Privacy Policy
This Privacy Policy explains how Run Fit Coach collects, uses, stores and protects your personal information when you use our website, contact us or use our coaching services.
Your Privacy
Run Fit Coach only collects and uses personal information where it is reasonably necessary to respond to enquiries, provide coaching services, administer the business and meet legal, financial and professional responsibilities.
1. Who We Are
Run Fit Coach is a trading name operated by Stuart Sahan, who also trades as Sports Therapy One.
For the purposes of UK data protection legislation, Stuart Sahan is the data controller responsible for personal information processed through Run Fit Coach.
Run Fit Coach provides running coaching, online endurance coaching, running biomechanics assessment and related coaching services.
If you have a question about this Privacy Policy, wish to exercise a data protection right, or wish to raise a concern about how your personal information has been handled, you can contact Run Fit Coach through the website contact form.
Existing coaching clients may also use the contact details provided to them as part of their onboarding and coaching service.
2. Information We Collect
The information we collect depends on how you interact with Run Fit Coach and which services you use.
This may include:
- Your name
- Email address and telephone number
- Date of birth where relevant to coaching
- Emergency contact information where appropriate
- Running and sporting history
- Current and previous training information
- Race results, goals and performance information
- Training availability
- Information relevant to planning your training
- Training data from watches, devices and online platforms
- Strength and conditioning information
- Running biomechanics information
- Running video footage where a biomechanics service is used
- Information submitted through enquiry, consultation and onboarding forms
- Communications between you and Run Fit Coach
- Payment and transaction information
Health and Injury Information
Where relevant to providing safe and appropriate coaching, we may also collect information concerning injuries, pain, medical or health conditions, medication, previous treatment or other factors that may affect your ability to exercise or participate in training.
Information concerning health is classed as special category personal data under UK data protection legislation and receives additional protection.
Run Fit Coach only collects health information where it is relevant and reasonably necessary for the coaching or assessment service being provided.
3. How We Collect Your Information
We may collect personal information when you:
- Contact Run Fit Coach through the website, email or telephone
- Complete an enquiry, consultation or onboarding form
- Join an online coaching service
- Provide information during a coaching consultation
- Communicate with Run Fit Coach through WhatsApp or another agreed communication method
- Use TrainingPeaks as part of your coaching
- Connect or share information from a running watch or training device
- Complete a running biomechanics assessment
- Provide running video or movement information
- Purchase or pay for a Run Fit Coach service
In some circumstances, information may also be obtained from a training platform or device that you have chosen to connect or share with Run Fit Coach.
4. How We Use Your Information
We may use personal information to:
- Respond to enquiries
- Determine whether a coaching service is appropriate for you
- Set up and administer your coaching
- Create personalised running programmes
- Create appropriate strength and conditioning programmes
- Review running, training and performance data
- Assess training load, progress and response to training
- Provide coaching feedback and programme adjustments
- Carry out running biomechanics assessments
- Review running video and movement information
- Provide running technique recommendations, drills or exercises
- Communicate with you about your coaching
- Manage payments and business administration
- Maintain appropriate business and financial records
- Meet legal, insurance and professional responsibilities
- Establish, exercise or defend legal claims where necessary
- Maintain the security and proper operation of our website and systems
5. Our Legal Basis for Using Your Information
UK data protection law requires Run Fit Coach to have a lawful basis for processing personal information.
Providing Coaching and Assessment Services
Where information is necessary to provide a coaching, biomechanics or related service that you have requested, we will normally process that information because it is necessary to enter into or perform our contract with you.
Responding to Enquiries
Information provided when you enquire about a service may be processed where necessary to take steps at your request before entering into a contract and, where appropriate, for our legitimate interest in responding to enquiries and operating Run Fit Coach.
Business Administration
We may rely on our legitimate interests where processing is reasonably necessary to operate and administer Run Fit Coach, maintain appropriate records, protect our systems, manage client relationships and protect our legal rights.
Where we rely on legitimate interests, we consider whether those interests are necessary and balanced against your rights, interests and reasonable expectations.
Legal Requirements
Some information may be processed because we are required to comply with a legal obligation, including relevant tax, accounting, regulatory or legal requirements.
Health and Injury Information
Health and injury information is special category personal data. Processing this information requires both a lawful basis under Article 6 of the UK GDPR and an additional condition under Article 9.
Where health or injury information is objectively necessary to provide the coaching or assessment service you have requested, our Article 6 lawful basis will normally be that the processing is necessary for the performance of our contract with you.
Where appropriate, Run Fit Coach relies on your explicit consent under Article 9(2)(a) as the special category condition for processing health and injury information.
Where explicit consent is required, it will be requested clearly and separately as part of the relevant onboarding, consultation or consent process.
You may withdraw explicit consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
Where particular health information is objectively necessary for Run Fit Coach to provide a service safely and appropriately, withdrawing consent may mean that we can no longer provide some or all of that service.
6. Coaching and Technology Providers
Run Fit Coach uses a number of third-party services to provide, administer and support coaching and assessment services.
TrainingPeaks
TrainingPeaks may be used to deliver training programmes, record completed sessions, receive training and device data, review performance information and provide coaching feedback.
Information processed through TrainingPeaks is also subject to TrainingPeaks' own privacy and data-processing arrangements.
Ochy
Ochy may be used as part of a running biomechanics assessment to analyse running video, movement characteristics and related biomechanical information.
