Complying with our legal, professional and regulatory obligations under POPIA and the HPCSA
6. Lawful Basis for Processing
Under POPIA, we process personal information on one or more of the following lawful grounds:
Consent Where you voluntarily submit information through our website forms, app, WhatsApp, email or coaching applications.
Contractual Necessity Where processing is necessary to provide coaching or physiotherapy-informed services you have requested.
Legitimate Interests Where processing is necessary for the effective operation and improvement of our business and services.
Legal and Professional Obligations Where processing is required by law, by POPIA, or by the professional and ethical obligations of the HPCSA.
7. Sharing of Personal Information
We do not sell, rent or trade your personal information.
Your information may be shared with trusted third-party service providers where necessary to operate our business, including:
- Zoho for forms, enquiry management and newsletter distribution
- Google for email, analytics and cloud services
- WhatsApp (Meta) for client communication
- Website hosting providers
- Professional advisers where legally required
The Coached by Riaan app does not share user data with third parties.
These providers are required to maintain appropriate security measures and confidentiality standards. We will not share health or body composition information with any third party without your express consent, except where required by law or by our professional obligations as a registered health practitioner.
8. Cross-Border Transfer of Information
Some of our service providers may store or process information on servers located outside South Africa. This may include Zoho cloud infrastructure, Google cloud services and other reputable technology providers.
Where information is transferred internationally, reasonable steps are taken to ensure that the receiving party provides an adequate level of protection consistent with POPIA requirements.
9. Retention of Personal Information
We retain personal information only for as long as reasonably necessary to:
- Provide coaching and physiotherapy-informed services
- Maintain complete and accurate client records
- Meet legal, tax, accounting and regulatory obligations
- Resolve disputes or enforce agreements
Health-related records are retained in accordance with the minimum retention periods required by the HPCSA, which is generally a minimum of six years from the date of the last entry, or until a minor client reaches the age of 21 years, whichever is longer.
When information is no longer required, it will be securely deleted, anonymised or destroyed.
10. Security Measures
We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, disclosure, alteration or destruction.
Security measures include:
- Password-protected systems and accounts
- Secure website hosting
- SSL encryption on the website
- Restricted access to personal information
- Use of reputable third-party providers with their own security controls
Please note that data transferred through the Coached by Riaan app is not encrypted in transit. While every reasonable effort is made to protect personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.
11. Your Rights Under POPIA
As a data subject, you have the following rights:
Access Request confirmation of whether we hold personal information about you and obtain access to that information.
Correction Request correction of inaccurate, incomplete or outdated information.
Deletion Request deletion or destruction of personal information where retention is no longer necessary or lawful. This includes data collected through the Coached by Riaan app.
Objection Object to the processing of your personal information in circumstances permitted by POPIA.
Withdrawal of Consent Withdraw consent for processing at any time where consent is the lawful basis, without affecting the lawfulness of prior processing.
Complaint Lodge a complaint if you believe your personal information has been processed unlawfully.
12. Requests Relating to Your Personal Information
To exercise any of your rights under POPIA, or to request deletion of data collected through the app, please contact:
Riaan Allison – Information Officer Email: hello@coachedbyriaan.co.za WhatsApp: +27 79 246 0695
We may require reasonable verification of identity before processing requests. We will respond within a reasonable timeframe.
13. Complaints to the Information Regulator
If you are dissatisfied with how your personal information has been handled, you may lodge a complaint with the Information Regulator of South Africa:
Information Regulator (South Africa) Website: www.inforegulator.org.za Email: inforeg@justice.gov.za Phone: 010 023 5207
14. Updates to This Notice
This POPIA Compliance Notice may be updated from time to time to reflect changes in legislation, technology or business practices. The latest version will always be available on our website at coachedbyriaan.co.za.