Privacy
Policy.

Performance When It Matters respects your privacy and is committed to handling personal information responsibly, transparently and securely.

This Privacy Policy explains how personal information is collected, used and protected when you visit performancewhenitmatters.com, contact us, submit an enquiry or otherwise communicate with Performance When It Matters.

For the purposes of UK data protection law, the data controller is Ed Colquhoun trading as Performance When It Matters, United Kingdom. Privacy enquiries may be sent to ed@performancewhenitmatters.com.

1. Information We Collect

The personal information we collect depends on how you interact with Performance When It Matters. When you submit an enquiry through the website, we may collect your first and last name, professional email address, club or organisation, role or position, telephone number where voluntarily provided, the type of enquiry you are making, and any information you choose to include in your message.

We may also receive personal information when you communicate with us directly by email or through other professional communications. Like most websites, the site and its hosting infrastructure may process limited technical information necessary for operation, security and administration, such as IP address, browser or device information, access times, requested pages and server or security logs.

We do not ask you to provide special-category personal information through our general enquiry form. Please do not include sensitive personal, medical or other special-category information unless it is genuinely necessary and we have specifically requested it.

2. How We Use Your Information

We may use personal information to respond to enquiries; understand the professional, organisational or performance context you wish to discuss; communicate with prospective clients, professional clubs, practitioners, media contacts and other relevant parties; arrange conversations or meetings; assess whether Performance When It Matters or PR5 may be relevant to an organisation's requirements; prepare requested information or proposals; administer existing or prospective professional relationships; maintain appropriate business records; protect the security and integrity of the website and communications systems; and comply with applicable legal or regulatory obligations.

Submitting an enquiry does not commit you or Performance When It Matters to a commercial relationship. Our approach is based on diagnosis before prescription, so information supplied through the professional enquiry process is used primarily to understand the nature and context of the enquiry and determine an appropriate response.

3. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information. Depending on the circumstances, we may rely on legitimate interests where processing is necessary to respond to professional enquiries, manage appropriate business communications, develop legitimate professional relationships, operate and protect the website, and administer Performance When It Matters.

Our legitimate interests include responding effectively to people who approach us, understanding potential professional requirements, operating and developing the business, maintaining appropriate records and protecting our digital services. We consider these activities in the context of the individual's reasonable expectations and privacy rights.

We may also rely on contractual necessity where processing is necessary to take steps at your request before entering into a contract or to perform an agreement with you; legal obligation where processing is required by law; and consent where consent is the appropriate lawful basis. Where processing is based on consent, you may withdraw that consent at any time.

4. Professional Enquiries and Contact Forms

The website provides a professional enquiry form through which visitors can start a conversation with Performance When It Matters. Information submitted through this form is used to review and respond to the enquiry and, where appropriate, continue the professional conversation.

The form requests confirmation that Performance When It Matters may use the information supplied to respond to the enquiry. Submitting the form does not automatically subscribe you to a marketing mailing list. We do not sell personal information submitted through the enquiry form.

5. Email and Professional Communications

If you contact Performance When It Matters by email or through the website, we may retain the communication and relevant contact information for the purposes of responding, maintaining appropriate business records and managing any subsequent professional relationship. Where communications develop into a commercial relationship, relevant correspondence may be retained for longer where necessary for contractual, accounting, legal or legitimate business-record purposes.

6. Cookies and Similar Technologies

The website may use cookies or similar technologies that are necessary for the website to operate correctly, maintain security or provide functionality. If we introduce analytics, advertising or other non-essential technologies that require consent under applicable UK law, appropriate information and consent mechanisms will be implemented before those technologies are used where required.

This Privacy Policy should therefore be reviewed if additional analytics, advertising, CRM, tracking or marketing technologies are subsequently introduced.

7. Service Providers

We may use trusted third-party providers to support the operation of Performance When It Matters, including website hosting, website and form technology, email infrastructure, security, technical support and other necessary business services. These providers may process limited personal information on our behalf where this is necessary to provide their services.

Where a provider processes personal information on our behalf, we expect information to be handled subject to appropriate contractual, confidentiality and security arrangements and applicable data-protection requirements. We do not sell personal information to third parties.

8. International Data Transfers

Some technology or service providers may operate infrastructure outside the United Kingdom. Where personal information is transferred internationally, we will take reasonable steps to ensure the transfer is made in accordance with applicable UK data-protection requirements, including through an applicable adequacy arrangement or appropriate contractual or other safeguards where required.

9. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including responding to enquiries, maintaining appropriate professional and business records, fulfilling contractual obligations, resolving disputes and meeting applicable legal, tax, accounting or regulatory requirements.

Enquiries that do not result in an ongoing professional or commercial relationship will be reviewed periodically and deleted or anonymised when there is no longer a legitimate reason to retain them. Where an enquiry develops into a client or contractual relationship, relevant records may be retained for longer in accordance with legitimate business and legal record-keeping requirements.

10. Information Security

We take reasonable organisational and technical measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or misuse. However, no internet-based system or method of electronic transmission can be guaranteed to be completely secure, so visitors should take appropriate care when deciding what information to submit electronically.

11. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which your information is processed, UK data-protection law may give you rights including the right to request access to personal information held about you; request correction of inaccurate or incomplete information; request deletion of information in appropriate circumstances; request restriction of processing; object to certain processing; and, where applicable, request portability of information or withdraw consent. Not every right applies in every circumstance.

Requests concerning personal information can be sent to ed@performancewhenitmatters.com. We may need to verify your identity before acting on a request.

12. Complaints

If you have concerns about how Performance When It Matters handles your personal information, please contact us first so that we have an opportunity to address the matter. You also have the right to raise a complaint with the Information Commissioner's Office (ICO), the UK's independent data-protection regulator.

13. Third-Party Websites

The Performance When It Matters website may contain links to third-party websites or services. We are not responsible for the privacy practices, security or content of third-party websites. You should review the relevant privacy information provided by those organisations before submitting personal information to them.

14. Children

Performance When It Matters is primarily a professional and business-facing service and the website is not designed to collect personal information directly from children. If our work involves academy environments or individuals under 18, appropriate safeguarding, contractual and data-protection arrangements should be established separately with the relevant club, organisation, parent, guardian or other responsible party as required.

15. Automated Decision-Making

Performance When It Matters does not currently use information submitted through the website to make solely automated decisions about individuals that produce legal or similarly significant effects.

16. Changes to This Privacy Policy

We may update this Privacy Policy when our services, website technologies, business practices or applicable legal requirements change. The current version will be published on this website and the effective date shown at the beginning of the policy will be updated when appropriate.

17. Contact

Ed Colquhoun
Trading as Performance When It Matters
United Kingdom
Email: ed@performancewhenitmatters.com