Privacy policy

1. Introduction

This Privacy Policy explains how I collect, use, and protect your personal data in the course of my work as a triathlon coach. I am committed to safeguarding the privacy of my athletes and website visitors

2. What Data I Collect

·       - Identity Data: Name, date of birth, gender

·       - Contact Data: Email address, phone number, emergency contact

·       - Health & Medical Data: Relevant medical conditions or injuries (for training safety)

·       - Performance Data: Training logs, session notes, fitness test results

·       - Communication Data: Emails, WhatsApp messages, or website form submissions

·       - Website Usage Data (if applicable): IP address, browser type, cookies, and analytics

3. How I Collect Data

·       - Directly from you (e.g. contact form, registration form, WhatsApp, email)

·       - From your parent/guardian (if under 18)

·       - Automatically through my website (cookies and analytics, if enabled)

4. Why I Collect Your Data

I collect and use your personal data for the following purposes:

·       - To provide safe and effective triathlon coaching

·       - To tailor training plans to your needs and goals

·       - To communicate with you about sessions, events, or changes

·       - To fulfil legal or safeguarding obligations

·       - To manage bookings, payments, or emergencies

5. Lawful Basis for Processing

Under UK GDPR, I process your data based on:

·       - Contractual necessity: To deliver coaching services

·       - Legal obligation: Especially for safeguarding and health & safety

·       - Consent: For processing special category data (e.g. health information)

·       - Legitimate interests: To manage and improve my services

6. How I Protect Your Data

·       - Your data is stored securely on password-protected devices or encrypted services.

·       - Paper records (if any) are kept in locked storage.

·       - Access is limited to only those who need it (e.g. in case of safeguarding).

7. Sharing Your Data

I will not sell or share your personal information with third parties except:

·       - When required by law or safeguarding concerns

·       - When referring you to a medical or allied professional (with your consent)

·       - With parents/guardians for under-18s, when appropriate

8. Data Retention

I retain your personal data for as long as necessary:

·       - Typically for up to 6 years after our professional relationship ends (to comply with legal requirements)

·       - Medical or safeguarding records may be held longer if necessary

9. Your Rights

Under data protection laws, you have the right to:

·       - Access your personal data

·       - Correct inaccuracies

·       - Request erasure (in some cases)

·       - Restrict or object to processing

·       - Lodge a complaint with the Information Commissioner’s Office (ICO)

10. Cookies

This website uses cookies to improve user experience and monitor site performance. You can choose to accept or decline cookies in your browser settings.

11. Photo and Video Consent

I may take photographs or video footage of coaching sessions for the following purposes:

• Video swim analysis, where recordings are used for private athlete feedback

• Promotional use on my website and social media accounts

Use of any images or video recordings is subject to the following:

• I will only use media with your prior written permission, usually gathered at the time of sign-up for video analysis or through a consent form.

• Videos used for analysis are stored securely and shared only with the individual athlete (or their parent/guardian).

• You can request to review, delete, or withdraw consent for any image or video at any time.

If no consent is given, no recordings or promotional photos will be taken or shared.

12. Updates to This Policy

This policy may be updated from time to time. The latest version will always be posted on my website and available upon request.

Contact

For any privacy-related queries, please contact:

david@reflectiveendurancecoaching.co.uk