Version 1.0 (Draft) — Effective August 2026
This policy explains how the Endurance Coaching Platform (ECP) retains, archives and deletes information. Our approach is guided by two principles:
Coaching comes before data.
Preserve evidence first. Analyse later.
We retain information only where there is a genuine coaching, safeguarding or legal reason to do so.
ECP aims to retain information only for legitimate purposes, minimise unnecessary storage, preserve important coaching history, comply with UK data protection legislation, and support athlete welfare and safeguarding.
Examples include: athlete and coach profile information, training plans, planner history, activity data, Strava imports, coaching notes, session feedback, images and video (where consented), consent records, parent/guardian records, and audit logs.
| Information | Typical Retention |
|---|---|
| Athlete profile | While account remains active |
| Coach profile | While account remains active |
| Training activities | Until account deletion or legal requirement |
| Coaching notes | While coaching relationship exists, then reviewed |
| Planner history | Retained as coaching history |
| Consent records | Retained while relevant and where legally required |
| Emergency contacts | While account remains active |
| Parent/guardian details | While athlete is under 18 or otherwise required |
| Audit/security logs | As required for security and platform integrity |
These periods may be extended where safeguarding or legal obligations apply.
If an athlete stops working with a coach, coaching access will be removed. Athlete information will not automatically be deleted. Historical coaching records may be retained where appropriate. Safeguarding records will be preserved where required.
Athletes may request deletion of their account. Before deletion we may verify identity, consider safeguarding obligations, consider legal obligations, and preserve records that must be retained by law. Deletion requests will be processed within a reasonable period.
Disconnecting Strava or another connected service prevents future imports but does not automatically remove historical activities already imported into ECP. Historical activities may be deleted through an account deletion request where appropriate.
Images and video may be deleted when consent is withdrawn, when no longer required for coaching, or where legally required. Promotional material may require additional review before removal where already published.
Secure backups may temporarily contain deleted information until backup rotation is complete. Backups are maintained to support disaster recovery and platform resilience.
Where safeguarding concerns have arisen, certain records may need to be retained beyond normal coaching periods. These records will only be retained where there is a legitimate safeguarding or legal reason.
This policy will be reviewed regularly to ensure it remains consistent with legislation, safeguarding guidance and the continuing development of ECP.
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