Privacy Policy | DinoMite Endurance

1. Who we are

DinoMite Endurance is operated by Matt Dine, a sole trader based in the United Kingdom. Trading names include DinoMite Endurance Coaching, DinoMite Endurance Nutrition and DinoMite Endurance Team. Matt Dine is the data controller responsible for the personal information described in this policy.

For questions about this policy or requests concerning your personal information, email matt@dinomiteendurance.com. Our website is www.dinomiteendurance.com.

2. Who this policy covers

This policy explains how we use personal information when you visit our website, make an enquiry, arrange or receive a service, join a DinoMite Endurance Team activity, or communicate with us. Our services include endurance coaching, sports nutrition guidance, sweat testing and hydration assessments, including complimentary introductions and athlete onboarding.

Our services and website are intended strictly for adults aged 18 and over, and we do not knowingly collect personal information from anyone under 18.

We aim to collect only information relevant to your enquiry or the service being provided and to make clear when information is optional.

3. Personal information we may collect

Contact and account details: Name, email address, telephone number, emergency-contact details where relevant, age or date of birth where needed, and communication preferences.

Training and performance information: Planned and completed training sessions, event goals, training intensity and duration, training stress, exercise notes, performance measures and relevant recovery information.

Nutrition and health-related information: Food diaries and calorie or macronutrient summaries; weight, allergies, dietary requirements, injuries, relevant medical conditions or medication, recovery measures, hydration information and sweat-test findings.

Service and payment records: Enquiries, questionnaires, bookings, consultations, service agreements, invoices, payment amounts and references, and correspondence.

Website and publicity information: IP address, device and browser details, website interactions, cookie preferences, and photographs, testimonials or race stories provided or authorised for publication.

Some of this information, particularly information about health, can be special-category personal data under UK data protection law. We only request health information where it is relevant to the service or assessment.

4. How we obtain information

We usually obtain information directly from you when you contact us, make a booking, complete a questionnaire, agree to a service or communicate with us. Where you choose to connect or share an external service, we may also receive relevant information from TrainingPeaks, MyFitnessPal or another compatible food diary, connected sports devices, or a training programme prepared by your own coach.

External platforms have their own privacy policies and account settings. We access information made available to us for the agreed service rather than automatically receiving everything held in your external accounts.

5. Why we use information and our lawful bases

We use personal information for the purposes below, relying on an appropriate lawful basis under Article 6 of the UK GDPR. Where information is special-category health data, a separate condition under Article 9 is also required.

Responding to enquiries and arranging introductory calls: Steps you request before entering a contract (Article 6(1)(b)); for general business enquiries, our legitimate interests in responding to enquiries and operating our business (Article 6(1)(f)).

Providing coaching, nutrition, sweat-testing and Team services: Performance of a contract (Article 6(1)(b)). Where necessary health information is involved, we also identify an Article 9 condition, normally explicit consent as explained in Section 6.

Bookings, payments, invoicing and tax records: Performance of a contract (Article 6(1)(b)) and compliance with legal obligations (Article 6(1)(c)), as applicable.

Account security, administration, business continuity and dealing with disputes: Our legitimate interests in running a secure, reliable business and protecting legal rights (Article 6(1)(f)), or compliance with legal obligations (Article 6(1)(c)) where applicable.

Optional promotional messages: Consent (Article 6(1)(a)), or legitimate interests (Article 6(1)(f)) where an existing-customer marketing exception is available under applicable electronic marketing rules and an effective opt-out is provided.

Publishing identifiable athlete photographs, achievements, stories or testimonials: Your separate consent for the relevant publication (Article 6(1)(a)).

Where we rely on legitimate interests, we consider the purpose, necessity and potential effects on individuals before using that basis.

6. Health and nutrition information

Information about injuries, allergies, medical conditions, medication, health-related recovery measures and some nutrition or sweat-test information may reveal your health status. We use this information only where needed for the relevant service and where both an Article 6 lawful basis and an Article 9 condition apply.

