Privacy Policy & Terms & Conditions
Last updated: September 18, 2026
How Body Bento collects, uses and protects your information, and the terms that apply when you train with us.
Privacy Policy
Body Bento provides English-language personal training, nutrition coaching and lifestyle support in Tokyo. This policy explains what personal information we collect when you enquire, train or use our website, why we collect it, and what you can ask us to do with it.
We handle personal information in accordance with Japan’s Act on the Protection of Personal Information (APPI). If you contact us from outside Japan, your information will still be handled in Japan under this policy.
1. Who we are
Body Bento is operated by [TO CONFIRM: registered entity name], [TO CONFIRM: registered address], Tokyo, Japan. For any question about this policy or your personal information, write to hello@bodybento.com.
2. Information we collect
We only collect what we need to coach you well and run the business.
Contact details: your name, email address, phone or messaging handle, and preferred language.
Booking details: the sessions you book, the studio you train at, your trainer, and your attendance history.
Health and fitness information: the goals, training history, injuries, medical conditions, medication, allergies and dietary requirements you choose to share with us, plus measurements and progress notes recorded during coaching.
Nutrition information: food logs, eating patterns and dietary preferences you share as part of nutrition coaching.
Payment information: the record of what you have paid and when. Card details are entered directly with our payment provider and are never stored by Body Bento.
Website information: pages you visit, approximate location derived from your IP address, device and browser type, and how you arrived at the site.
Health and fitness information is sensitive. You decide how much to share, and you can ask us to correct or delete it at any time. We only ask for what is relevant to training you safely.
3. How we use your information
Respond to your enquiry and arrange an initial consultation.
Plan, deliver and adapt your training and nutrition programme.
Train you safely, by taking account of injuries, conditions and limitations you have told us about.
Schedule sessions and send reminders, confirmations and changes.
Take payment and keep accounting records required by Japanese law.
Answer your questions and provide support between sessions.
Send occasional updates about Body Bento, only if you have asked to receive them.
Understand how the website is used so we can improve it.
4. Your consent
We collect your information because you have given it to us in order to receive coaching, or because we need it to meet a legal or accounting obligation. Where we rely on your consent, such as marketing emails or using a progress photo, you can withdraw it at any time without affecting the coaching you receive.
5. How we share your information
We do not sell your personal information, and we do not share it for anyone else’s marketing.
We share only what is necessary, with:
Your trainer and coaching team, so your sessions are informed and safe.
Partner studios, where a booking requires the studio to admit you, limited to the details needed for access.
Service providers who run our booking, payment, email and website tools on our behalf, under contract and only for those purposes.
Professional advisers and authorities, where we are required to disclose information by Japanese law.
Some of these providers operate outside Japan. Where that is the case, we take reasonable steps to ensure your information is protected to a standard equivalent to APPI.
6. How we protect your information
Access to client records is limited to the trainers and staff who need it.
Accounts are protected by individual credentials, and access is removed when someone leaves.
Information is held on reputable hosted services with encryption in transit.
Card details are handled by our payment provider and never stored on our systems.
No system is perfectly secure. If a breach affects your personal information, we will tell you and the relevant authority as required by law.
7. How long we keep your information
We keep coaching and health records for as long as you are a client and for a reasonable period afterwards, in case you return or a question arises about past sessions. Accounting records are kept for the period Japanese tax law requires. Enquiries that do not become clients are deleted once they are clearly closed. You can ask us to delete your information sooner.
8. Your rights
You can ask us to:
Tell you what personal information we hold about you.
Correct anything that is wrong or out of date.
Delete information we no longer need to hold.
Stop using your information for marketing.
Stop using your information altogether, where we have no legal reason to keep it.
Write to hello@bodybento.com and we will respond within a reasonable period. We may need to confirm your identity first.
9. Cookies and analytics
Our website uses cookies to make the site work and to understand how it is used, such as which pages people read and where visitors arrive from. You can block or delete cookies in your browser settings; parts of the site may not work as well if you do.
