Privacy Policy

Last updated: 11 September 2026

This notice explains how Henry Latimer, trading as Cycling Coach Henry (CCH), handles personal information relating to this website, enquiries, coaching, metabolic testing and training plans.

CCH is reviewing its health-data permissions, marketing forms, retention arrangements and service-provider safeguards. This interim notice describes current practices. Reading it or using the website does not itself give consent to processing.

1. Who is responsible for your information?

I am Henry Latimer, a sole trader and the data controller for the personal information I use to run CCH and provide my services. Contact me about privacy or your information at henry@cyclingcoachhenry.com.

2. Information I collect

The information I handle depends on how you interact with CCH. It may include:

• Your name, contact details, age and relevant parent or guardian details.
• Your goals, cycling experience, availability, lifestyle, questionnaire responses and coaching correspondence.
• Training sessions, power and heart-rate data, feedback, race results and activity files. Activity files may include location information.
• Relevant medical conditions, medication, injury information, recovery information and physiological or metabolic test results.
• Appointment details, agreements, invoices, payment status and bank-transfer records.
• Coaching-call transcripts, summaries, dashboards and analysis.
• Marketing preferences, permissions, photographs and testimonials that you provide.
• Technical information associated with website visits and embedded services, such as IP addresses, browser information and interactions.

I receive information directly from you, through tests we conduct and through platforms used for your coaching. Where agreed, information may also come from a parent, guardian or another professional supporting you.

Payments are made through Stripe or bank transfer. I do not store payment-card details. Stripe handles card information under its own privacy arrangements.

3. How and why I use information

I use information to respond to enquiries, arrange appointments, provide and review coaching, interpret test results, create training plans, communicate with you and administer CCH.

For steps you ask me to take before buying a service, and for delivering an agreed service, the usual lawful basis is taking steps towards or performing our contract. Tax and accounting records are kept to meet legal obligations.

General business administration, handling other enquiries and protecting the business may rely on legitimate interests. These interests are running CCH effectively, communicating with people who contact me and dealing with disputes, while considering your rights and reasonable expectations.

Optional publicity, marketing, health information and AI-assisted processing require their own consideration of permissions and lawful bases; signing a coaching agreement does not automatically authorise every use.

4. Health information

Medical information and information revealing your health receive additional protection under UK data protection law. I use relevant information to understand your circumstances, tailor coaching and interpret training and testing results.

Processing this information requires both an ordinary lawful basis and an additional condition for special-category data. I am reviewing the separate health-data permissions used in onboarding and testing. Confirmation of medical clearance is not the same as explicit consent to process health information.

If you have questions about health information already held, or want to discuss limiting its use, please contact me. Where I rely on your consent, you can withdraw it. I will explain any effect on the service and any separate lawful reason for retaining particular records.

5. Coaching calls and AI-assisted analysis

I use Google's Gemini transcription features in Google Meet for coaching calls. Riders are made aware of transcription during the call.

I also use coaching-call transcripts in ChatGPT, provided by OpenAI, to support client dashboards and coaching analysis. Transcripts may contain identifiable information and sensitive details discussed during a call. This use involves providing that information to an external service, rather than keeping it solely in my own documents.

I am updating the information and permissions provided to clients about this use. If you have not previously been told about it, or wish to raise a concern about a transcript, please contact me.

6. Junior riders

CCH accepts riders aged 16 and over. Parental consent is required for riders under 18, and parents or guardians receive the onboarding documents.

Permission from a parent or guardian is also obtained for publishing photographs or testimonials involving under-18 riders. Young riders retain their own data protection rights; parental involvement does not mean unrestricted access to all information.

7. Services and people who receive information

The services used to handle relevant client information include:

• HubSpot: contact records, enquiries, forms, marketing and appointment bookings.
• TrainingPeaks and Vekta: training delivery and performance analysis.
• INSCYD: metabolic analysis and reporting.
• Google Workspace, Google Meet and Gemini: email, documents, calls and transcription.
• ChatGPT/OpenAI: transcript-based client dashboards and analysis.
• WhatsApp: coaching communication.
• Skool: community and learning services where used.
• Stripe and banking providers: payments and transaction records.
• Website hosting and embedded-service providers: delivering the website and its features, including Spotify.

I do not put client data into WKO, myWindsock or VeloViewer. Their logos on the website do not mean that they receive your information.

Sharing with teams, schools, nutritionists or other coaches is not routine and is agreed with you beforehand. Information may also be disclosed where required by law or where another lawful basis permits a necessary disclosure, such as responding to a safeguarding concern.

I am the only person within CCH who accesses stored client records. External providers may process information as part of providing their services; some also act independently under their own privacy policies.

8. International processing

External providers may store information or allow access from outside the UK. I am reviewing the relevant provider arrangements, locations and transfer safeguards. Please contact me for information about a particular service or transfer.

9. Website forms, storage and embedded content

The website includes HubSpot forms and meeting calendars, and a Spotify podcast player. These services may receive technical information when they load or when you interact with them, and may use cookies or similar technologies.

The playbook pop-up uses browser session storage to remember whether it has been shown during your visit. CCH is reviewing the embedded services' storage and tracking behaviour and the controls required. This notice does not replace any consent that may be needed.

External websites and services have their own privacy information.

10. Guides, marketing and publicity

When you request the playbook, I use the details you provide to deliver it. Any mailing-list subscription is managed through HubSpot. You can unsubscribe from marketing emails using the link in each email.

You can unsubscribe through the link in a marketing email or by contacting me. You can object to direct marketing at any time. A minimal suppression record may be kept to prevent unwanted messages.

I also send follow-up emails after discovery calls about the support discussed. Necessary messages about an enquiry or service are separate from ongoing marketing.

I obtain permission for photographs and testimonials through personal communication, such as WhatsApp. Contact me if you wish to withdraw permission; I will address future use and removal from channels I control.

11. Keeping and deleting records

I have not yet adopted fixed retention periods for every category of information. When deciding whether a record is still needed, I consider whether our coaching relationship is ongoing, its relevance to progress comparisons or follow-up testing, unresolved enquiries or complaints, consent and marketing preferences, and applicable tax, insurance or legal requirements.

Tax records are generally required for at least five years after the relevant tax year's 31 January submission deadline, and sometimes longer. This does not mean all health information or coaching transcripts need to be kept for the same period.

I am developing a more specific retention schedule covering coaching records, test results, transcripts and copies in external platforms. Contact me to ask about deletion or retention of particular information. Requests are considered alongside applicable legal obligations and exceptions.

12. Security

Access to client records within CCH is limited to me, and I use two-factor authentication where available. External services have their own security arrangements. No online service can guarantee absolute security.

Please avoid sending unnecessary sensitive information in an initial website enquiry.

13. Your rights

Depending on the circumstances, you can ask to access or correct your information, request deletion or restriction, object to processing based on legitimate interests, or receive certain information in a portable format. Where processing relies on consent, you can withdraw it without affecting the lawfulness of earlier processing.

These rights are subject to legal conditions and exceptions. Email henry@cyclingcoachhenry.com to make a request. I may need reasonable information to verify your identity. I will respond within the applicable legal timeframe, normally one month, and explain any permitted extension.

14. Questions and complaints

To raise a data protection concern or complaint, email henry@cyclingcoachhenry.com. I will acknowledge a complaint within 30 days, investigate without undue delay, keep you informed and explain the outcome.

You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

15. Updates

I will update this notice as the outstanding reviews are completed and when CCH's information-handling practices change. The revision date appears above. Where required, I will also bring material changes directly to your attention.