1. Who we are
CMC Coaching provides online running coaching services, including personalised training plans and coaching feedback. This policy explains how we collect, use, and protect your personal data when you use our services or visit our website.
Data controller contact details:

• Name: Christopher Richard McLeod

• Email: cmc.running.coaching@gmail.com

2. What information we collect
Contact and account information

• Name, email address, phone number

• Payment and billing details (processed via our payment provider - see Section 5)

Health and fitness information (special category data)

• Information you provide in your health screening questionnaire (PAR-Q), including relevant medical conditions, injury history, and current symptoms

• Training data such as running history, pace, distance, heart rate, and other metrics, whether entered manually or synced from a third-party platform (e.g. Final Surge, Strava, Garmin Connect)

Communications

• Messages, emails, and feedback exchanged as part of your coaching relationship

3. Why we collect it and our legal basis

Providing coaching services (writing plans, giving feedback)

• Data used: Contact details, training data

• Legal basis: Performance of a contract

Health screening for safe coaching

• Data used: PAR-Q / health information

• Legal basis: Explicit consent (required for special category data)

Taking payment

• Data used: Billing details

• Legal basis: Performance of a contract

Responding to enquiries

• Data used: Contact details, messages

• Legal basis: Legitimate interests

Legal and tax record-keeping

• Data used: Contact and payment details

• Legal basis: Legal obligation

Because health information is "special category data" under UK GDPR, we only collect and use it with your explicit, informed consent, which you provide when completing the PAR-Q form. You can withdraw this consent at any time, though this may mean we are unable to continue coaching you safely.

4. How long we keep your data

• Coaching and health records: kept for the duration of our coaching relationship, plus 3 years afterward, in case of any dispute or follow-up query.

• Financial records: kept for at least 6 years to meet HMRC record-keeping requirements.

After these periods, your data is securely deleted or anonymised.

5. Who we share your data with
We do not sell your data. We share it only where necessary with:

• Our business bank account provider (Mettle) to receive payments from you

• Training/coaching platform (e.g. Final Surge) to deliver and manage your training plan

• Communication tools (e.g. WhatsApp, Final Surge & Wix) to communicate with you

• HMRC or other authorities, where legally required

Some of these providers may process data outside the UK/EEA (e.g. in the US). Where this happens, we rely on appropriate safeguards such as Standard Contractual Clauses or the provider's UK/EU adequacy certification.

6. Your rights
Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Correct inaccurate data

• Erase your data (subject to our legal retention obligations, e.g. financial records)

• Restrict or object to certain processing

• Withdraw consent at any time where processing is based on consent (e.g. health data)

• Data portability - receive your data in a portable format

To exercise any of these rights, contact us at cmc.running.coaching@gmail.com. We will respond within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk.

7. Data security
We take reasonable technical and organisational measures to protect your data, including password-protected devices and accounts, two-factor authentication where available, and relying on the built-in security measures of the third-party platforms we use (Final Surge, Mettle, WhatsApp & Wix). However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

8. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top will reflect the most recent changes. We encourage you to review it periodically.

9. Contact us
If you have any questions about this policy or how we handle your data, contact:
cmc.running.coaching@gmail.com