For personalised Coaching and Nutrition services, we normally rely on your explicit consent under Article 9(2)(a) to process relevant health information. This is requested separately through the applicable athlete questionnaire, not bundled into the service agreement or optional marketing permissions.

For sweat testing and hydration assessments, where the information collected reveals health data, we rely on explicit consent under Article 9(2)(a) and request this through the relevant booking and assessment process. Consent given for one service does not automatically cover a different service.

You may withdraw consent to the processing of health information by emailing matt@dinomiteendurance.com. Withdrawal does not make earlier lawful processing unlawful. If relevant information can no longer be used, we may be unable to continue a personalised service or assessment safely and will explain the implications. Where strictly necessary to establish, exercise or defend legal claims, we may retain relevant information under Article 9(2)(f), together with an appropriate Article 6 basis.

We provide coaching, nutrition education and sports hydration guidance, not medical diagnosis or clinical dietetic treatment. We may recommend that you consult an appropriately qualified healthcare professional if specialist advice is needed.

7. TrainingPeaks and connected food-diary information

TrainingPeaks may contain an athlete’s training programme, completed sessions, training responses and recovery information. For nutrition support, we use relevant training demands to assign nutrition Notes and compare available logged food and drink information with individual guidance.

Nutrition athletes are expected to maintain an agreed food diary, such as MyFitnessPal, and link it to TrainingPeaks where compatible. Data shared through that connection may include calories and macronutrient summaries. We do not automatically receive every item held in an athlete’s food-diary account.

If an external coach manages your training, we use the training information you share or make available for nutrition purposes. We do not routinely disclose your individual nutrition or health information to that coach without an appropriate lawful basis.

8. Sharing information and the providers we use

We share information only when it is needed for a service, you have authorised it, or law requires or permits it. Depending on the services you use, relevant recipients may include:

• Wix, which operates our website, enquiry and booking forms, and associated website services.

• TrainingPeaks, where training and nutrition information may be viewed and managed.

• MyFitnessPal or another food-diary provider, according to the connections you authorise.

• Precision Fuel & Hydration (PF&H), when relevant information and sweat-test results are entered into its online assessment system and its applicable disclaimer is completed.

• Microsoft 365 and Outlook, for business email correspondence and relevant attachments.

• Video-conferencing providers for live introductions or consultations. We do not record these video calls.

• Payment providers and financial institutions, including Wix-connected payment providers, Square and banks, depending on how you pay.

• Professional advisers, insurers, authorities or other recipients where necessary and lawful.

Coaching payments are normally made by bank transfer or standing order. Sweat-testing appointments may be booked and paid for using Wix-connected services or Square. In-person card payments, including purchases of PF&H products, may be processed through Square. We retain appropriate transaction details for administration, accounting and legal requirements; payment providers also process data under their own privacy arrangements.

For sweat testing, pre-appointment questionnaire responses are held in Wix and notifications are received through our Microsoft 365/Outlook business email. Relevant responses and test results may be entered into the PF&H online assessment system to generate hydration guidance. PF&H handles information it receives under its own privacy arrangements. We may also use an Excel-based calculator in encrypted local storage to produce more individualised hydration and sodium guidance.

We do not sell athletes’ personal information to advertisers. Any new sharing with an external coach, club or event organiser is considered separately.

9. Storage, security and international transfers

Information may be stored in Microsoft 365/Outlook email and attachments, encrypted local business files, Wix forms and booking records, payment systems, TrainingPeaks, PF&H and connected nutrition platforms. Local identifiable athlete records, including relevant Excel-based sweat-test calculations, are held in encrypted storage.

We use reasonable security measures appropriate to the information, including restricted access, account authentication, secure devices and backup arrangements. We review information held in forms, email and local files so that unnecessary copies are removed.