Information and video processed through Ochy is also subject to Ochy's own privacy and data-processing arrangements.
Loom
Loom may be used to provide recorded coaching or biomechanics feedback, including video explanations of assessment findings.
Information processed through Loom is also subject to Loom's own privacy and data-processing arrangements.
WhatsApp may be used for agreed coaching communications and messaging.
Information processed through WhatsApp is also subject to WhatsApp's own privacy arrangements.
Clients should avoid sending unnecessary sensitive or health information through messaging services.
7. Forms, Email and Website Services
Run Fit Coach may use Google Forms or forms provided through the website to collect enquiries, onboarding information, declarations, coaching information and other information necessary to provide our services.
Email, website hosting, website administration and other technology providers may also process limited personal information where necessary to provide those services.
Information processed by third-party service providers is also subject to the relevant provider's privacy and data-processing arrangements.
8. Payment Information
Where you purchase a service, payment and transaction information may be processed by banks, payment providers or other financial service providers involved in completing or recording the payment.
Run Fit Coach does not need to receive or store complete card details where those details are processed directly by a payment provider.
We may retain records of payments, invoices and transactions where necessary for accounting, tax and business administration purposes.
9. Sharing Your Information
Run Fit Coach does not sell your personal information.
Personal information may be shared with service providers only where reasonably necessary to provide services, operate the business or comply with legal requirements.
Recipients may include:
- Training and coaching platforms
- Running biomechanics and video platforms
- Online form providers
- Website hosting and IT providers
- Email and communication providers
- Payment providers and banks
- Professional advisers and insurers where necessary
- Regulatory, law-enforcement or public authorities where required by law
Information may also be disclosed where reasonably necessary to establish, exercise or defend legal rights or claims.
10. International Data Transfers
Some third-party technology providers used by Run Fit Coach may process or store personal information outside the United Kingdom.
Where personal information is transferred outside the UK, Run Fit Coach takes reasonable steps to use service providers that provide an appropriate lawful mechanism for the transfer.
Depending on the destination and provider, this may include a UK adequacy regulation or appropriate safeguards recognised under UK data protection law, such as contractual transfer safeguards.
Further information about the international transfer arrangements used by a particular provider may be available through that provider's privacy information.
11. How Long We Keep Your Information
Run Fit Coach does not keep personal information for longer than is reasonably necessary.
Retention periods depend on the nature of the information, the service provided and any applicable legal, accounting, insurance or professional requirements.
When deciding how long information should be retained, we consider:
- The reason the information was collected
- How long it remains necessary for the coaching or assessment service
- Whether an ongoing client relationship exists
- Legal, tax and accounting requirements
- Insurance and professional record-keeping requirements
- The potential need to establish, exercise or defend legal claims
- The sensitivity of the information and risks associated with retaining it
Financial and transaction records may be retained for the period required by applicable tax and accounting legislation.
When personal information is no longer required, it will be deleted, anonymised or otherwise securely disposed of where appropriate.
12. Keeping Your Information Secure
Run Fit Coach takes reasonable organisational and technical measures to protect personal information against accidental loss, misuse, unauthorised access, disclosure or alteration.
Access to personal information is limited to what is reasonably required for the operation and delivery of Run Fit Coach services.
Third-party platforms are selected with consideration for the services they provide and the safeguards available for information processed through them.
13. Cookies, Analytics and Website Technologies
The Run Fit Coach website may use cookies and similar storage or access technologies that are necessary for the website to function.
The website may also use analytics, advertising, measurement or similar technologies where these have been configured.
Where consent is legally required for a non-essential cookie or similar technology, it will not be used until the required consent has been obtained.
You can manage available cookie preferences through the consent controls provided on the website and through your browser settings.
14. Your Data Protection Rights
Depending on the circumstances and the lawful basis being used, UK data protection law gives you a number of rights in relation to your personal information.
These may include the right to:
- Request access to personal information held about you
- Ask us to correct inaccurate or incomplete personal information
- Ask us to erase personal information in certain circumstances
- Ask us to restrict processing in certain circumstances
- Object to certain processing
- Request the transfer of certain information in a portable format
- Withdraw consent where processing is based on consent
These rights are not absolute and may depend on the circumstances and the lawful basis under which the information is being processed.
To make a rights request, contact Run Fit Coach through the website contact form or, if you are an existing client, through the contact details provided during onboarding.
Your Right to Object
You have the right to object to processing of your personal information in certain circumstances, including some processing based on legitimate interests.
If you wish to object to the use of your personal information, please contact Run Fit Coach using the website contact form or your existing client contact details.
15. Automated Decision-Making
Run Fit Coach does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects concerning clients.
Training programmes, coaching decisions and biomechanics recommendations are made or reviewed by the coach rather than being determined solely by automated systems or software.
16. Data Protection Complaints
If you have a concern or complaint about the way Run Fit Coach has handled your personal information, please contact us through the website contact form so that the matter can be investigated.
Run Fit Coach will handle data protection complaints in accordance with applicable data protection requirements.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection and information rights.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to Run Fit Coach services, technology, third-party providers, business practices or legal requirements.
Where a significant change affects the way personal information is used, appropriate steps will be taken to bring that change to the attention of affected individuals where required.
This Privacy Policy will be reviewed periodically to ensure it continues to reflect how Run Fit Coach handles personal information.
