Privacy Policy

Last updated: June 2026

1 | Who We Are

OptimumRun is a running coaching business operated by Chris Ridgway, based in the United Kingdom.

For the purposes of UK data protection law, OptimumRun is the data controller responsible for your personal data.

Contact: info@optimumrun.com

Website: www.optimumrun.com

2 | What Personal Data We Collect

Contact Form

When you submit an enquiry via our website contact form, we collect:

- Your name
- Your email address

- Any information you choose to include in your message

Onboarding Form

When you begin the onboarding process as a new client, we collect:

- Your name and contact details

- Date of birth

- Emergency contact details (name and phone number)

- Running history and current training details

- Goals and objectives

- Health and fitness information, including injury history and any relevant medical conditions

Health and fitness information is classified as special category data under UK GDPR. We collect this only where necessary to provide safe and appropriate coaching, and we process it solely on the basis of your explicit consent.

Emergency Contact Details

We collect your nominated emergency contact’s name and phone number during onboarding. This information is used solely in the event of a welfare concern, as set out in our Coaching Agreement.

Training Platform Data

We may review training data you share from third-party platforms such as Garmin, Strava, TrainingPeaks, or FinalSurge. This data remains under your control and is managed through those platforms — we do not store it independently.

3 | How We Use Your Data

We only collect and use personal data that is necessary to provide our services. We use your data for the following purposes:

- To respond to enquiries (legitimate interests)

- To assess suitability for coaching (legitimate interests)

- To design and deliver your coaching programme (contract)

- To monitor progress and adjust training (contract)

- To process your coaching agreement via DocHub (contract)

- To collect payments via GoCardless (contract)

- To contact your emergency contact if needed (vital interests)

- To communicate with you about training and updates (contract)

4 | Our Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

- Contract (Coaching Agreement) - to deliver the coaching services you have requested

- Legitimate interests - to manage enquiries and operate our business

- Explicit consent - for processing health and fitness data

- Vital interests - where necessary to protect your wellbeing

Where we rely on your consent, you have the right to withdraw it at any time. Withdrawal does not affect processing already carried out.

5 | Who We Share Your Data With

We use a small number of trusted third-party providers. We do not sell or use your data for marketing purposes.

DocHub

We use DocHub to send and store coaching agreements. Your name and contact details are shared for this purpose.

GoCardless

We use GoCardless to process Direct Debit payments. Your name and bank details are shared solely to collect payments.

These providers act as data processors and are contractually required to protect your data.

International Transfers

Some of these providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as adequacy regulations or standard contractual clauses.

6 | How Long We Keep Your Data

- Enquiry data - up to 12 months

- Client records - during coaching and up to 3 years after

- Financial records - up to 7 years (HMRC requirement)

After this, data is securely deleted or anonymised.

7 | Your Rights

You have the following rights under UK GDPR:

- Right of access

- Right to rectification

- Right to erasure

- Right to restriction

- Right to data portability

- Right to object

- Right to withdraw consent

To exercise your rights, contact info@optimumrun.com. We will respond within one month.

8 | How We Protect Your Data

We use appropriate technical and organisational measures to protect your data, including secure storage systems, access controls, and limiting access to personal data where necessary.

Special category data (health information) is treated with additional care and only accessed where required.

9 | Your Right to Complain

If you are unhappy with how we handle your data, you can contact the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Helpline: 0303 123 1113

We would appreciate the opportunity to resolve concerns directly first.

10 | Cookies

We use cookies and similar technologies to improve your experience and analyse website traffic.

Where required, we will request your consent before placing non-essential cookies on your device. You can manage or withdraw consent at any time through your browser settings.

11 | Changes to This Policy

We may update this policy occasionally. Any updates will be published on this page with a revised date.