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PRIVACY POLICY

Last updated: 23 September 2026

Optima Performance ("Optima", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, use the Optima Performance app or Optima Hub, complete an assessment, purchase or access our services, subscribe to communications, attend one of our programmes or workshops, or otherwise interact with us.

This policy should be read alongside our Cookie Policy and Terms & Conditions.

 

1. WHO WE ARE

Optima Performance provides performance education, coaching, digital content and resources relating to areas including breathing, mindset, movement, recovery, sleep and performance.

Business / legal name: Optima Perform Ltd

Trading name: Optima Performance

Privacy enquiries: [email protected]

 

Website & App Developer

The Optima Performance website and app have been developed and/or maintained by:

Developer: Todd Groome
Developer contact: [email protected]

The developer contact address is provided for technical and development-related enquiries. It is not the contact address for exercising data protection rights unless expressly stated otherwise.

 

2. INFORMATION WE MAY COLLECT

Depending on how you interact with Optima Performance, we may collect the following information.

Identity and Contact Information

This may include:

  • Name
  • Email address
  • Telephone number
  • Organisation, club or employer
  • Job title or role
  • Account username or similar identifiers 

 

Account Information

If you create an account for the Optima Hub, app, online programme or another digital service, we may process information associated with your account, including:

  • Account details
  • Login information
  • Course enrolments
  • Content access
  • Programme progress
  • Preferences
  • Account activity

Passwords may be handled by the platform providing the account service and should not be accessible to Optima in plain text.

Assessment and Performance Information

Where you voluntarily complete an Optima assessment, questionnaire, screening or programme, we may collect information you provide about areas such as:

  • Performance
  • Breathing
  • Sleep
  • Recovery
  • Lifestyle
  • Movement
  • Training
  • Stress
  • Wellbeing
  • Performance habits
  • Goals and areas for improvement

Some information voluntarily supplied through assessments or programmes may constitute health information or other special category personal data under applicable data protection law.

Where special category data is processed, we will ensure that an appropriate lawful basis and additional legal condition applies.

Purchase and Transaction Information

If you purchase a programme, service, membership or other product, we may process:

  • Products or services purchased
  • Transaction dates
  • Payment status
  • Billing information
  • Relevant transaction identifiers

Payment card information will generally be processed directly by the relevant payment provider rather than stored directly by Optima Performance.

Communications

We may retain communications you send to us, including:

  • Contact form submissions
  • Emails
  • Customer support enquiries
  • Feedback
  • Survey responses
  • Programme communications
  • Messages sent through our platforms

 

Technical and Usage Information

When you use our website, app or digital services, certain information may be collected automatically, including:

  • IP address
  • Browser type
  • Device type
  • Operating system
  • Approximate location derived from technical information
  • Pages viewed
  • Referral source
  • Session information
  • Interaction with website features
  • App or platform activity
  • Cookie and similar technology identifiers

Please see our Cookie Policy for more information.

 

3. HOW WE COLLECT INFORMATION

We may collect personal information:

  • Directly from you
  • When you create an account
  • When you purchase a service
  • When you complete an assessment or form
  • When you subscribe to emails
  • When you communicate with us
  • When you attend a workshop or programme
  • Automatically through our website, app and related technologies
  • Through service providers acting on our behalf
  • Through organisations engaging Optima to provide services, where appropriate and lawful

Where information is obtained from another organisation, we will handle that information in accordance with applicable data protection law.

 

4. HOW WE USE YOUR INFORMATION

We may use personal information to:

  • Provide our website, app and Optima Hub
  • Create and manage user accounts
  • Deliver courses, programmes, workshops and services
  • Process purchases and payments
  • Provide requested assessments
  • Generate or provide performance-related information or recommendations
  • Respond to enquiries
  • Provide customer support
  • Administer memberships or programme access
  • Send service-related communications
  • Improve our services, content and user experience
  • Maintain the security and integrity of our systems
  • Detect and prevent misuse, fraud or security incidents
  • Analyse website and platform performance
  • Understand how our services are used
  • Maintain appropriate business and financial records
  • Meet legal and regulatory obligations
  • Send marketing communications where permitted by law

We will not use personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

 

5. OUR LAWFUL BASES

Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on:

Contract

Where processing is necessary to provide a service, programme, membership, product or account you have requested or purchased.

 

Consent

Where you have actively agreed to a particular use of your information, such as certain marketing activities, optional cookies or where consent is an appropriate condition for processing particular information.

Where we rely on consent, you may withdraw it at any time.

 

Legitimate Interests

We may process information where necessary for our legitimate business interests and where those interests are not overridden by your rights and interests.

These interests may include:

  • Operating and improving Optima Performance
  • Maintaining website and platform security
  • Understanding use of our services
  • Responding to business enquiries
  • Protecting our business and users
  • Improving the effectiveness of our services

 

Legal Obligation

We may process information where necessary to comply with applicable laws, accounting requirements, tax requirements, regulatory obligations or lawful requests.

Where we process special category information, such as certain health-related information, we will also identify an appropriate condition for processing that information as required by law.

 

6. EMAIL MARKETING

If you subscribe to Optima communications, download certain resources, or otherwise lawfully opt in to marketing, we may send you information relating to:

  • Optima programmes
  • Performance resources
  • New content
  • Events and workshops
  • Product or service launches
  • Offers
  • Optima Hub updates

Where required, marketing will only be sent with appropriate consent.

You can unsubscribe at any time using the unsubscribe link contained in marketing emails or by contacting us.

Unsubscribing from marketing will not prevent us from sending essential service communications relating to an active account, purchase or service.

 

7. CHILDREN AND YOUNG PEOPLE

Some Optima Performance services and educational materials may relate to junior athletes.

We recognise that children's personal information requires particular protection.

Where we knowingly collect personal information directly from children or young people, we will take appropriate measures having regard to their age, the nature of the service and applicable data protection requirements.

Where a programme is provided through a parent, guardian, school, club, academy or other organisation, that organisation may also have responsibilities regarding the information it provides to Optima.

We encourage parents, guardians and organisations responsible for young people to review the relevant programme information and privacy arrangements before personal information is submitted.

 

8. WHO WE MAY SHARE INFORMATION WITH

We do not sell your personal information.

We may share information with trusted organisations where necessary to operate Optima Performance, including providers of:

  • Website hosting
  • App and online learning platforms
  • Email and communications services
  • Payment processing
  • Customer management systems
  • Cloud storage
  • IT and technical support
  • Website analytics
  • Professional services such as accounting or legal support

We may also disclose information where:

  • Required by law
  • Required by a court or competent authority
  • Necessary to establish, exercise or defend legal rights
  • Necessary to protect the security of Optima Performance, our users or others
  • Our business or relevant assets are reorganised, transferred, merged or sold

Service providers processing personal information on our behalf are expected to handle it appropriately and only for authorised purposes.

 

9. THIRD-PARTY PLATFORMS

Optima may use third-party technology providers to deliver aspects of our website, app, courses, communications, analytics, payments and other services.

These providers may process certain information in accordance with their contractual obligations and their own applicable privacy terms.

Where you leave an Optima-controlled service and access a third-party website or platform, that third party's privacy policy may apply.

 

10. INTERNATIONAL DATA TRANSFERS

Some technology providers used by Optima may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure the transfer is made in accordance with applicable UK data protection law.

This may include relying on applicable adequacy regulations, recognised contractual safeguards or other lawful transfer mechanisms.

 

11. HOW LONG WE KEEP INFORMATION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual, security and regulatory requirements.

Retention periods vary depending on:

  • The type of information
  • The service involved
  • Whether you maintain an active account
  • Legal requirements
  • Potential disputes
  • Business and accounting requirements

When personal information is no longer required, we will delete, anonymise or otherwise securely dispose of it where reasonably practicable.

 

12. DATA SECURITY

We take reasonable organisational and technical measures designed to protect personal information against:

  • Unauthorised access
  • Loss
  • Misuse
  • Alteration
  • Disclosure
  • Destruction

However, no website, app, internet transmission or electronic storage system can be guaranteed to be completely secure.

Users are responsible for keeping their own account credentials confidential and should notify us if they believe their account has been compromised.

 

13. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, UK data protection law may provide you with rights including:

  • The right to be informed about how your information is used
  • The right to request access to your personal information
  • The right to request correction of inaccurate information
  • The right to request erasure of information in certain circumstances
  • The right to request restriction of processing
  • The right to object to certain processing
  • The right to data portability in applicable circumstances
  • Rights relating to certain automated decision-making
  • The right to withdraw consent where processing is based on consent

These rights are not absolute in every situation.

To exercise a data protection right, contact:

[email protected]

We may need to verify your identity before completing certain requests.

 

14. COMPLAINTS

If you have concerns about how Optima Performance handles your personal information, please contact us first so that we can investigate.

You may also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

 

15. THIRD-PARTY LINKS

Our website or app may contain links to websites, services or resources operated by third parties.

We are not responsible for the privacy practices of independent third parties. We recommend reviewing their privacy information before providing personal information.

 

16. CHANGES TO THIS POLICY

We may update this Privacy Policy where our services, technology, business practices or legal obligations change.

The latest version will be published through our website or relevant digital service with an updated revision date.

 

17. CONTACT

For privacy or data-related enquiries:

Optima Performance
Email: [email protected]

For website or app development enquiries:

Todd Groome
Website & App Developer
Email: [email protected]