Privacy notice
How Quantified Athlete Ltd handles personal information in performance coaching.
Last updated 20 September 2026 · Version 1.0 · Reference QA-2026-01
Key point: I never sell your information, and your session content is never put into any AI tool outside my Microsoft 365 account.
Who I am
Quantified Athlete Ltd (company number 11633152, registered office 2-3 Charter Point Way, Ashby de la Zouch, Leicestershire, LE65 1NF) is the controller of the personal information described in this notice. Coaching is delivered by Paul Walker, and you can contact me about your data at Paul@QuantifiedAthlete.co.uk.
ICO registration number: ZC252113
What information I collect
- Contact details: your name, email address, phone number and postal address.
- Billing information: invoices and records of payments. I do not store card details.
- Coaching information: your goals, what we discuss, my notes, and the reports I send you.
- Session recordings, transcripts and AI summaries, only if you consent to recording.
- Assessment results: for example, your VIA Character Strengths or Spotlight profile results, where you choose to share them with me.
- Messages and voice notes you send me on WhatsApp.
- Health and wellbeing information you choose to share, such as sleep, stress, energy or injury. This is special category information and receives extra protection.
You may mention other people during coaching, such as colleagues or family. I record only what is needed for our work and avoid noting their names where possible.
Why I use it, and the legal basis
| Purpose | Information | Legal basis |
|---|---|---|
| Delivering coaching, reports and messaging support | Contact and coaching information, assessment results, messages | Contract: needed to provide the coaching you have asked for |
| Recording sessions and producing AI summaries | Recordings, transcripts and summaries | Consent, which you can withdraw at any time |
| Coaching on health and wellbeing topics | Health and wellbeing information | Consent, plus your explicit consent for special category information |
| Invoicing and keeping accounts | Contact and billing information | Contract, and legal obligation (tax and company records) |
| Keeping a record of our agreement to deal with any questions, complaints or claims | Agreement, session dates, related correspondence | Legitimate interests: protecting my business and handling complaints fairly |
| Responding to a serious risk of harm | Only what is necessary | Vital interests, or another legal basis that applies at the time |
AI-assisted session summaries
With your consent, sessions are recorded in Microsoft Teams and summarised by Microsoft Teams Copilot inside my Microsoft 365 account. That account has enterprise data protection, which means your session content stays within it, is not shared with other Microsoft customers, and is not used to train AI models.
I combine that summary with my own handwritten notes to produce your report, and I review and edit it before sending. No decisions with legal or similarly significant effects are made about you by automated means. I do not put your session content into any other AI tool.
Who I share it with
I never sell your information. I use the following service providers, who process it on my behalf and under contract:
- Microsoft, for Teams sessions, recordings, AI summaries, email and file storage, under enterprise data protection;
- WhatsApp (Meta), for messages and voice notes between sessions;
- Xero, for invoicing and accounts;
- Xeinadin (Ashby de la Zouch), my accountants; and
- Barclays, my bank, for payments you make.
Assessments: where you complete an assessment with the provider directly, such as the VIA Character Strengths survey with the VIA Institute, you give your information to that provider and their own privacy policy applies to it. Where an assessment is carried out with me, I keep your results in pseudonymised form alongside your other records, and delete them when you ask me to or when the retention period below is reached.
I may also share information with my insurers or professional advisers if needed to deal with a claim, or where the law requires it.
International transfers
Some of the providers above may process data outside the UK, for example in the United States. Where they do, transfers rely on UK adequacy regulations (including the UK-US Data Bridge where the provider is certified) or approved contractual safeguards.
I sometimes work from outside the UK. When I do, your information stays on my encrypted devices and within the services listed above.
If you live outside the UK, your reports and messages will be sent to you there.
How long I keep it
| Information | How long |
|---|---|
| Session recordings, transcripts and AI summaries | Deleted within 30 days of the session, once your report has been produced |
| Coaching notes, reports and assessment results I hold | 1 year after our coaching ends, then securely deleted |
| WhatsApp messages and voice notes | 1 year after our coaching ends, then deleted |
| Signed agreement, session dates and any complaint records | 6 years after our coaching ends, in case of questions or claims |
| Invoices and financial records | 6 years from the end of the financial year they relate to, as required by law |
How I keep it secure
My coaching notes are stored in pseudonymised form: they are labelled with a code rather than your name, and the link between the two is kept separately. I use device encryption, strong passwords and two-factor authentication on the accounts and devices that hold client data. Recordings are held in my Microsoft 365 account under enterprise data protection and deleted as set out above.
Your rights
You have the right to:
- access the information I hold about you;
- have inaccurate information corrected;
- have your information deleted, where there is no good reason for me to keep it;
- restrict or object to how I use it;
- receive your information in a portable format; and
- withdraw your consent at any time, without affecting anything done before you withdrew it.
To use any of these rights, email me at Paul@QuantifiedAthlete.co.uk. I will respond within one month.
Complaints
If you are unhappy with how I have handled your information, please tell me first, either through the form at quantifiedathlete.co.uk/contact or by email at Paul@QuantifiedAthlete.co.uk. I will acknowledge your complaint within 30 days, look into it, keep you updated, and let you know the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection: ico.org.uk, or 0303 123 1113.
Changes to this notice
I will update this notice if the way I handle your information changes and tell you about any significant changes.
Quantified Athlete Ltd · Registered in England and Wales, company number 11633152 · Registered office: 2-3 Charter Point Way, Ashby de la Zouch, Leicestershire, LE65 1NF
