Privacy Policy

Your privacy is not a compliance exercise at RunWithIan. It is a commitment. We handle the most personal kind of data, your health, your body, your goals, and your vulnerabilities, and we treat that responsibility with the same care and discretion we bring to every coaching relationship. This policy explains clearly and honestly what data we collect, why we collect it, how we protect it, and what your rights are under UK law.

Please read it carefully. If anything is unclear, contact us directly. We will always answer plainly.

1. Who We Are

RunWithIan is a premium running and resilience coaching service operated by Ian Baynes, trading as RunWithIan, based in the Cotswolds, United Kingdom.

Trading name: RunWithIan

Founder: Ian Baynes

Website: www.runwithian.com

Email: ian.baynes@runwithian.com

Location: Cotswolds, England, United Kingdom

RunWithIan is the data controller for all personal data collected through this website and through our coaching services. We are responsible for ensuring that personal data is handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

2.1 Data You Provide Directly

When you interact with RunWithIan, through our website, application form, or coaching relationship, we may collect the following categories of personal data:

• Full name and contact details including email address and telephone number

• Location information including country and city of residence

• Professional background and employment information where voluntarily provided

• Responses to application and onboarding questions

• Communication history including emails and messages exchanged with Ian Baynes

• Goals, motivations, and personal context shared during the coaching relationship

2.2 Health and Biometric Data (Special Category Data)

As part of our bespoke coaching programmes, we may collect and process health-related information. This is classified as special category data under UK GDPR and is handled with the highest level of care and protection. This may include:

• VO2 max testing results and cardiovascular performance data

• Blood panel and metabolic health results

• DNA profiling and genetic health indicators

• Resting heart rate, sleep data, and recovery metrics

• Body composition, weight, and biometric measurements

• Medical history, current health conditions, and medication where disclosed

• Injury history and physical limitations

We collect this data only with your explicit written consent and only to the extent necessary to deliver your coaching programme. You may withdraw consent for the processing of special category data at any time. Withdrawal of consent will not affect the lawfulness of processing carried out before withdrawal.

2.3 Data Collected Automatically

When you visit runwithian.com, certain technical data may be collected automatically through cookies and similar technologies, including:

• IP address and approximate geographic location

• Browser type, device type, and operating system

• Pages visited, time spent on site, and navigation behaviour

• Referring website or source

Please refer to Section 9 of this policy for full details of our cookie usage.

3. How We Collect Your Data

We collect personal data through the following means:

• The application form on runwithian.com when you apply for a coaching place

• Email and telephone correspondence when you contact us directly

• Onboarding consultations and intake interviews conducted by Ian Baynes

• Third-party diagnostic services including VO2 max testing and blood panel providers who are contracted to deliver these services on our behalf

• Coaching sessions, check-ins, and progress reviews throughout your membership

• Automated website analytics tools including cookies, subject to your consent

4. Why We Collect Your Data and Our Lawful Basis

UK GDPR requires that we have a lawful basis for processing your personal data. We rely on the following lawful bases:

4.1 Contract Performance

The majority of personal data we process is necessary to deliver your coaching programme, to build your bespoke training plan, track your progress, and provide the coaching relationship you have engaged us to provide. This processing is necessary for the performance of our contract with you.

4.2 Legitimate Interests

We may process certain data on the basis of our legitimate interests, including:

• Responding to enquiries from prospective clients

• Maintaining records of our coaching work for professional purposes

• Improving the quality of our services based on client outcomes

• Communicating with past clients where there is a reasonable expectation of ongoing relationship

We only rely on legitimate interests where those interests are not overridden by your rights and interests.

4.3 Explicit Consent (Special Category Data)

For health and biometric data, we rely on your explicit written consent. This consent is obtained before any health data is collected and is documented in your onboarding agreement. You have the right to withdraw this consent at any time.

