Privacy Policy

PRIVACY POLICY

Last updated: 23 September 2026

1. WHO WE ARE

This Privacy Policy explains how Visualise Victory Elite Ltd ("we", "us", "our") collects, uses and protects personal information when someone visits our website or training page, makes an enquiry, applies, books a call or takes part in athlete performance coaching. We are the controller of the information described here.

Company details

Visualise Victory Elite Ltd

Registered in: England and Wales

Email: [email protected]

2. WHAT PERSONAL DATA WE COLLECT

Depending on how you interact with us, we may collect:

• Your name, email address, phone number and booking details.

• Information you submit about your sport, level, goals, challenges and interest in coaching.

• Messages, emails, form answers, consultation notes and client coaching records.

• Billing, payment status and transaction records if you purchase a service. Payments may be made through Stripe or bank transfer. Stripe handles card details when a card payment is made; we receive transaction and payment information needed to manage your purchase.

• Technical and website information such as IP address, browser, page interactions, video progress and cookie or advertising identifiers, subject to your choices.

• We do not routinely ask for injury or health details on the public application form. If you choose to disclose relevant health information during coaching, or it is needed for safeguarding, we handle it separately and with additional care.

• A parent or guardian's contact and payment details when the athlete is under 18.

• Recordings of calls used for coach training and service quality, and recordings of group sessions made available to participants for replay. We may also hold photos, clips and testimonials where the person concerned has separately agreed to public use.

3. HOW WE COLLECT YOUR DATA

We collect information when you complete a website form or application, watch or interact with a training video, book a call, contact us by email, WhatsApp or another channel, join a programme, make a payment or take part in coaching. For an athlete under 18, a parent or guardian books the call and signs the agreement. Our website and connected tools may collect some technical information automatically.

4. HOW WE USE YOUR DATA

We use information to respond to enquiries; assess applications; arrange calls; provide the agreed coaching and support; manage payments and accounts; send service messages; safeguard people where relevant; maintain website security; and meet legal duties. If permitted, we may also send marketing or measure how our website and advertising perform. We do not sell personal data.

Providing contact, booking and, if you buy, payment details is necessary to arrange and deliver coaching. Where a parent or guardian must book for an under-18, their details are also needed. If those details are not provided, we may be unable to book the call or provide the service. Marketing permission and permission to use a person's image in advertising are optional.

5. LEGAL BASES FOR PROCESSING (UK GDPR)

• Responding to an enquiry, reviewing an application or arranging a requested call — Steps requested before a contract; or legitimate interests in handling enquiries where appropriate

• Delivering coaching, bookings and agreed support — Performance of a contract

• Invoicing, accounting and complying with legal requirements — Contract; legal obligation

• Recording calls for coach training or service quality and recording group sessions to provide a replay — Legitimate interests in training coaches and improving services; performance of the agreed service for group replay, as appropriate, subject to advance notice and the rights of participants

• Publishing a person's identifiable image, voice or testimonial in our advertising — Separate, specific permission; normally consent for our use of that person's personal data

• Securing and improving our service, and handling appropriate business communications — Legitimate interests in operating a safe, effective business, balanced against your rights

• Marketing to you — Consent, or another lawful basis only where the applicable direct marketing rules permit it

• Non-essential analytics and advertising identifiers — Consent where required for storage or access on your device, plus an applicable lawful basis for the resulting personal data use

We do not ask for health information as part of the ordinary public application. If a person volunteers sensitive health information, or a specific coaching or safeguarding need requires it, we will assess the appropriate legal basis and additional special-category condition before using it, restrict access and explain any further processing at the time.

6. MARKETING COMMUNICATIONS

You may choose to receive coaching information, educational content or offers by email or another channel through a separate opt-in. Booking a call or applying does not automatically sign you up for promotional messages. You can opt out through the unsubscribe link in a message or by emailing [email protected]. We may still contact you about a booking or service you requested. We do not use an under-18 athlete's details for direct marketing without a separately assessed and appropriate basis.

You may object to our use of your personal data for direct marketing at any time.

7. DATA SHARING AND INTERNATIONAL TRANSFERS

We share information with authorised people who help us deliver the service. Our current tools include GoHighLevel for forms, booking and CRM; Wistia for training video; WhatsApp for agreed communications; Stripe for card payments; and Meta for advertising measurement when the relevant tracking is enabled and permitted. Bank-transfer payments are processed by our bank. Group members may see and hear what another member shares in a recorded group session and its replay. We may also share information with professional advisers or authorities where necessary or required by law.

Some providers may process information outside the UK. Where required, international transfers must be covered by an appropriate UK transfer mechanism, such as an applicable adequacy regulation or recognised contractual safeguards. You can contact us for information about the mechanism that applies to a particular provider.

8. DATA STORAGE, SECURITY AND RETENTION

We use reasonable technical and organisational safeguards and limit access to people who need it. Our retention depends on why the information was collected:

• Unsuccessful enquiries and applications: kept while we are dealing with the enquiry or there is a genuine follow-up, then removed when no longer needed, unless the person separately opted into marketing or a legal reason requires retention.

• Client communications and coaching records: kept during the programme and afterwards only while needed to deal with service questions, safeguarding matters or potential legal claims. Unnecessary details are removed sooner.

• Payment and accounting records: kept for six years from the end of the company financial year to which they relate, or longer where the law requires.

• Call recordings for internal training: kept until the training or quality-review purpose is complete, subject to any specific complaint or safeguarding need.

• Group session replays: available for the access period agreed with participants, then removed when no longer needed for that purpose unless a particular issue requires retention.

• Marketing details: kept while someone is subscribed and still relevant to the purpose for which they signed up; an opt-out is honoured and we may retain a minimal suppression record to prevent further marketing.

• Website and video-progress information: video progress stored in your browser remains until you clear site data; other records are kept for the period needed for the relevant function or the connected provider's settings, subject to your cookie choices.

We do not keep an enquiry or coaching record simply because it is in the CRM. We review records against these purposes and delete or anonymise data when there is no continuing reason to keep it.

9. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, you may ask for access, correction, deletion, restriction or portability of your information; object to particular uses; and withdraw consent at any time without affecting earlier lawful processing. Rights vary with the type and lawful basis of processing. Email [email protected] to make a request. We may need to verify your identity. You also have the right to complain to the Information Commissioner's Office.

10. COOKIES AND SIMILAR TECHNOLOGIES

The training page uses local browser storage to remember video watch progress and unlock the next step. Wistia may use related storage to deliver the video. The site also uses Meta Pixel for advertising measurement. Non-essential advertising storage or access requires an appropriate consent choice before it is enabled. Once a cookie control is active, you can use it to accept, refuse or change your choice. Browser controls may also allow you to delete stored information. We will describe the tools and their duration in that control when enabled.

11. YOUNGER ATHLETES AND THIRD-PARTY LINKS

We coach some athletes under 18. A parent or guardian must submit the booking and sign the paid-service agreement for an under-18 athlete. We explain how the athlete's information is used in a way they can understand, take their interests into account, and follow appropriate safeguarding practices. An under-18 athlete's image or testimonial is not used for promotion without a separate permission process involving the parent or guardian and appropriate regard for the athlete's wishes.

Our pages may link to third-party sites. Those sites have their own privacy practices; please read their policies before providing information to them.

12. CHANGES TO THIS POLICY

We may update this policy when our services or data practices change. The date above shows when it was last updated. If a change materially affects how we use existing information, we will provide any further notice required by law. Continued site use does not replace consent where consent is legally required.

13. CONTACT US

For privacy questions or rights requests, contact Visualise Victory Elite Ltd at [email protected].