Privacy Policy

Last Updated: 11 Oct 25
Close the Gap Performance
Website: www.closethegapperformance.co.uk
Email: info@closethegapperformance.co.uk
WhatsApp: +44 7451 222665

1. Introduction

Welcome to Close the Gap Performance.
Your privacy is extremely important to us, and we are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website, contact us, or become a coached athlete.

By using this website or providing your personal data, you agree to the terms outlined in this policy.

2. Who We Are

Close the Gap Performance (“we”, “us”, “our”) is a UK-based cycling coaching business that provides training plans, performance analysis, and coaching support to riders of all levels.

We act as the data controller for the personal data we collect and process.

3. Information We Collect

We collect information in several ways, including through website forms, email, WhatsApp, TrainingPeaks integrations, and direct contact.

a. Information you provide directly

  • Personal Identification Data: Full name, date of birth, gender, contact details (email, phone number, address).

  • Coaching & Performance Data: Fitness metrics, training history, race results, and health information relevant to coaching.

  • Payment Data: Details necessary to process payments (via third-party providers such as PayPal, Stripe, or bank transfer).

  • Communication Data: Information shared via email, WhatsApp, or social media related to your coaching or enquiries.

b. Information collected automatically

When you visit our website, we may automatically collect:

  • Usage Data: Pages visited, time spent on site, clicks, and traffic sources.

  • Device & Technical Data: IP address, browser type, device type, and operating system.

  • Cookies: We use cookies to improve site functionality, performance, and analytics. You can disable cookies in your browser settings.

c. Third-party data

If you use integrated services such as TrainingPeaks, we may access limited performance data to tailor your training plan. We only collect what is necessary for coaching and analysis.

4. How We Use Your Information

We will only use your data when it is lawful to do so. The most common uses are:

PurposeLegal BasisExplanationTo respond to enquiries and provide coaching servicesContractWe need your data to deliver our services.To send updates, training feedback, and communicationsLegitimate Interest / ContractTo maintain effective communication between coach and athlete.To process payments and invoicesLegal Obligation / ContractRequired for financial transactions.To improve our website and marketing effectivenessLegitimate InterestHelps us analyse and improve user experience.To send marketing or promotional informationConsentOnly if you’ve opted in to receive marketing emails.To comply with UK law and data protection obligationsLegal ObligationRequired by the UK GDPR and Data Protection Act 2018.

5. Marketing & Communications

You may receive occasional emails or messages about services, special offers, or training content if you have opted in.

You can unsubscribe or change your preferences at any time by clicking the unsubscribe link in our emails or by contacting us directly at info@closethegapperformance.co.uk.

We do not sell or rent your personal information to any third party.

6. How We Share Your Information

We only share data when necessary and only with trusted partners who adhere to GDPR standards. These may include:

  • TrainingPeaks: For performance tracking and analysis.

  • Payment Processors: Such as PayPal or Stripe for secure payments.

  • Cloud & Email Providers: Google Workspace for email and document storage.

  • Analytics Providers: Such as Google Analytics to understand website usage.

All third-party service providers are required to process your information securely and only for the purpose specified by us.

7. Data Storage and Security

Your personal data is stored securely in encrypted systems including Google Workspace, TrainingPeaks, and secure database hosting provided by Squarespace (our website provider).

We use the following safeguards:

  • Encrypted email communication (TLS)

  • Password-protected systems and devices

  • Two-factor authentication on key accounts

  • Limited staff access on a need-to-know basis

If we suspect a data breach, we will take immediate action and notify you and the Information Commissioner’s Office (ICO) as required by law.

8. How Long We Keep Your Data

We only retain your personal information for as long as necessary:

  • Active clients: Data is stored for the duration of your coaching relationship and up to 12 months after termination.

  • Inactive enquiries: Stored for up to 6 months for follow-up purposes.

  • Financial records: Retained for 6 years to comply with HMRC requirements.

After this period, your data will be securely deleted or anonymised.

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  1. Access – Request a copy of the personal data we hold about you.

  2. Rectification – Request corrections to any inaccurate or incomplete data.

  3. Erasure (“Right to be Forgotten”) – Request deletion of your personal data when it’s no longer necessary.

  4. Restriction of Processing – Limit how we use your data under certain circumstances.

  5. Data Portability – Receive your data in a structured, commonly used, and machine-readable format.

  6. Objection – Object to processing where we rely on legitimate interests (e.g. marketing).

  7. Withdraw Consent – Withdraw your consent at any time (e.g. marketing emails).

To exercise these rights, contact:
📧 info@closethegapperformance.co.uk

We may need to verify your identity before fulfilling your request.

10. Cookies Policy

Our website uses cookies to enhance your browsing experience. Cookies are small files stored on your device that help us improve site functionality, security, and analytics.

You can control cookie settings in your browser or via our on-site cookie banner. However, disabling cookies may affect how some parts of the site function.

11. Links to Other Websites

Our website may include links to external websites (e.g., partner brands, affiliates, or social media).
We are not responsible for the privacy practices of these websites, so we encourage you to read their privacy policies when visiting them.

12. Children’s Data

Our services are not directed to children under 16.
We do not knowingly collect or process data from anyone under this age. If we become aware of such data, it will be deleted immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Any updates will be posted on this page with a revised “Last Updated” date.
We encourage you to review this policy periodically to stay informed about how we protect your data.

14. Contact Us

If you have any questions, requests, or complaints about how we handle your data, please contact us:

Close the Gap Performance
📧 info@closethegapperformance.co.uk
🌐 www.closethegapperformance.co.uk
📱 WhatsApp: +44 7451 222665

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk