Privacy notice

Who is responsible?

Coaching is provided by Stephen Mackay, trading as Pillar Performance. I decide why and how your information is used for the service and am its data controller. For privacy questions or requests, contact stephen@pillarperformanceba.com.

The coaching portal is for people aged 18 or over. We ask you to confirm this during onboarding. The public enquiry form does not create an athlete account.

What information is used?

• Enquiries and invitations: your name, email, message, follow-up correspondence, invitation status and choices you make.
• Onboarding and coaching: your sign-in identity, age declaration, goals, experience, available training time, practical commitments, coaching preferences, questionnaire answers, bookings and membership status.
• Your coaching records: plans and completed sessions, feedback, event discussions, direct messages, weekly reflections, agreed health or wellbeing information, conversation summaries, actions and coach notes.
• What you choose to share: photographs, audio notes, filenames and upload details, and optional community posts, replies, reactions, challenge participation and reports.
• Service and security records: sign-in and activity timestamps, permissions, email-delivery status and technical request information. Our providers may process IP addresses and browser details. Limited hashed identifiers and counters help protect the enquiry form from abuse.

Most information comes from you. I also create plans, feedback and notes, and may add your name and email to send an invitation following our conversation. Please keep the questionnaire to ordinary training and practical context; discuss health or injury details with me before they are recorded in shared notes.

Why it is used

UK data-protection law requires a lawful basis for each use. Pillar relies on:

• Steps you request before a contract, and our coaching contract for responding to coaching enquiries, arranging the service, account access, plans and necessary service correspondence (Article 6(1)(b)).
• Consent for questionnaire disclosures, optional community participation and daily training emails, with separate choices for these features (Article 6(1)(a)). Health-related sharing has the additional consent arrangements below.
• Legitimate interests in protecting accounts, preventing misuse, keeping the service reliable and handling necessary service or complaint records (Article 6(1)(f)).
• Legal obligations when responding to data-rights requests or keeping a specific record the law requires (Article 6(1)(c)).

We need enough information to identify your account and provide the coaching you request. Optional health sharing and community participation are separate choices. An enquiry does not subscribe you to marketing. Daily training emails can be turned off in Email settings.

Health, injuries and wellbeing

Relevant health or injury information may help us adapt training. With your explicit agreement, I may record the information you choose to disclose in coaching notes shared with you. I record how and when you agreed and the permission statement used. Optional weekly ratings about energy, sleep, stress, soreness and confidence have a separate explicit choice before you share them.

Where this information reveals health, we rely on your consent under Article 6(1)(a) and explicit consent under Article 9(2)(a). It is used to understand and adapt your coaching within the athlete–coach relationship. I keep agreed health details in shared notes rather than private coach reflections. Please keep health details out of general questionnaire answers, community posts and file uploads; do not upload medical records or other people’s health information.

You can leave wellbeing ratings out and still submit an ordinary weekly reflection. Choosing not to share health details does not automatically close your account or community access. We can discuss suitable support using the information available.

You can withdraw health-sharing permission through Messages, by emailing stephen@pillarperformanceba.com, or by telling me in conversation. I will stop using the affected information for routine coaching and review the relevant notes, earlier versions and other copies for removal or restriction. If a specific legal obligation or claim requires a limited record to be retained, I will explain the reason. Withdrawal does not make earlier lawful use unlawful.

A withdrawal request needs to be acted on; it does not automatically erase every stored version. Uploading a voice note does not authorise recording a call. Any call recording would need separate arrangements.

Who can see your records?

Your private coaching records are available to you and your coach according to the feature used. Your questionnaire draft stays private until submitted. Shared conversation summaries are visible to you; coach-only reflections are kept out of the athlete view. A request to access your personal data is considered separately under the law.

Community participation is optional. If you join, participating athletes and the coach can see your name and the content you share there. Your private diary, questionnaire, check-ins and conversation notes are not published to the community. Celebrations about another athlete require their approval.

Leaving the community hides your contributions while you are away; it does not erase their history or copies another member may already have saved. Only share material about others when you have permission.

Services supporting Pillar

• OpenAI Sites and its hosting infrastructure, including Cloudflare: hosting the website, coaching records and uploads, and providing service security.
• Supabase: email sign-in and server functions supporting email delivery and account management.
• Google Workspace/Gmail: sign-in codes, invitations, optional training emails and coaching correspondence. Training emails contain the day’s published session and a link back to Pillar.
• Google Calendar/Meet: bookings and arranged calls when you choose to use the booking link. This opens Google’s service.

Providers process the information needed for these functions. Limited information may also be disclosed where necessary to meet a legal obligation or deal with a specific legal claim. Pillar does not sell athlete information or add advertising trackers.

International processing

These providers operate internationally, and information may be processed outside the UK, including in the United States. We do not promise UK-only processing.

The provider agreements describe the safeguards for relevant transfers, including standard contractual clauses with the UK Addendum where applicable. You can read the OpenAI Sites data-processing agreement, Supabase agreement and Google agreement, or contact me for information about safeguards relevant to your records.

How long is information kept?

Retention depends on the purpose of the record. We review information when an enquiry is resolved, coaching ends, permission is withdrawn or a removal request is received. The review considers:

• whether follow-up or coaching is still ongoing;
• what is needed to maintain the agreed coaching record or resolve a particular query or complaint;
• whether a specific legal or insurance requirement, or an actual claim, requires a limited record for longer; and
• whether we can delete or reduce the information while meeting that need.

We do not keep information indefinitely simply in case it might be useful. Where a limited record must be kept longer, its purpose and retention need are reviewed separately. Contact me to ask about your records.

An invitation link expires after 14 days, but expiry does not erase its profile. If a prospective athlete does not proceed, I close onboarding and arrange erasure of the application and tracked uploads. An established athlete’s departure needs a separate review. Delivered emails, external bookings and provider backups or logs are handled separately.

Updating a check-in or hiding a file does not erase earlier versions or the underlying file. The questionnaire withdrawal option clears questionnaire answers and versions; other records require their own review.

Your choices and rights

Depending on the circumstances, you can request access, correction, erasure, restriction, objection or a portable copy of certain data. You can withdraw consent where it is the basis for use. Some rights have exceptions; if a record needs to be kept, I will explain why.

Use the questionnaire withdrawal option, community membership choice, Email settings or record export where relevant, or contact stephen@pillarperformanceba.com. You can also raise a privacy request through Messages or in conversation. I may need proportionate information to confirm your identity and will respond within the applicable legal deadlines.

You can complain to the Information Commissioner’s Office. You are welcome to raise a concern with me first. Coaching admission and training decisions are made by Stephen, rather than solely through automated profiling.

Cookies and changes

Our cookie notice explains sign-in and security cookies and your browser controls. This privacy notice will be updated when practices change, with material new uses explained before they begin.