Thinking about getting a running coach

run · with · mairi

Privacy Policy — Run with Mairi
Last updated: July 2026
Run with Mairi is operated by Mairi McInnes. Throughout this policy, “I”, “me”, “my” refer to Run with Mairi. I provide running coaching services to athletes in the UK, EU and internationally. This Privacy Policy explains how I collect, use, store and protect your personal data when you visit my website, communicate with me, or use my coaching services.
I am the data controller for the personal data I collect and use in connection with my coaching services. Some third-party platforms I use may act as independent data controllers or processors for the information they handle under their own privacy policies. When I use third-party platforms to deliver coaching, I remain the data controller for the coaching data I process. These platforms act either as my data processors or as independent controllers for the data they handle under their own terms.
If you have any questions about this policy or how your data is handled, you can contact me at:
Email: [email protected]
1. The Data I Collect
I collect and process the following categories of personal data:
Identity and contact data
•          Name
•          Email address
•          Phone number
•          Emergency contact details (if provided). These are only collected where you choose to provide them and are used solely for safety purposes.
Coaching and performance data
•          Running history, goals and training preferences
•          Training logs, GPS data, heart rate, pace, distance and other metrics uploaded via coaching platforms (e.g., TrainingPeaks). You decide what training data you share through these platforms. You should review the privacy policy of any platform you use.
•          Notes from coaching conversations or checkins
Health and injury data (special category data)
•          Injury history
•          Relevant medical information you choose to share
•          Information relating to your physical readiness to train
Communication data
•          Emails
•          WhatsApp messages. WhatsApp is used for practical communication and coaching support. Please avoid sharing unnecessary sensitive personal information through messaging services.
•          Video call interactions
•          Newsletter signups
Website and technical data
•          Form submissions via Squarespace
•          Basic analytics and cookies (see Section 11)
Accident and incident data
•          Details of any accident or incident occurring during coaching sessions
•          Information required for reporting to England Athletics and, where necessary, their insurer
2. How I Collect Your Data
I collect data in the following ways:
•          Directly from you (forms, emails, WhatsApp, coaching conversations)
•          Automatically through coaching platforms when you upload training data
•          Through my website (Squarespace forms and analytics)
•          During coaching sessions, events or group runs
•          When completing mandatory incident/accident reports
3. Lawful Bases for Processing
Under UK GDPR and EU GDPR, I rely on the following lawful bases:
Contract
To deliver coaching services, including creating training plans, monitoring progress and communicating with you.
Consent
For:
•          Health/injury information you choose to share
•          Newsletter subscriptions
•          Optional data you provide beyond what is necessary for coaching
You may withdraw consent at any time.
Legitimate interests
For:
•          Running and improving my coaching business
•          Communicating with athletes
•          Maintaining records and managing scheduling
Legal obligation
For:
•          Reporting accidents or incidents to England Athletics
•          Providing information to their insurer if required
•          Financial recordkeeping
4. Special Category Data (Health Data)
Health data is processed only when necessary for coaching or safety, and only with your explicit consent. Where required for safeguarding, insurance or legal purposes, relevant information may be shared under an appropriate lawful basis.
I handle this data with heightened security and confidentiality.
5. How I Use Your Data
I use your personal data to:
•          Deliver personalised coaching and training plans
•          Monitor performance and progress
•          Communicate via email, WhatsApp or video calls
•          Manage scheduling and administration
•          Ensure your safety during sessions
•          Report accidents/incidents to England Athletics and insurers
•          Maintain business records
•          Improve my coaching services
I do not sell or share your data for marketing by third parties.
6. Sharing Your Data
I share your data only when necessary:
Coaching platforms (e.g., TrainingPeaks)
These platforms act as data processors when I use them to deliver coaching.
If you have your own TrainingPeaks consumer account, the platform may also act as an independent controller for its own purposes.
Communication and admin tools
•          Gmail (Google), for email communication
•          WhatsApp
•          Video call platforms
•          Google Forms and Google Sheets, where used for sign-ups or training plan data
•          Cloud storage (Dropbox, Google Drive, Apple iCloud)
•          Local storage on my PC
These providers act as processors under their own privacy terms.
England Athletics and insurers
Accident and incident data must be shared with England Athletics.
If required, it may also be shared with their insurer.
Legal or regulatory authorities
Only when required by law.
7. International Data Transfers
Some of the services I use (Squarespace, TrainingPeaks, Dropbox, Google, Apple) may store data outside the UK or EU.
Where this occurs, transfers are protected by:
•          UK adequacy decisions, or
•          Standard Contractual Clauses (SCCs), or
•          Equivalent safeguards required under UK/EU GDPR
8. Data Security
I take appropriate technical and organisational measures to protect your data, including:
•          Password protection and multifactor authentication
•          Secure cloud storage
•          Device encryption
•          Restricted access to coaching records
•          Regular review of data handling practices
9. Data Retention
I retain data only as long as necessary:
•          Active athlete: duration of coaching relationship.
•          Former athletes: up to 3 years after your last engagement
•          Financial records: 6 years (HMRC requirement)
•          Incident/accident data: retained as required by England Athletics and insurers
•          Newsletter data: until you unsubscribe
10. Your Rights
You have the following rights under UK GDPR and EU GDPR:
•          Access your data
•          Correct inaccurate data
•          Request deletion
•          Restrict processing
•          Object to processing
•          Data portability
•          Withdraw consent at any time
•          Complain to the Information Commissioner’s Office (ICO)
You can exercise these rights by contacting me at the email above.
If you are unhappy with how I have handled your personal data, please contact me first so I can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection. Further information is available at https://ico.org.uk
11. Cookies and Website Analytics
My website uses cookies and similar technologies provided by Squarespace and other service providers where applicable. These help the website function, improve performance and provide information about visitor behaviour. You can manage cookies through your browser settings.
12. Changes to This Policy
I may update this Privacy Policy from time to time. The latest version will always be available on my website.
Terms & Conditions of Coaching
How We Work Together — Run with Mairi
Last updated: July 2026
This agreement sets out how we work together so that coaching feels clear, supportive and straightforward.
These expectations are designed to help you train well, stay healthy and get the most out of your coaching relationship with Run with Mairi.
Run with Mairi provides personalised running coaching services to athletes in the UK and internationally. By purchasing coaching services or participating in coached sessions, you agree to these Terms & Conditions.
These Terms should be read alongside my Privacy Policy and Cookie Policy.
1. What You Can Expect From Me
I will:
•          Coach you with care, attention and honesty.
•          Tailor your training to your goals, experience, lifestyle and the information you share with me.
•          Create training that is appropriate for your current ability, ambitions and circumstances.
•          Adjust your plan when life happens — including illness, injury, stress, travel, changes in availability, performance or feedback.
•          Communicate clearly through agreed channels such as WhatsApp, email, coaching platforms or video calls.
•          Respond to messages within reasonable working hours. I will always aim to be timely, but I cannot guarantee immediate replies.
•          Explain the reasoning behind your training where appropriate, so you understand what you are doing and why.
•          Treat your personal information, goals and challenges with respect and confidentiality.
•          Celebrate your progress and help you recognise improvements beyond just race results.
•          Give as much notice as possible if I need to cancel or change a session and work with you to find a fair solution.
Good coaching is a partnership. My role is to guide, support and provide expertise; your role is to communicate honestly and engage with the process.
2. What I Need From You
To coach you effectively and safely, I need you to:
•          Provide accurate information about your goals, experience, availability, running background and relevant circumstances.
•          Communicate honestly about fatigue, illness, pain, injury or anything that does not feel right.
•          Be open about how training feels mentally as well as physically — stress, overwhelm, motivation and confidence all matter.
•          Let me know when your circumstances change so I can adjust your training appropriately.
•          Follow your training plan responsibly, including rest days and recovery periods — these are an important part of your development.
•          Ask questions if anything is unclear, including pacing, effort, equipment, terrain or how sessions should feel.
•          Wear appropriate clothing and equipment for sessions, particularly trail, off-road or challenging weather conditions.
•          Take responsibility for your own decisions during training, races and any activities undertaken outside supervised coaching sessions.
The more openly we communicate, the better I can coach you.
3. Health, Injury and Readiness to Train
Running involves inherent risks, particularly when training outdoors, on trails, roads, uneven terrain or in challenging weather.
I will always aim to provide safe and appropriate coaching. However:
•          You are responsible for deciding whether you are fit to train on any given day.
•          You should not continue training through injury, illness or pain without proper consideration.
•          You should seek appropriate medical advice where needed.
•          I may recommend that you seek advice from a qualified healthcare professional if I have concerns about your ability to train safely.
•          If you choose to continue training despite concerns, symptoms or advice to modify activity, you accept responsibility for that decision.
•          You remain responsible for decisions made during training sessions, races and events.
I am a running coach. My coaching is not a substitute for medical diagnosis, treatment or rehabilitation.
4. Training Plans and Coaching Approach
Your training plan is a personalised recommendation based on your goals, experience, availability and the information you provide.
Training plans may change depending on:
•          feedback
•          performance
•          fatigue
•          illness
•          injury
•          life circumstances
•          physical or mental wellbeing
Training plans are designed around the information you provide. If information is incomplete or inaccurate, the plan may be less effective or less safe.
I will explain adjustments where possible and keep you involved in the process.
I cannot guarantee:
•          improvements
•          personal best times
•          race finishes
•          qualification standards
•          specific performance outcomes
What I can provide is thoughtful, personalised coaching designed to support your goals and long-term development.
