For the purposes of UK data-protection law, Edinburgh Sprint Coach Ltd is the data controller for the personal information described in this Privacy Policy. This means that we determine why and how your personal information is processed.

Privacy enquiries can be sent to info@edinburghsprintcoach.com or via www.edinburghsprintcoach.com.

The information we collect depends on how you interact with us.

Identity and Contact Information

This may include:

• Name
• Email address
• Telephone number
• Address where relevant
• Date of birth or age
• Parent or guardian details
• Emergency contact details

Booking and Service Information

This may include:

• Coaching bookings
• Appointment dates and times
• Coaching packages purchased
• Subscription information
• Attendance records
• Cancellation and rescheduling information
• Training preferences
• Coaching history

Athlete and Performance Information

Where relevant to the coaching service, we may collect:

• Sporting background
• Personal bests
• Competition results
• Training history
• Performance goals
• Training availability
• Strength or fitness information
• Video footage
• Technical assessments
• Coach observations
• Training programme information

Health and Injury Information

Where relevant to safe and appropriate coaching, we may collect information about:

• Current or previous injuries
• Medical conditions relevant to exercise
• Physical limitations
• Rehabilitation status
• Relevant medication
• Advice or restrictions provided by healthcare professionals

Payment and Transaction Information

We may process information relating to:

• Payments
• Purchases
• Subscription payments
• Refunds
• Transaction dates
• Amounts paid
• Billing information

Payment card information is normally processed directly by our payment providers. Edinburgh Sprint Coach does not normally receive or store complete payment card details.

Communications

We may retain information contained in communications with us, including:

• Emails
• Website enquiries
• Booking messages
• Feedback
• Complaints
• Relevant client communications

Photography and Video

We may collect photographs or video footage for:

• Performance analysis
• Coaching feedback
• Technique analysis
• Educational purposes
• Marketing or promotional purposes where appropriate permission has been obtained

Website and Technical Information

When you use our website, certain information may be collected automatically, including:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Referring website
• Approximate location derived from IP information
• Date and time of visits
• Website interaction and usage information
• Cookie preferences

Further information is provided in the Cookies section below.

Most personal information is provided directly by you. Information may also be provided by:

• A parent or guardian
• An athlete where a parent or guardian made the booking
• Coaches delivering services on behalf of Edinburgh Sprint Coach
• Our booking platform
• Payment providers
• Website and analytics providers
• Other service providers used to administer our business
• Another person making a group booking on your behalf

Where someone provides information about another person, they should have an appropriate reason or permission to do so.

We may use personal information to:

• Create and manage bookings
• Provide coaching services
• Deliver private and group coaching
• Administer coaching subscriptions
• Produce individual training programmes
• Analyse athletic performance
• Provide technical feedback
• Review submitted video footage
• Communicate with clients and parents
• Manage payments and refunds
• Manage cancellations and rescheduling
• Maintain appropriate coaching records
• Protect athlete health and safety
• Manage safeguarding responsibilities
• Respond to enquiries
• Handle complaints
• Maintain financial and accounting records
• Improve our services
• Operate and secure our website
• Understand website usage
• Send marketing communications where permitted
• Establish, exercise or defend legal claims
• Meet legal, regulatory and insurance obligations

We do not use personal information in ways that are incompatible with the purposes for which it was collected unless permitted by law.

UK data-protection law requires us to have a lawful reason for processing personal information. Depending on the circumstances, we may rely on the following bases.

Contract

We process information where it is necessary to:

• Provide a service you have purchased
• Manage your booking
• Administer a subscription
• Communicate about your coaching
• Provide a training programme
• Process payments or refunds
• Take steps requested before entering into a contract

Legitimate Interests

We may process information where reasonably necessary for our legitimate business interests, provided those interests are not overridden by your rights and freedoms. This may include:

• Managing our business
• Responding to enquiries
• Improving our services
• Maintaining client relationships
• Preventing misuse or fraud
• Protecting our business
• Maintaining appropriate records
• Establishing or defending legal claims

Where required, we consider the impact on your privacy before relying on legitimate interests.