Some technology providers operate internationally and may store or access information outside the United Kingdom. Where a transfer is restricted under UK data protection law, an appropriate mechanism must apply, such as applicable UK adequacy regulations or recognised contractual safeguards. Please contact us if you would like further information about safeguards relevant to your data.

We do not record live video consultations.

10. How long we keep information

We keep personal information only for as long as it is reasonably necessary for the service, relevant legal obligations, complaints or other justified purposes. We do not retain all athlete information for the same period. Our normal approach is:

Active athlete records: Retained while needed for the ongoing coaching, nutrition or sweat-testing relationship.

Selected former-athlete records: Relevant agreements, questionnaires, material guidance and correspondence may be kept for up to six years after the service ends where justified by possible complaints, legal claims or other legitimate needs. Sensitive information is reviewed carefully rather than automatically retained.

Detailed food diaries and routine training information: Locally held copies are reviewed at the end of the service and deleted or anonymised when no longer needed, rather than automatically retained for six years.

Unsuccessful Coaching or Nutrition applications: Where a person supplies a questionnaire or assessment details but does not take up a service, these are normally deleted within 90 days after a decision not to proceed, or within 90 days of the last substantive contact if the enquiry does not progress, unless there is a documented reason for keeping them longer. Relevant email copies and attachments are included.

Contracts, financial and tax records: Agreements may be retained for up to six years where justified. Records required for Self Assessment are normally kept for at least five years after the relevant 31 January submission deadline, or longer if the law requires.

General enquiries, marketing preferences and athlete stories: Kept only while there is a genuine enquiry or another lawful reason. We periodically review and remove information that is no longer needed, and honour valid withdrawals or objections.

Wix submissions and Outlook notifications: Reviewed periodically and unnecessary copies deleted, while retaining booking and financial records where required.

Information on external platforms: TrainingPeaks, food-diary providers and other platforms may separately retain information in accordance with their own privacy notices and your account settings. Ending coach access does not automatically delete data in your own account.

When data is no longer needed, we securely delete or anonymise it where practicable. Backup copies may be removed through normal secure backup replacement cycles. We also assess requests for erasure under applicable data protection law.

11. Your data protection rights

Depending on the circumstances, you may have the right to access your information, correct inaccurate data, ask for deletion, restrict or object to processing, and receive certain information in a portable format. Where processing is based on consent, you can withdraw it at any time, though this does not affect the lawfulness of processing carried out before withdrawal. Some rights are subject to legal conditions and exemptions.

Please email matt@dinomiteendurance.com to exercise a right or raise a privacy concern. We may need to verify your identity before providing personal information, and we will respond within applicable legal time limits.

You can complain to the Information Commissioner’s Office (ICO) at https://ico.org.uk/make-a-complaint/. We welcome the chance to address any concern directly first.

12. Marketing, athlete stories and photographs

We may contact you about an enquiry or service you have requested. Promotional emails or texts are sent only where permitted by law, including where you have opted in or a lawful existing-customer exception applies. You can opt out of marketing at any time.

We seek separate permission before publishing identifiable athlete testimonials, photographs, race stories or achievements for marketing. Agreeing to coaching, nutrition support or a sweat test does not automatically give permission for publicity.

13. Website cookies and analytics

Our Wix website uses cookies and similar technologies. Some are necessary for the website to operate. Other technologies may be used for functionality, analytics or marketing where enabled and permitted.

Our Usercentrics cookie banner lets you accept or reject non-essential cookies and choose applicable categories. You can revisit your preferences using the cookie settings control on the website, and you may also manage cookies through your browser. Non-essential Wix-managed technologies are subject to the consent choices offered by the banner.

14. Automated decisions

Our coaching, nutrition and hydration recommendations are developed or reviewed by a person. We do not make decisions about you solely through automated processing that produce legal or similarly significant effects.

15. Changes to this policy

We may update this policy if our services, providers or legal requirements change. The latest version will be available on www.dinomiteendurance.com, with the last-updated date shown. If a change materially affects how we use information, we will give additional notice where required.