5. Communication
Coaching communication may take place through:
•          WhatsApp
•          email
•          TrainingPeaks or other coaching platforms
•          video calls
•          agreed face-to-face sessions
WhatsApp is used for convenient coaching communication but is not monitored 24/7.
For urgent matters, particularly injury concerns or last-minute changes, please use the agreed urgent communication method.
6. Training Platforms and Athlete Data
Where applicable, I may use third-party coaching platforms such as TrainingPeaks to deliver coaching services.
You choose what training information you share with me, although providing accurate and relevant information helps me coach you safely and effectively.
This may include training logs, pace, distance, heart rate, GPS data and other performance information.
Third-party platforms operate under their own terms and privacy policies.
Further information about how I handle personal data is available in my Privacy Policy.
7. Payments and Fees
Fees are payable in advance unless otherwise agreed.
Details of your coaching package, fees and payment arrangements will be confirmed before coaching begins.
Where coaching is provided on a recurring basis, it will continue until cancelled by either you or me in accordance with the cancellation terms agreed for your package.
Late or missed payments may result in coaching services being paused or suspended.
8. Cancellations, Refunds and Missed Sessions
8.1 Individual Coaching Sessions
Your right to cancel (14-day cooling-off period)
If you book with me at a distance — for example online, by message, or by phone — you have a legal right to change your mind and cancel within 14 days of booking, under the Consumer Contracts Regulations 2013, and receive a full refund.
If your session is due to take place within that 14-day period, I’ll ask you to confirm you’re happy for it to go ahead before the cooling-off period ends. Once the session has taken place with your agreement, this statutory cancellation right no longer applies to that session, and the terms below cover any further changes or cancellations.
Cancelling before your session
•          More than 48 hours’ notice: I’ll always look to reschedule you to another time.
•          Less than 48 hours’ notice: I’ll try to fill your slot. If I can, you’ll get a full refund. If I can’t, the fee is forfeited, as it reflects time set aside for you that I’ve been unable to offer to anyone else.
•          Within 24 hours, or if you don’t show up: the session is forfeited, except in genuine emergencies, which I’ll always consider sympathetically.
8.2 Group Sessions
Your right to cancel (14-day cooling-off period)
If your group session is due to take place within 14 days of booking, I’ll ask you to confirm you’re happy for it to go ahead before the cooling-off period ends, in the same way as for individual sessions above. Once the session has taken place with your agreement, this statutory right no longer applies to that session, and the terms below cover any further changes or cancellations.
Cancelling before your session
•          More than 24 hours’ notice: I’ll reschedule you, or offer credit towards a future session.
•          Less than 24 hours’ notice: I’ll try to fill your place. If I can, you’ll get a full refund or credit. If I can’t, the fee is forfeited, as it reflects a place reserved for you that I’ve been unable to offer to anyone else.
8.3 Multi-Week Programmes (e.g. Couch to 5k)
If your programme is due to start within 14 days of booking, I’ll ask you to confirm you’re happy for it to begin before the cooling-off period ends, in the same way as for individual and group sessions above. Because a programme runs over several weeks, if you cancel during the statutory cooling-off period after it’s begun, you’ll only be asked to pay for the session(s) already delivered up to that point, with the remainder refunded.
Before the programme starts
•          More than 14 days before the start date: full refund, minus any costs I’ve already reasonably incurred on your behalf.
•          Less than 14 days before the start date: I’ll offer a transfer to the next available intake where possible. Refunds are not normally given this close to the start date, as your place has been reserved and is not easily offered to someone else at short notice.
Once the programme has started
Because a place on a programme is reserved for you across all its sessions, refunds are not normally given for sessions missed after the programme begins, for any reason. Where possible I’ll help you catch up or make alternative arrangements, but I can’t guarantee a place on a future intake.
Paying in blocks
Where you’re paying in blocks rather than upfront, each block is treated as a separate commitment under the terms above — the “before it starts” terms apply before each block begins, and the “once it’s started” terms apply once it has.
8.4 Group Sessions Involving Travel or Overnight Stays
Where sessions involve advance arrangements, travel or accommodation:
•          More than one month’s notice: transfer or refund may be offered.
•          Less than one month’s notice: fees may be non-refundable.
If a specific event has separate published terms, those terms will apply.
8.5 If I Need to Cancel
If I need to cancel a session, I will provide as much notice as possible and will offer an appropriate solution, such as:
•          rescheduling
•          credit
•          refund
For events involving travel or accommodation, I can only refund coaching fees. I cannot be responsible for third-party travel or accommodation costs.
8.6 Minimum Numbers
I require a minimum of 6 participants to run a Couch to 5k programme. If a programme doesn’t reach this number, I’ll let you know at least 5 days before the start date and offer you either a transfer to the next available intake or a full refund.