4.4 Legal Obligation

We may process certain data where required to comply with a legal obligation, such as financial record-keeping requirements under UK tax law.

5. How We Use Your Data

We use your personal data exclusively for the following purposes:

• To assess your application for a coaching place at RunWithIan

• To design and deliver your bespoke coaching programme

• To monitor your progress and adapt your plan as required

• To communicate with you throughout the coaching relationship

• To coordinate with third-party specialists including breathwork coaches, sleep physiologists, and nutritionists who form part of your programme

• To maintain accurate records of your coaching history

• To process payments and maintain financial records as required by law

• To respond to your enquiries and support requests

• To send programme updates, scheduling information, and content directly relevant to your membership

We do not use your personal data for automated decision-making or profiling. Every decision about your programme is made by Ian Baynes personally.

We do not use your personal data for marketing purposes without your separate, explicit consent. We do not sell, rent, or trade your data to any third party under any circumstances.

6. Who We Share Your Data With

RunWithIan operates on a foundation of discretion. We do not share your personal data with third parties except in the following limited and necessary circumstances:

6.1 Specialist Service Providers

Where your coaching programme includes sessions with specialist practitioners, such as breathwork coaches, sleep physiologists, or performance nutritionists, we share only the information those practitioners require to deliver their specific service. Each specialist is subject to a data processing agreement and is prohibited from using your data for any other purpose.

6.2 Diagnostic Providers

Third-party providers who conduct VO2 max testing, blood panel analysis, or DNA profiling will receive only the personal information required to carry out that specific diagnostic. Their handling of your data is governed by their own privacy policies, which we review before engagement. We will always inform you which providers are involved before any diagnostic takes place.

6.3 Technology and Administration

We use a small number of trusted technology providers to operate our business, including website hosting, email services, and payment processing. These providers act as data processors on our behalf and are contractually prohibited from using your data for their own purposes. All providers used by RunWithIan are based in the UK or European Economic Area, or have appropriate safeguards in place for international data transfers.

6.4 Legal Requirements

We may disclose your personal data if required to do so by law, by a court order, or by a regulatory authority. We will notify you of any such disclosure where we are legally permitted to do so.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes for which it was collected, and in accordance with our legal obligations.

Applicants Who Do Not Proceed

If you submit an application but do not become a client, your data will be retained for six months following our final communication and then securely deleted, unless you have given consent for us to contact you in future.

Active Clients

Personal and health data is retained throughout the duration of your membership and for three years following the conclusion of your coaching relationship. This retention period allows us to provide continuity of care should you return to coaching in future.

Financial Records

Financial records including payment information are retained for seven years in accordance with UK tax legislation.

Health and Biometric Data

Health and biometric data is retained for the duration of your coaching membership and for three years thereafter. You may request deletion of health data at any time, subject to any overriding legal obligations.

When data is no longer required, it is securely deleted or anonymised. We do not archive data indefinitely.

8. How We Protect Your Data

We take the security of your personal data seriously, particularly given the sensitive nature of the health information we hold. Our security measures include:

• Encrypted storage of all personal and health data

• Password-protected and access-controlled systems with access limited to Ian Baynes and contracted specialists on a need-to-know basis

• Secure, encrypted communication channels for sharing sensitive information

• Regular review of security measures and data handling practices

• Data processing agreements with all third-party providers who handle personal data on our behalf

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours of becoming aware of the breach, and we will notify you without undue delay where the breach is likely to result in a high risk to your rights.

9. Cookies

Our website uses cookies, small text files placed on your device, to help the site function correctly and to understand how visitors use it.

Essential Cookies

These cookies are necessary for the website to function and cannot be switched off. They include cookies that enable basic navigation and form functionality. No consent is required for essential cookies.

Analytics Cookies

With your consent, we use analytics cookies to understand how visitors interact with our website, which pages are visited, how long visitors spend on the site, and where they arrive from. This information is used solely to improve the website experience. Analytics cookies are only placed after you have given your consent via our cookie consent banner.