Legal Obligation

We may process information where necessary to comply with legal obligations, including:

• Accounting
• Tax
• Safeguarding
• Insurance
• Regulatory obligations
• Responding to lawful requests from authorities

Consent

We may rely on consent for certain activities, including:

• Certain marketing communications
• Promotional photography or video
• Certain uses of health information
• Non-essential cookies

Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

Health information is treated as special category personal data under UK data-protection law. Where we process health or injury information, we must have both:

• An appropriate lawful basis for processing personal information generally; and
• An additional legal condition permitting the processing of special category information

Where appropriate, we may rely on your explicit consent to process relevant health or injury information. In limited circumstances, another lawful special-category condition may apply, such as where processing is necessary to protect vital interests or to establish, exercise or defend legal claims.

Health information is only requested where it is reasonably relevant to:

• Participant safety
• Appropriate exercise selection
• Training modification
• Return-to-sport coaching
• Understanding physical restrictions
• Providing the requested coaching service

Our coaches do not use health information to provide medical diagnoses unless the individual coach separately holds an appropriate professional healthcare qualification and is acting in that capacity.

Edinburgh Sprint Coach provides coaching services to children and young people as well as adults. We may therefore process personal information relating to participants under the age of 18. This may include:

• Name and age
• Parent or guardian information
• Emergency contact details
• Relevant health information
• Coaching history
• Performance information
• Attendance records
• Photographs or video where appropriate
• Safeguarding information where necessary

Where appropriate, bookings and payments for children should be managed by a parent or legal guardian. Parents and guardians should only provide information about a child that is reasonably necessary for the coaching service.

We take additional care when processing children's personal information and aim to explain the use of their information in clear and age-appropriate language where appropriate.

Children also have data-protection rights in relation to their personal information. Where consent from a parent or guardian is legally required, we will seek appropriate consent before carrying out the relevant processing.

We will take particular care in relation to:

• Children's health information
• Marketing
• Photography and video
• Online services
• Safeguarding information

Video may be recorded or provided for legitimate coaching purposes, including:

• Sprint technique analysis
• High jump analysis
• Movement assessment
• Performance feedback
• Online coaching

This footage may form part of the athlete's coaching record.

We will seek appropriate permission before identifiable photographs or video are used publicly for:

• Social media
• Website content
• Advertising
• Promotional materials

For participants under 18, appropriate parent or guardian permission will be obtained where required.

You may withdraw consent for future promotional use by contacting info@edinburghsprintcoach.com. Withdrawal does not necessarily require us to remove material that was lawfully published before consent was withdrawn, although reasonable requests will be considered.

Where you use online coaching services, we may receive:

• Training videos
• Photographs
• Performance data
• Training logs
• Competition footage
• Written feedback
• Health or injury information

This information will only be used as reasonably necessary to provide the requested coaching service and for related recordkeeping purposes.

If footage includes another identifiable person, you should ensure that you have an appropriate reason or permission to provide that footage to us.

We may send information about:

• Coaching services
• New classes
• Training programmes
• Events
• Offers
• Business updates

We will only send electronic direct marketing where we have an appropriate legal basis and where permitted by applicable electronic marketing rules. Where consent is required, we will obtain it before sending marketing.

In some circumstances, we may be permitted to contact existing customers about similar services without obtaining separate consent where the law allows us to do so.

You can unsubscribe from marketing at any time by:

• Using an unsubscribe option contained in the communication where available; or
• Contacting info@edinburghsprintcoach.com

Stopping marketing communications will not prevent us from sending important service-related messages about existing bookings, subscriptions or transactions.

We may share personal information where reasonably necessary with organisations or individuals including:

Coaches and Contractors

Relevant information may be provided to coaches delivering services on behalf of Edinburgh Sprint Coach where they need that information to provide the coaching service safely and effectively.

Booking and Scheduling Providers

We may use third-party systems to:

• Manage appointments
• Process bookings
• Administer subscriptions
• Send booking confirmations and reminders

Payment Providers

Payment providers may process information required to:

• Collect payments
• Administer subscriptions
• Process refunds
• Prevent payment fraud

Website and Technology Providers

We may use third parties for:

• Website hosting
• Email
• Cloud storage
• Analytics
• Business administration
• Communications

Professional Advisers

Information may be provided where reasonably necessary to:

• Accountants
• Lawyers
• Insurers
• Other professional advisers

Authorities and Legal Requirements

Information may be disclosed where we are legally required or reasonably permitted to do so, including in connection with:

• Safeguarding
• Law enforcement
• Court proceedings
• Tax authorities
• Regulatory bodies
• Legal claims

Some organisations that receive information act as processors on our behalf. Others may act as independent data controllers and have their own responsibilities under data-protection law.

