Privacy Policy

• The Male Fertility Hub Community Privacy Policy
• Last Updated: 10th September, 2026

1. About this policy

This Privacy Policy explains how personal information is collected, used, stored and shared when you:We handle personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable UK data protection and electronic communications laws.

2. Who is responsible for your information?

The organisation or individual responsible for your personal information depends on the service you use. Nexys Fertility Ltd and The Male Fertility Hub.

The Male Fertility Hub is a trading name of Nexys Fertility Ltd, a company registered in England and Wales under company number 16013995. Nexys Fertility Ltd is responsible for personal information relating to:

• The Male Fertility Hub website.
• The online community.
• Hub support groups, webinars and events.
• Hub enquiries and marketing communications.
• Purchases made from the Hub.
• Booking, payment and administrative services operated by the Hub.
• Coaching services provided through The Male Fertility PT.

You can contact The Male Fertility Hub about privacy matters by emailing hello@themalefertilityhub.com.

Our registered address is:

‍Nexys Fertility Ltd
71–75 Shelton Street
Covent Garden
London
WC2H 9JQ
United Kingdom

‍

The Male Fertility PT and Ciaran Hannington

The Male Fertility PT is a trading name and coaching service of Nexys Fertility Ltd.

‍The service provides evidence-informed exercise, lifestyle and wellbeing coaching for men and couples navigating fertility challenges. Its services may include:

• Introductory consultations.
• One-to-one coaching.
• Personalised exercise programming.
• Lifestyle and behaviour-change coaching.
• Progress reviews and regular check-ins.
• Educational resources.
• Ongoing support through a coaching application such as Trainerize.

Coaching is delivered by Ciaran Hannington, The Male Fertility PT, on behalf of Nexys Fertility Ltd. Nexys Fertility Ltd is the data controller for personal information processed as part of The Male Fertility PT service. Ciaran is authorised to access and use relevant information to assess whether coaching is appropriate, prepare and adapt programmes, provide coaching and monitor progress.

Questions about personal information used by The Male Fertility PT may be sent to themalefertilitypt@gmail.com.

Alternatively, you may contact hello@themalefertilityhub.com.

‍

The Male Fertility Coach and Shaun Greenaway

One-to-one transformational coaching offered under The Male Fertility Coach is personally provided by Shaun Greenaway, trading as The Male Fertility Coach.

Shaun is responsible for confidential coaching information, including coaching questionnaires, coaching communications, session notes, safeguarding decisions and information discussed during coaching.

The Male Fertility Coach operates alongside The Male Fertility Hub. Nexys Fertility Ltd may provide booking, payment and administrative support for Shaun’s coaching service and may collect payments on Shaun’s behalf.

You can contact Shaun about coaching information or exercise your data protection rights in relation to his coaching by emailing shaun@nexysfertility.com.

Where another independent coach or practitioner provides a service promoted through The Male Fertility Hub, they may be separately responsible for information connected with their service. This will be explained before the service begins where applicable.

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3. Information we collect

Depending on how you interact with us, we may collect the following information.Identity and contact information

This may include your:

• Name.
• Email address.
• Telephone number.
• Postal or billing address.
• Date of birth or confirmation that you are aged 18 or over.
• Social media or community username.

Community information

When you join or use our community, we may collect:

• Your account and profile information.
• Posts, comments, reactions and other content you submit.
• Messages sent through the community platform.
• Group and event participation.
• Preferences and privacy settings.
• Information about how you use the community.

The community is intended to provide a private and supportive environment. However, other members can see information you choose to share with them.

We cannot guarantee that another member will not copy, screenshot or disclose information outside the community.

If you participate anonymously or under a chosen profile name, authorised administrators and the community platform provider may still be able to connect your activity with your account.

