Privacy Policy

Tom Payn Performance Coaching (TPPC) is a trading name of the Run Namaste Eat partnership.

We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, who we may share it with, and the rights you have in relation to your personal information.

For the purposes of applicable data protection law, the Run Namaste Eat partnership, trading as Tom Payn Performance Coaching (TPPC), is the data controller.

If you have any questions about this Privacy Policy or how your personal information is used, please contact us at coach@tompayn.com.

1. Personal information we collect

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

This may include your name, email address, telephone number and other contact information; information submitted through coaching enquiry forms or the Training Audit; information relating to event bookings and transactions; and communications you have with us by email, WhatsApp or other channels.

If you become a coaching client, we may also process information about your training history, goals, availability, performance, completed training, athlete feedback, TrainingPeaks data and other information required to provide your coaching service.

You may choose to provide information about injuries, illness, medical conditions or other aspects of your health that are relevant to your training and coaching. Health information is classed as special category personal data and is given additional protection under data protection law.

Where appropriate, we may also process videos or biomechanical information provided for running analysis through services such as Ochy.

If you subscribe to TPPC marketing emails, we may process your email address, subscription preferences and information about your interaction with our emails, such as whether an email has been opened or a link clicked.

When you use our website, we may also collect technical and usage information such as your device or browser information, IP address, pages visited and information collected through cookies and analytics technologies.

2. How we collect your information

We normally receive personal information directly from you when you complete a form on our website, enquire about coaching, request a Training Audit, book an event, subscribe to email communications, communicate with us, or become a coaching client.

We may also receive information through services you use as part of your coaching relationship with us, including TrainingPeaks, Ochy and Google services.

Website usage information may be collected through Squarespace Analytics, Google Analytics and cookies or similar technologies, subject to the consent choices available on our website.

We use personal information only where we have an appropriate reason and lawful basis for doing so.

When you enquire about coaching or ask us to take steps towards providing coaching, we process the information necessary to respond to your enquiry and potentially enter into a contract with you.

When you become a coaching client, we process information necessary to provide and manage your coaching service, including creating and reviewing training, communicating with you, monitoring progress and maintaining relevant coaching records.

Where you provide health, injury or illness information that is relevant to coaching, we process this information for the purpose of providing safe and appropriate coaching. Because this is special category personal data, we also seek your explicit consent to process this information where required.

When you request a Training Audit, we use the information you provide to prepare and deliver the audit you have requested and to administer that service.

When you book a Training Day, Training Weekend or other event, we use your information to administer your booking, communicate with you about the event and provide the service you have purchased.

We process certain transaction and financial records where necessary to meet our accounting, tax and other legal obligations.

We may use limited personal information where necessary for the legitimate interests of operating, administering, protecting and improving TPPC, provided that those interests are not overridden by your data protection rights.

We use your information for email marketing where you have given the appropriate consent. You can unsubscribe from marketing communications at any time.

Where non-essential analytics technologies such as Google Analytics require consent, we use them in accordance with the choices you make through our website's cookie controls.

3. How and why we use your information

Effective endurance coaching may sometimes require information about injuries, illness, medical conditions or other health-related matters that may affect your training.

We only ask for or use health information where it is relevant to the coaching service. Where required, we rely on your explicit consent to process this special category information.

You may withdraw your consent to the processing of health information at any time by contacting coach@tompayn.com. Withdrawing consent does not affect processing that was lawful before consent was withdrawn. In some circumstances, withdrawing consent may mean that we are unable to continue providing some or all of the coaching service safely or effectively.

TPPC does not provide medical diagnosis or treatment, and information collected for coaching purposes should not be regarded as a substitute for professional medical advice.

4. Health and special category information

We may send you news, coaching information, event announcements and other marketing communications where you have consented to receive them or where another lawful basis for doing so applies.

Providing your email address for a coaching enquiry, Training Audit or event booking does not by itself mean that you have agreed to receive general TPPC marketing communications.

You can unsubscribe from marketing emails at any time using the unsubscribe option contained in the email or by contacting coach@tompayn.com.

We may retain a limited suppression record after you unsubscribe so that we can respect your request and avoid accidentally adding you to marketing communications again.

5. Email marketing

Event bookings and payments made through our website are processed using Squarespace and its payment-processing and fraud-prevention providers.