We aim to disclose only the information reasonably necessary for the relevant purpose.

Some technology, website, payment, booking, communication or cloud-service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally and UK data-protection law requires safeguards, we will use an appropriate lawful transfer mechanism. Depending on the circumstances, this may include:

• UK adequacy regulations
• The UK International Data Transfer Agreement
• The UK Addendum to approved EU Standard Contractual Clauses
• Appropriate contractual safeguards
• Another lawful international transfer mechanism

Where required, additional assessments and safeguards will be used to protect personal information. You may contact us for further information about safeguards relating to international transfers.

We do not keep personal information for longer than reasonably necessary. Retention periods depend on:

• Why the information was collected
• The nature of the information
• Whether you remain a client
• Legal requirements
• Accounting and tax requirements
• Insurance requirements
• Safeguarding considerations
• The potential need to establish or defend legal claims

For example:

Financial and Transaction Records

Financial records may be retained for the period required under applicable accounting and tax law, which will commonly involve retention for approximately six years.

Coaching Records

Coaching and performance records may be retained after coaching has ended where reasonably necessary for continuity of coaching, insurance, safeguarding or potential legal claims.

Health Information

Health information will only be retained for as long as reasonably necessary for the purpose for which it was collected and any applicable legal, safety, insurance or claims-related requirements.

Enquiries

Information relating to enquiries that do not result in a coaching relationship may be retained for a reasonable period before being deleted.

Marketing Information

Marketing information is retained while you remain subscribed. If you unsubscribe, we may retain limited information on a suppression list to ensure that your preference not to receive marketing is respected.

We periodically review information and securely delete or anonymise data that is no longer required.

Our website may use cookies and similar technologies. Cookies may be used to:

• Operate essential website functions
• Maintain website security
• Remember preferences
• Support bookings or checkout functionality
• Understand website usage
• Measure website performance
• Support marketing where applicable

Essential Cookies

Cookies that are strictly necessary for the operation of the website or a service requested by you may be used without obtaining consent where permitted by law.

Analytics, Marketing and Other Non-Essential Cookies

You can normally:

• Accept non-essential cookies
• Reject non-essential cookies
• Adjust cookie preferences

You may also manage cookies through your browser. Disabling certain cookies may affect some website functions.

More detailed information about the specific cookies used may be provided through our website cookie settings or cookie notice.

We take appropriate technical and organisational measures designed to protect personal information against:

• Unauthorised access
• Accidental loss
• Destruction
• Alteration
• Unauthorised disclosure
• Misuse

Measures may include:

• Password protection
• Access controls
• Secure cloud services
• HTTPS encryption
• Secure payment providers
• Device security
• Data minimisation
• Appropriate access restrictions

Access to personal information is limited to people who reasonably require it for their role.

No online or electronic system can be guaranteed to be completely secure, but we take reasonable steps appropriate to the nature of the information we process.

If we become aware of a personal data breach, we will assess the nature and potential impact of the breach. Where legally required, we will notify the Information Commissioner's Office and affected individuals within the applicable legal timescales.

We will also take reasonable steps to contain and investigate the breach and reduce the risk of further harm.

Depending on the circumstances, you may have rights including:

Not all rights apply in every situation. To exercise a data-protection right, contact info@edinburghsprintcoach.com. We may need to confirm your identity before responding to a request.

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to investigate the issue, at info@edinburghsprintcoach.com.

You also have the right to complain to the UK data-protection regulator, the Information Commissioner's Office (ICO). Making a complaint to us does not prevent you from contacting the ICO.

Our website may contain links to websites or services operated by third parties. We are not responsible for the privacy practices of third-party websites that we do not control.

You should review the privacy information provided by those organisations before providing them with personal information.

We may update this Privacy Policy periodically to reflect:

• Changes to our services
• Changes to the technology we use
• Changes in our data-processing activities
• Changes in legislation or regulatory guidance

The latest version will be published on our website with the current effective date. Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals where required.

For questions, privacy requests or concerns about how Edinburgh Sprint Coach handles personal information, please contact:

Edinburgh Sprint Coach Ltd
Email: info@edinburghsprintcoach.com
Website: www.edinburghsprintcoach.com