Coaching with The Male Fertility Coach

If you enquire about, book or undertake coaching with Shaun, we may collect:

• Your contact and booking details.
• Your coaching agreement and acceptance record.
• Information supplied in questionnaires or onboarding forms.
• Your coaching goals and the matters on which you are seeking support.
• Brief communications and check-ins between sessions.
• Appointment history, rescheduling and attendance information.
• Payment and refund information.
• An emergency contact or next-of-kin contact.
• Your location or country at the time of a remote session where needed for safety.
• Confidential coaching notes.

Coaching may involve information about fertility, medical treatment, physical or mental health, relationships, sex life, family circumstances or emotional wellbeing.

Shaun keeps brief paper coaching notes in a secure, locked safe.

Shaun’s coaching sessions are not recorded and automated meeting transcripts are not created.

Coaching with The Male Fertility PT

If you enquire about, book or undertake coaching with Ciaran, Nexys Fertility Ltd and Ciaran may collect:

• Your contact and booking details.
• Consultation and coaching-agreement information.
• Your health, lifestyle and fertility history.
• Relevant medical conditions, injuries or physical limitations.
• Medication or treatment information you choose to provide.
• Exercise experience and current activity levels.
• Sleep, nutrition, smoking, alcohol and other lifestyle information.
• Your goals and coaching preferences.
• Measurements, progress information and assessment results.
• Exercise programmes, completion records and check-ins.
• Information you enter into Trainerize or another coaching application.
• Messages exchanged through the coaching application.
• Photographs or other progress information you choose to provide.
• Appointment and attendance information.
• Payment information.
• An emergency contact where required.

Ciaran uses this information to assess whether coaching is appropriate, create a personalised programme, provide coaching, adapt recommendations and monitor progress.

The Male Fertility PT provides coaching and education. It does not provide medical diagnosis or treatment and does not replace advice from a GP, fertility clinic, physiotherapist or another suitably qualified healthcare professional.

Coaching calls will not be recorded or automatically transcribed unless you are informed beforehand and any legally required consent has been obtained.Information about other people

During coaching or community discussions, you may provide information about a partner, relative, clinician or another person.Please avoid providing unnecessary identifiable information about other people. Where limited third-party information is relevant to coaching, we will protect it in the same way as other confidential information.

Where you provide another person’s emergency-contact details, you should tell them that you have done so and direct them to this Privacy Policy where reasonably practicable.

Payment informationWhen you make a payment, we may collect:

• The purchaser’s name and contact details.
• The service purchased.
• The amount, date and status of the payment.
• Invoice and refund information.
• Limited payment identifiers supplied by our payment provider.

Full card details are normally collected and processed directly by the relevant payment provider and are not stored by us.

If somebody else pays for your coaching, we will retain the payer’s transaction information. Payment by another person does not give that person access to your coaching information.

We will not disclose confidential coaching, health, lifestyle or progress information to the payer without the client’s permission unless disclosure is required or otherwise permitted by law.

Enquiries, complaints and correspondenceWe collect information you provide when you:

• Submit an enquiry.
• Email, telephone or text us.
• Request support.
• Provide feedback.
• Exercise a legal right.
• Make a complaint.

Events and support groupsIf you register for an event, webinar or support group, we may collect registration details, attendance information, accessibility requirements and information you voluntarily disclose during the event.

Other participants may hear or see information you share during a group session. Participants are expected to respect confidentiality, but we cannot guarantee the conduct of every participant.

Website and technical informationWhen you use our websites, community or coaching applications, we and our technology providers may collect:

• IP address.
• Browser and device information.
• Approximate location derived from your IP address.
• Pages visited and links selected.
• Referring website.
• Login and security records.
• Application activity.
• Cookie identifiers.
• Analytics and performance information.

Our Cookie Policy provides more information about the cookies and similar technologies used on our websites.

4. How we obtain information

We may obtain personal information:

• Directly from you.
• From somebody booking or paying on your behalf.
• From community members where they interact with you.
• Through Trainerize or another coaching application.
• From booking, payment, website and community providers.
• Through cookies and analytics technologies.
• From event or referral partners where you have asked them to introduce you.
• From publicly available sources where appropriate.