9. Lateness
If you arrive late for a session, the session will normally finish at the agreed time.
Late arrival will not usually extend the session.
If lateness becomes a pattern, we may need to review your session arrangements.
If I am late or need to shorten a session, I will work with you to provide a fair solution.
10. Group Sessions, Trail and Off-Road Activities
Trail and off-road running can involve additional risks, including uneven ground, weather changes, navigation challenges and remote locations.
You agree to:
•          follow reasonable safety instructions
•          wear appropriate clothing and equipment
•          carry any required kit for the session
•          make sensible decisions based on your own ability and circumstances
•          inform me before a session if you have concerns about your ability to participate safely
I may modify, postpone or cancel sessions where I believe conditions are unsafe.
11. Safeguarding and Respect
I am committed to providing a safe, inclusive and respectful coaching environment.
I expect all athletes to treat other runners, volunteers, members of the public and the wider running community with respect.
I may take appropriate action where concerns arise relating to safety, wellbeing, inappropriate behaviour or safeguarding.
12. Intellectual Property
Training plans, written resources, session structures and coaching materials provided by Run with Mairi remain the intellectual property of Run with Mairi.
They are provided for your personal use only and should not be copied, distributed, sold or shared without permission.
13. Privacy and Data Protection
I handle personal data in accordance with my Privacy Policy.
This explains:
•          what information I collect
•          why I collect it
•          how it is stored and protected
•          your rights regarding your information
14. Incident Reporting
Where an accident or incident occurs during a coached session, relevant information may need to be recorded and shared with appropriate organisations, such as governing bodies or insurers, where required.
Further details are included in my Privacy Policy.
15. Ending the Coaching Relationship
Either you or I may choose to end the coaching relationship.
Where coaching ends mid-month, refunds are not normally provided for partially used periods unless otherwise agreed.
Any outstanding payments remain due, and any final arrangements will be agreed when coaching ends.
Your personal data will continue to be handled in accordance with my Privacy Policy.
16. Liability
I take reasonable care in providing coaching services.
However, running involves inherent risks, and I cannot accept responsibility for injury, loss or consequences arising from:
•          decisions made by you during training
•          activities undertaken independently
•          failure to follow reasonable guidance
•          circumstances outside my reasonable control
You are responsible for ensuring your equipment — including shoes, hydration, lighting and safety gear — is suitable and in good working order.
You are also responsible for following relevant rules, guidance and requirements at events you choose to enter.
Nothing in these Terms limits any liability that cannot legally be excluded.
17. Changes to These Terms
I may update these Terms from time to time.
The latest version will always be available on my website. Where changes materially affect ongoing coaching arrangements, I will communicate them appropriately.
18. Governing Law and Contact
These Terms are governed by the laws of England and Wales.
Run with Mairi Mairi McInnes
Email: [email protected]
Cookie Policy — Run with Mairi
Last updated: July 2026
This Cookie Policy explains how Run with Mairi uses cookies and similar technologies on my website, what they are used for, and how you can manage your preferences.
1. What Are Cookies?
Cookies are small text files stored on your device when you visit a website. They help websites function properly, improve performance, and provide information about how visitors use the site.
2. Why I Use Cookies
My website uses cookies for the following purposes:
Essential cookies
These cookies are necessary for the website to operate correctly. You can block them through your browser settings, but doing so may affect website functionality.
Analytics and performance cookies
These cookies provide general information about website usage, such as which pages are visited and how visitors interact with the site. They help me understand what information is useful and improve the website. These analytics are not used to identify individual visitors.
Functional cookies
Where applicable, functional cookies help provide features requested by visitors, such as remembering information entered into forms.
Third-party cookies
If you interact with third-party features on my website, such as booking systems, payment services, videos or social media content, those providers may set their own cookies and collect analytics information according to their own privacy policies.
I do not use advertising cookies.
Consent for non-essential cookies
Where cookies are not strictly necessary for the operation of the website, I will ask for your consent before placing them on your device.
3. Cookies Used by Squarespace
Squarespace may set cookies to:
•          operate the website
•          provide security and performance features
•          collect analytics information about website usage
•          support forms and basic functionality
You can find more information in Squarespace’s own cookie documentation.
4. Managing Cookies
You can control or delete cookies through your browser settings. Most browsers allow you to:
•          block cookies
•          delete existing cookies
•          receive alerts before cookies are stored
Please note that disabling essential cookies may affect how the website functions.
5. Changes to This Cookie Policy
I may update this Cookie Policy from time to time. The latest version will always be available on my website.
For more information about how I collect, use and protect personal data, please see my Privacy Policy. If you have any questions about cookies or how your data is handled, you can contact me at: email: [email protected]

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