Privacy Policy

Last updated: 26th March 2021

This privacy policy sets out how Ultractive Run Coaching uses and protects any information that you give Ultractive Run Coaching when you use this website.

Ultractive Run Coaching is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Ultractive Run Coaching may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from July 2019

What we collect.

We may collect the following information:

  • Name
  • Contact information including email address
  • Demographic information such as postcode, preferences, and interests
  • Health  information
  • Next of Kin information
  • Other information relevant to customer surveys and/or offers

Why we collect it.

We will collect and process your Data for the purposes of you taking part in any activity with Ultractive Run Coaching. 


If you are attending a guided run session you will be asked to fill out a  registration form. If you are attending a C25K or 121 session you will be asked to fill out a more detailed PARQ form – A physical activity readiness questionnaire. Both forms will include collecting certain information about you which will include your name, date of birth, gender, email address, telephone number. We will also collect the full name and telephone numbers for an emergency contact nominated by you and details of any health information that is useful to ensure all group runs are operated safely. You may also choose to provide us with other information.

If you are providing us with details of next of kin, they have a right to know and to be aware of what personal information we hold about them, how we collect it, and how we use and may share that information.

You may be requested to fill in a COVID-19 form to declare you are not showing any symptoms of Coronavirus within 24 hours of attending any sessions. This data is secure but if necessary will be shared with NHS track and trace.

What we do with the information we gather

We require this information to understand your needs and provide you with safe service, and in particular for the following reasons:

Contacting you about a group run you have booked. This may include booking information, change of details, reminders, cancellations or post-run feedback;

  • Ensuring that all sessions can be delivered safely and to ensure all runners are catered for.
  • Sensitive personal information (when consent is provided)
  • Medical or disability information you provide to us, to ensure we support you appropriately


In addition, we may use the information to

  • Responding to enquiries
  • Informing you of new products and services
  • To improve our products and services

How long we keep your personal information

We will only keep your personal information for as long as necessary for the service that is being delivered, for.

Data will only be shared with any other individual leader of any groups that you attend, for the purposes of administering your participation with the programme We will not share your data with any other third party or for any other purposes apart from if it is needed for NHS Track and Trace regarding COVID-19. 

Your IP address may also be collected using cookies on your device. For more information on cookies and how to manage them, please see our cookies policy. You will be asked to consent to the use of this data separately when you visit the website for the first time.

Where the data is stored

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect online.

Data may be stored by third-party sites (for example, JotForms, England Athletics, Run Together) By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy notice.

Any transmission of data is at your own risk. We can not guarantee the full security of your data but will do our best to protect it as much as possible by choosing secure third parties that adhere to GDPR.

Your Rights

  • You may request a copy of your personal data for yourself
  • To request information comprised in your personal data
  • To decline the processing of your personal data that may cause or is causing damage or distress
  • To prevent processing for direct marketing
  • Request inaccurate personal data to be rectified, blocked, erased or destroyed



If you have any concerns or complaints please contact

If you are dissatisfied with how your concern/complaint is dealt with you can report your concern/complaint to the Information Commissioners Office (