5. Why we use your information

We only use personal information where we have a lawful reason to do so.

Responding to enquiries and arranging consultations

We use contact and enquiry information to respond to you, discuss your needs and arrange an initial consultation.

Our lawful basis is taking steps at your request before entering into a contract and our legitimate interest in responding to enquiries.

Providing the community, events and Hub services

We use account, registration and participation information to provide and administer the services you request.

Our lawful basis is normally the performance of a contract.

Providing coaching with Shaun

Shaun uses relevant information to arrange, administer and provide The Male Fertility Coach service.

The principal lawful basis is the performance of a contract.

Providing coaching through The Male Fertility PT

Nexys Fertility Ltd and Ciaran use relevant information to assess whether coaching is appropriate, create and adapt exercise or lifestyle programmes, provide coaching and monitor progress.

The principal lawful basis is the performance of a contract.

Legitimate interests may also apply where information is used to provide an effective, safe and properly administered service.

Processing payments and refunds

We use payment and transaction information to process purchases, administer refunds, prevent fraud and maintain financial records.

Our lawful bases may include performance of a contract, compliance with legal obligations and our legitimate business interests.

Essential communications

We use contact details to send booking confirmations, appointment information, account notifications, safety information and other essential service messages.

Our lawful bases are performance of a contract and our legitimate interest in administering our services.

Website, community and application security

We use technical information to maintain security, prevent fraud, diagnose technical problems and improve our services.

Our lawful basis is normally our legitimate interests.

We will obtain consent where it is legally required.

Cookies and analytics

We use essential cookies where necessary to operate our websites and services.

We obtain consent before using non-essential analytics, functionality or marketing cookies where required.

Marketing communications

We may send news, updates, event information or promotional communications where you have consented or where another lawful electronic-marketing basis applies.

You may unsubscribe at any time by using the unsubscribe facility in the message or contacting us.

Complaints and legal claims

We use relevant information to investigate complaints, respond to disputes, communicate with insurers and professional advisers and establish, exercise or defend legal claims.

Our lawful bases may include legitimate interests, legal obligations and the establishment, exercise or defence of legal claims.

Safeguarding and emergencies

We may use or disclose information where reasonably necessary to address a serious safety concern, protect somebody’s vital interests, fulfil a safeguarding responsibility or comply with the law.

Business and accounting records

We retain appropriate payment, contract and transaction records to meet our tax, accounting and other legal obligations.

6. Health and other sensitive information

Information about physical or mental health, fertility, medical treatment and sex life is legally classified as special category personal data.

This may include information provided to:

• Shaun during transformational coaching.
• Ciaran during exercise and lifestyle coaching.
• Nexys Fertility Ltd when administering The Male Fertility PT service.
• The Male Fertility Hub through the community, support groups or events.

For routine coaching and community-support activities, we will normally rely on:

• Performance of a contract as our UK GDPR Article 6 lawful basis.
• Your explicit consent as our UK GDPR Article 9 condition for processing special category information.

Explicit consent must be given through a clear statement. It will not be inferred merely from visiting a website, making a payment or accepting general contractual terms.

Where special category information is objectively necessary to provide the requested coaching, we cannot provide the service without processing that information.

You may withdraw explicit consent at any time. Withdrawal does not affect processing already carried out lawfully. However, withdrawing consent may mean that the relevant coaching or community service cannot continue.In exceptional circumstances, sensitive information may be processed or disclosed without relying on consent where permitted by law. This may include protecting somebody’s vital interests, addressing a safeguarding concern, complying with a legal obligation or establishing, exercising or defending a legal claim.

7. Emergency contacts and safeguarding

A coaching client may be asked to provide an emergency contact and their current country or location where appropriate.