10. Links to other sites
Our website and messages may link to other sites, such as a booking tool or a social platform. We are not responsible for their content or their privacy practices, and we encourage you to read their policies.
11. Children
Our services are intended for adults. We do not knowingly collect information from anyone under 18 without the consent of a parent or guardian.
12. Changes to this policy
We may update this policy as our services change. The date at the top of this page shows when it was last revised. Significant changes will be communicated to active clients directly.
13. Contact us
Questions about this policy, or about the information we hold: hello@bodybento.com.
Terms & Conditions
These terms apply when you book or receive coaching from Body Bento, and when you use our website. By booking a session you agree to them.
1. Our services
Body Bento provides one-to-one personal training, nutrition coaching and lifestyle support, delivered in English at private partner studios in Tokyo and, where agreed, online. We are a coaching service. We do not operate a gym and we do not sell gym memberships.
2. Health, fitness and your responsibility
You must be at least 18 years old to train with us, or have the written consent of a parent or guardian.
Before your first session you must tell us about any injury, medical condition, medication, pregnancy or dietary restriction that could affect your training.
You must tell us promptly if any of that changes.
If you have a medical condition, or you are unsure whether exercise is safe for you, get clearance from a doctor before you start.
Stop and tell your trainer immediately if you feel pain, dizziness or distress during a session.
Exercise carries inherent risk. You take part voluntarily, and you are responsible for training within your own limits and for following your trainer’s instructions.
3. Nutrition coaching is not medical advice
Our nutrition coaching is general guidance on eating habits, built around your goals and your life in Tokyo. It is not medical advice, diagnosis or treatment, and it is not a substitute for care from a doctor or a registered dietitian. Do not stop, start or change prescribed medication or a clinically prescribed diet on the basis of our coaching. If you have a diagnosed condition, an eating disorder, or you are pregnant or breastfeeding, please work with your doctor and tell us so we can coach you appropriately.
4. Booking, cancellation and lateness
Sessions are booked in advance and are held for you at the agreed time.
To cancel or move a session without charge, give us at least 24 hours’ notice.
Sessions cancelled with less than 24 hours’ notice, or missed entirely, are charged in full.
If you arrive late, your session ends at the scheduled time so the next client is not affected.
If we have to cancel, you will be offered a replacement session at no cost.
5. Payment
Fees are those quoted to you in writing before you start, and are payable in advance of the sessions they cover.
Session packages are valid for the period agreed when you buy them.
Fees are non-refundable once coaching has begun, except where required by law or where we cancel and cannot offer a replacement. If your circumstances change, talk to us.
We may change our fees, but never for sessions you have already paid for.
6. At partner studios
Follow the rules and the staff instructions of the studio you are training in.
Use equipment as your trainer shows you, and report anything damaged or unsafe.
Treat other clients and studio staff with respect.
Body Bento is not responsible for personal belongings brought to a studio.
7. Conduct
We may end a session, or stop working with you, if behaviour is abusive, unsafe, or puts other clients or staff at risk. Where we end coaching for this reason, unused prepaid sessions are refunded.
8. Intellectual property
Training programmes, nutrition plans, written materials, photography and the content of this website belong to Body Bento. They are provided for your personal use. Please do not copy, publish or resell them.
9. Photography and testimonials
We will never use your photograph, progress images, name or testimonial publicly without asking you first, and you can withdraw that permission at any time.
10. Limitation of liability
We take your safety seriously and coach you to a professional standard. To the extent permitted by Japanese law, Body Bento is not liable for injury, loss or damage arising from training, except where it results from our negligence. Nothing in these terms limits liability that cannot be limited by law.
11. Ending the arrangement
You can stop training with us at any time by telling us. Sections that are meant to survive, such as intellectual property and limitation of liability, continue to apply after coaching ends.
12. Changes to these terms
We may update these terms. The date at the top of this page shows when they were last revised. Continued booking after a change means you accept the updated terms.
13. Governing law
These terms are governed by the laws of Japan, and any dispute will be dealt with by the courts of Tokyo.
14. Contact
Questions about these terms: hello@bodybento.com.