TPPC receives information about your order and transaction that is necessary to administer your booking and maintain appropriate financial records. We do not normally receive or store your full payment-card details.

Payment providers process payment information in accordance with their own privacy and security practices.

6. Payments and event bookings

We use trusted third-party services to operate TPPC and provide our services. These may process personal information on our behalf or, in some circumstances, as independent data controllers.

These services include Squarespace for website hosting, forms, event bookings, email campaigns and website analytics; Squarespace Payments and associated payment and fraud-prevention providers; Google Workspace for email, Drive, Sheets and Forms; Google Analytics for website analytics; TrainingPeaks for athlete training and coaching information; WhatsApp/Meta for communications; and Ochy for running and biomechanical analysis.

We may also disclose information where necessary to professional advisers such as accountants or legal advisers, to insurers, or to tax authorities, regulators, law-enforcement bodies or other organisations where we are legally required or permitted to do so.

We do not sell your personal information.

7. Services and organisations we use

8. International transfers

Some of the companies that provide services to TPPC may process or store personal information outside the United Kingdom or European Economic Area.

Where personal information is transferred internationally, we take appropriate steps to ensure that it remains protected in accordance with applicable data protection law.

Depending on the circumstances, these protections may include transfers to countries recognised as providing an adequate level of data protection, participation in recognised data-protection frameworks, or approved contractual safeguards and international data-transfer arrangements.

You can contact coach@tompayn.com if you would like further information about the safeguards relevant to your personal information.

9. How long we keep personal information

We do not keep personal information for longer than reasonably necessary for the purpose for which it was collected, taking account of our legal, accounting and operational requirements.

General enquiries and unsuccessful coaching applications are normally retained for up to 12 months after the last relevant contact. Training Audit information is normally retained for up to 12 months after the audit unless you subsequently become a coaching client.

Relevant coaching records may normally be retained for up to three years after a coaching relationship ends. Health information is retained only for as long as it remains reasonably necessary for the coaching relationship and associated record-keeping.

Videos or biomechanical material used for services such as Ochy analysis will normally be retained only while relevant to coaching and for up to 12 months after the last relevant analysis.

Relevant event-booking information may normally be retained for up to two years following the event. Financial and transaction records are normally retained for approximately six years, or for any longer period required by applicable tax, accounting or legal requirements.

Marketing information is retained while you remain subscribed and may subsequently be retained in a limited suppression record to ensure that an unsubscribe request continues to be respected.

Where applicable, user-level Google Analytics information is normally configured with a retention period of up to 14 months.

We may delete or anonymise information earlier where it is no longer required.

10. How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

These measures include restricting access to personal information, using appropriate account security and using two-factor authentication on key services.

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

Depending on the circumstances and the applicable law, you may have rights to request access to the personal information we hold about you, ask us to correct inaccurate information, request deletion of information, restrict certain processing, object to certain uses of your information, and receive certain information in a portable format.

Where we rely on your consent, you also have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Some rights are subject to legal conditions or exceptions and may not apply in every situation.

To exercise a data protection right, contact coach@tompayn.com.

We may need to ask for information reasonably necessary to confirm your identity before responding to a request.

11. Your data protection rights

12. Complaints

If you have concerns about the way we use your personal information, please contact us first at coach@tompayn.com and we will try to resolve the issue.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK data protection regulator.

Where EU data protection law applies, you may also have the right to complain to the appropriate data protection supervisory authority in the country where you live or work, or where you believe a breach of data protection law has occurred.

13. Children

TPPC's one-to-one coaching service is intended for adults aged 18 and over.

We do not knowingly collect children's personal information through our adult coaching application process.

14. Automated decision-making

We do not use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects on you.

Our website uses cookies and similar technologies for functions including website operation and analytics.

Essential cookies may be used where necessary for the website to function. Where consent is required for non-essential cookies or analytics technologies, you will be given an opportunity to make your choices through our cookie controls.

15. Cookies

We may update this Privacy Policy from time to time to reflect changes to our services, technology, suppliers or legal requirements.

The date shown at the top of this page indicates when the policy was last updated.

16. Changes to this Privacy Policy

17. Contact us

For questions about this Privacy Policy, how TPPC uses your personal information, or to exercise your data protection rights, please contact:

Tom Payn Performance Coaching (TPPC)
A trading name of the Run Namaste Eat partnership
Email: coach@tompayn.com