This information is intended for exceptional circumstances and is not used for marketing.

Shaun, Ciaran or an authorised representative of Nexys Fertility Ltd may contact an emergency contact, emergency service, healthcare professional or appropriate authority where there is a reasonable belief that:

• There is a serious and immediate risk of harm.
• The client is experiencing a medical emergency.
• There is a safeguarding concern.
• Disclosure is otherwise required or permitted by law.

Where circumstances allow, we will try to discuss this with the client first. It may not always be appropriate or safe to do so.

Our coaching services do not provide emergency, crisis, medical or mental-health treatment.If you are in immediate danger or experiencing a medical emergency, contact the emergency services applicable to your location.

8. Who we share information with

We may share the minimum personal information necessary with:

• Shaun Greenaway where information is required to provide or administer The Male Fertility Coach service.
• Ciaran Hannington where information is required to assess, provide or administer The Male Fertility PT service.
• Authorised representatives of Nexys Fertility Ltd.
• Circle or another provider used to host the online community.
• Trainerize or another coaching-platform provider.
• Website hosting, booking and administration providers.
• Payment and invoicing providers.
• Zoom and other online meeting providers.
• Email, SMS and communications providers.
• Analytics, security and technical-support providers.
• Professional advisers, accountants, solicitors and insurers.
• Event partners where necessary to administer an event.
• Law-enforcement agencies, courts, regulators or public authorities where required or permitted by law.
• Emergency contacts, emergency services or safeguarding organisations in the circumstances described above.
• A purchaser or successor if the ownership or operation of the business changes, subject to appropriate confidentiality protections.

Service providers are only permitted to use information for the relevant contracted purpose and must protect it appropriately.

‍We do not sell personal information.

‍We do not disclose confidential coaching information to partners, relatives, employers, referrers or third-party payers without the client’s permission, except where disclosure is required or permitted by law.Information collected for Shaun’s coaching will not routinely be disclosed to Ciaran. Information collected for Ciaran’s coaching will not routinely be disclosed to Shaun.

Information may be shared between them only where:

• You have requested or consented to the sharing.
• It is necessary to administer a service involving both coaches.
• There is an appropriate safeguarding reason.
• Disclosure is otherwise required or permitted by law.

9. International data transfers

Some technology providers, including community, coaching-application, video-meeting, payment or cloud-service providers, may process information outside the United Kingdom.Where a restricted international transfer takes place, we will use an appropriate lawful mechanism where required.This may include:

• Transferring information to a country covered by UK adequacy regulations.
• Using the UK International Data Transfer Agreement.
• Using the UK Addendum to approved standard contractual clauses.
• Relying on another transfer mechanism permitted by UK data protection law.

We will also consider whether additional technical, contractual or organisational safeguards are needed.

You may contact us for further information about the safeguards applying to your information.

10. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, professional, insurance and safeguarding requirements.

General enquiries

General enquiries are normally retained for up to 12 months after the last meaningful contact, unless the enquiry develops into a service or there is another reason to retain it.

Community accounts and content

Community information is normally retained for the duration of the account.

Following account closure, information will be deleted or anonymised within a reasonable period, subject to backup cycles and any legal, safety or dispute-related requirements.

The Male Fertility Coach records

Coaching agreements, consent records, questionnaires and coaching notes will normally be retained for seven years after the final coaching session.

The Male Fertility PT records

Coaching agreements, health questionnaires, consent records, assessments, programmes, progress records and material coaching communications will normally be retained for seven years after the coaching relationship ends.

Emergency-contact and location information

Emergency-contact and current-location information is normally retained during the active coaching relationship and for up to six months afterwards.It may be retained for seven years where it forms part of a coaching, safeguarding, complaint or claim record.

Coaching-application informationInformation held in Trainerize or another coaching application will be retained according to the applicable retention period and the platform’s technical deletion and backup arrangements.