Managing Your Cookie Preferences

You can manage or withdraw your consent to non-essential cookies at any time by adjusting your settings through the cookie preference centre on our website. You can also control cookies through your browser settings, though this may affect the functionality of the site.

We do not use advertising cookies or tracking cookies that follow you across third-party websites.

10. Your Rights Under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the following rights in relation to your personal data. We will respond to all valid requests within one calendar month.

The Right to Be Informed

You have the right to be informed about how we collect and use your personal data. This privacy policy fulfils that obligation. If you have any questions not addressed here, please contact us.

The Right of Access

You have the right to request a copy of the personal data we hold about you. This is known as a Subject Access Request. We will provide this information free of charge within one month of your request.

The Right to Rectification

You have the right to request that we correct any inaccurate or incomplete personal data we hold about you. We will action any valid rectification request without undue delay.

The Right to Erasure

You have the right to request that we delete your personal data where there is no compelling reason for its continued processing. This right is not absolute and may be subject to legal retention requirements. We will inform you if we are unable to fulfil an erasure request and explain our reasons.

The Right to Restrict Processing

You have the right to request that we restrict the processing of your personal data in certain circumstances, for example, where you contest the accuracy of the data or where you have objected to processing pending verification of our legitimate grounds.

The Right to Data Portability

Where processing is based on your consent or on a contract, and is carried out by automated means, you have the right to receive your personal data in a structured, commonly used, and machine-readable format, and to have that data transmitted to another controller where technically feasible.

The Right to Object

You have the right to object to the processing of your personal data where we rely on legitimate interests as our lawful basis. You also have the right to object to processing for direct marketing purposes at any time, without giving any reason.

Rights Related to Automated Decision-Making

You have the right not to be subject to decisions made solely by automated processing that have a legal or similarly significant effect on you. RunWithIan does not carry out automated decision-making. All coaching decisions are made personally by Ian Baynes.

The Right to Withdraw Consent

Where processing is based on your consent, including the processing of special category health data, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing carried out prior to withdrawal.

To exercise any of these rights, please contact us using the details in Section 13. We will verify your identity before processing any request.

11. International Data Transfers

RunWithIan is based in the United Kingdom and we process the majority of personal data within the UK. Where we use technology providers or specialist practitioners based outside the UK, we ensure that appropriate safeguards are in place to protect your data, including:

• Transfers to countries deemed adequate by the UK Government

• Standard contractual clauses approved for use under UK GDPR

• Binding corporate rules where applicable

We will always inform you if your data is transferred outside the UK and explain the safeguards in place.

12. Children's Data

RunWithIan coaching services are designed exclusively for adults aged 18 and over. We do not knowingly collect personal data from individuals under the age of 18. If you believe that a child has submitted personal data to us, please contact us immediately and we will take steps to delete that information.

13. How to Contact Us and Make a Complaint

Contact Us

For any questions about this privacy policy, to exercise your data rights, or to raise a concern about how your data is handled, please contact Ian Baynes directly:

Data Controller: Ian Baynes, trading as RunWithIan

Email: ian.baynes@runwithian.com

Website: www.runwithian.com

Response time: we aim to respond to all data related enquiries within five working days

The Right to Complain

If you are not satisfied with our response, or if you believe we are processing your personal data unlawfully, you have the right to lodge a complaint with the UK's supervisory authority for data protection:

Authority: Information Commissioner's Office (ICO)

Website: www.ico.org.uk

Telephone: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you contact the ICO and would ask that you contact us directly in the first instance.

14. Changes to This Policy

We review this privacy policy regularly and will update it when our practices change or when required by law. Where changes are material, we will notify active clients directly by email. The effective date at the top of this document will always reflect when the policy was last updated.

We encourage you to review this policy periodically. Continued use of our services following notification of any changes constitutes your acceptance of those changes.