Privacy Policy

Genetic Potential Coaching

ICO Registration No.

Last updated: June 2026

1.  Who We Are

Genetic Potential Coaching ("we", "us", "our") is a coaching company based in the United Kingdom. Coaching is all about trust and we are committed to protecting your personal data and handling it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For any data-related queries, contact us at fionalothian@geneticpotential.com

2.  What Data We Collect

We may collect and process the following personal information:

Basic contact and booking information:

• Full name
• Email address
• Phone number (if provided)

Health and training information (where you complete our intake form):

• Date of birth
• Medical history and current health conditions
• Injury history
• Training history and current fitness levels
• Goals and performance data

Payment information:

• Transaction records processed via Square (we do not store your card details — these are handled directly and securely by Square)

Training platform data:

• Training plans, session logs, and performance metrics processed via TrainingPeaks

Message communications:

• The content of messages exchanged with you via email, WhatsApp and SMS (text message), including coaching instructions, check-ins, and general correspondenc.

3. How We Collect Your Data

We collect data when you:

• Email us to enquire about or book a consultation
• Contact us via email, WhatsApp or SMS
• Complete our consultation form
• Make a payment for our services
• Use the TrainingPeaks platform as part of your coaching programme

4.  Why We Process Your Data (Lawful Basis)

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

Where we rely on consent (particularly for special category data such as health information), you have the right to withdraw that consent at any time.

5. Special Category Data

Medical history, injury history, and health conditions are classified as special category data under UK GDPR and attract a higher level of protection. We only collect this information where you have provided it voluntarily and with your explicit consent. This data is used solely to tailor your coaching programme and keep you safe.

Where you share health-related information through WhatsApp or SMS, this is treated with the same level of protection as any other special category data we hold.

6. How We Store Your Data

Your data is stored:

• On a password-protected laptop, accessible only to authorised personnel
• In a password-protected spreadsheet
• Within TrainingPeaks, which applies its own security measures and privacy policy
• Payment records are held within Square, which applies its own security measures and privacy policy
• WhatsApp messages are stored within the WhatsApp application, which is subject to WhatsApp's own privacy policy and Meta's data practices
• SMS messages are stored on a password-protected device

We take reasonable technical and organisational steps to protect your data from unauthorised access, loss, or misuse. We recommend you review the privacy policies of TrainingPeaks, Square, and WhatsApp directly.

Please be aware that WhatsApp and SMS are not fully encrypted end-to-end channels for data storage purposes, and we recommend you avoid sending highly sensitive medical information via these channels where possible. Where you do, it will be treated with the same care as all other personal data we hold.

7. How Long We Keep Your Data

We retain your data for as long as your coaching relationship with us is active, and for a period of 6 years after our relationship ends, in line with UK tax and legal record-keeping requirements. Health and medical data will be deleted or anonymised once it is no longer required.

Where data is held within WhatsApp or SMS threads, we will delete relevant conversations upon request or at the end of the retention period.

Once the coaching relationship is no longer active Genetic Potential will be deleted from your Training Peaks account, so you will still have access to your data.

8. Who We Share Your Data With

We do not sell or rent your data to third parties. We share data only with:

• TrainingPeaks — to deliver your coaching programme
• Square — to process payments
• Meta (WhatsApp) — as the platform through which WhatsApp messages are transmitted (subject to their own privacy policy)
• Legal or regulatory authorities — if required by law

TrainingPeaks, Square, and Meta act as independent data controllers for the data they process. Please refer to their respective privacy policies for details.

9. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data (subject to legal obligations)
• Restriction — ask us to limit how we use your data
• Portability — receive your data in a portable format
• Object — object to processing based on legitimate interests
• Withdraw consent — at any time, where consent is the lawful basis

To exercise any of these rights, contact us at fionalothian@geneticpotential.com

We will respond within one calendar moth.

10. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Phone: 0303 123 1113

We would, however, appreciate the opportunity to address any concerns directly before you contact the ICO

11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on request, and we will notify existing clients of any significant changes.