Complaints, safeguarding and claimsInformation concerning complaints, safeguarding matters and legal or insurance claims will normally be retained for seven years after the matter is closed, or longer where reasonably necessary.

Financial and accounting records

Company payment, invoice and accounting records will normally be retained for six years from the end of the company financial year to which they relate, or longer where required by law.

Marketing information

Marketing information is retained until you unsubscribe or we determine that the information is no longer current.

We may retain a minimal suppression record to ensure that we continue to respect your decision to opt out.

Cookies and analytics

Cookie and analytics information is retained for the periods described in our Cookie Policy or the relevant consent-management tool.

At the end of the applicable retention period, information will be securely deleted, anonymised or, in the case of paper records, confidentially destroyed.

11. Security

We use reasonable technical and organisational safeguards designed to protect personal information.These include, where appropriate:

• Access controls and secure passwords.
• Restricting access to people who need the information.
• Secure technology and reputable service providers.
• Confidentiality arrangements.
• Securely storing Shaun’s paper coaching notes in a locked safe.
• Securely destroying records when their retention period ends.
• Procedures for responding to suspected personal-data breaches.

No electronic service or transmission can be guaranteed to be completely secure.

You should take care when choosing information to share online or with other community members.

12. Your data protection rights

Depending on the circumstances, you may have the right to:

• Ask for access to your personal information.
• Ask for inaccurate information to be corrected.
• Ask for information to be erased.
• Ask us to restrict how information is used.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Receive certain information in a portable format.
• Withdraw consent at any time.
• Complain about how your information has been handled.

These rights are not absolute and exemptions may apply.

We may need to confirm your identity before responding.

We normally respond to valid data protection requests within one month.

For The Male Fertility Hub or The Male Fertility PT information, contact hello@themalefertilityhub.com.

You may also contact Ciaran about The Male Fertility PT records at themalefertilitypt@gmail.com.

For information relating specifically to Shaun’s coaching, contact shaun@nexysfertility.com.

13. Complaints to the Information Commissioner’s Office

Please contact us first if you have concerns so that we have an opportunity to resolve them.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

‍Website: www.ico.org.uk/make-a-complaint

‍Telephone: 0303 123 1113

If you live outside the United Kingdom, you may also have the right to contact the data protection regulator where you live.

14. Cookies

We use essential cookies required for our websites, community and coaching platforms to operate.

With your permission, we may also use non-essential analytics, functionality or marketing cookies.

Non-essential cookies will not be placed before the required consent has been obtained.

You can manage your choices through the relevant cookie banner and find further information in our Cookie Policy.

15. Children

The Male Fertility Hub’s community, events and coaching services are intended for adults aged 18 and over.

We do not knowingly provide these services to, or intentionally collect personal information from, anybody under 18.

If you believe that a person under 18 has provided information to us, please contact us.

16. Automated decisions

We do not make decisions about access to coaching or community support solely through automated processing where those decisions would have a legal or similarly significant effect on you.

17. Third-party websites and applications

Our websites and community may contain links to websites, services or applications operated by other organisations, including Trainerize and payment, booking or social-media platforms.

Those organisations may be separately responsible for their own processing.

You should review their privacy information before providing personal information through their services.

18. Changes to this policy

We may update this policy when our services, providers or legal obligations change.

The latest version will be published on this page with the revised “last updated” date.

Where a change materially affects how we use existing personal information, we will provide additional notice where reasonably practicable.

19. Contact us

The Male Fertility Hub and Nexys Fertility Ltd

‍Email: hello@themalefertilityhub.com

‍The Male Fertility PT and Ciaran Hannington

‍Email: themalefertilitypt@gmail.com‍

The Male Fertility Coach and Shaun Greenaway

‍Email: shaun@nexysfertility.com

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‍Postal address‍

Nexys Fertility Ltd
71–75 Shelton Street
Covent Garden
London
WC2H 9JQ
United Kingdom