Privacy Policy

Last updated: 25 August 2026

1. About this Privacy Notice

This Privacy Notice explains how WholeMind Sport Psychology ("we", "us") collects, uses, stores and shares personal information when you visit our website, enquire about our services, book a session, receive sport and exercise psychology support, or otherwise communicate with us.

WholeMind Sport Psychology is the trading name/business through which Robert Ogborn provides sport and exercise psychology services. Robert Ogborn is responsible for the personal information processed by WholeMind Sport Psychology unless another organisation is expressly identified as the controller for a particular processing activity.

Contact: support@wholemindsport.com

2. What information we collect

Depending on how you interact with WholeMind Sport Psychology, we may collect:

Identity and contact information, such as name, date of birth, email address, telephone number and address.
Booking and payment information, including services purchased, appointment dates and payment status. Payment card details may be processed directly by our payment provider (Stripe) rather than stored by WholeMind Sport Psychology.
Information you provide in enquiries, intake forms, questionnaires, assessments, sessions, emails, WhatsApp messages or other communications.
Sporting and performance information, such as sport, role/position, performance goals, training and competition context.
Information concerning physical or mental health where relevant to the psychological support you request. Health information is special category personal data under UK data protection law.
Information concerning safeguarding or welfare where this is relevant to providing safe and appropriate professional support.
Information about parents/guardians and other relevant contacts for clients under 18.
Information required to manage complaints, professional supervision, accreditation, regulatory matters, legal obligations or insurance.
Website and technical information, such as IP address, browser/device information and cookie or analytics information where applicable.

3. How we collect information

We may collect information directly from you through our website, booking forms, emails, telephone calls, WhatsApp, questionnaires, consent forms, sessions and other communications.

We may also receive relevant information from a parent/guardian, referrer, coach, club, academy or another professional where this is appropriate and lawful. Where we receive information from another source, we will handle it in accordance with this Privacy Notice and applicable data protection law.

4. Why we use personal information

We use personal information only for defined and legitimate purposes, including:

To respond to enquiries and arrange or administer bookings.
To provide sport and exercise psychology services and communicate with clients about their support.
To maintain appropriate professional records and supervision arrangements.
To manage payments, invoices, refunds and accounting.
To communicate about appointments, cancellations, rescheduling and service administration.
To provide agreed between-session support, including WhatsApp communication.
To safeguard clients and others and to respond appropriately to welfare or safety concerns.
To comply with legal, regulatory, professional, insurance and accounting obligations.
To handle complaints, disputes and legal claims.
To maintain the security and functionality of our website and systems.
To improve our services where we have a lawful basis to do so.
To use appropriately anonymised case material for professional education, training or assessment where the relevant client has provided the separate permission described in our consent documentation.

5. Health and psychological information

Psychological support may require us to collect information about mental or physical health, wellbeing, performance-related difficulties and other sensitive circumstances. We treat this information as particularly sensitive and apply additional safeguards.

We collect only information that is relevant and reasonably necessary for the service or another lawful purpose. We do not require clients to disclose information that is not relevant to the support being provided.

6. Sharing personal information

We do not sell client personal information. We may share information where necessary and lawful with:

Robert Ogborn's professional supervisor and appropriately authorised people involved in professional supervision, training, accreditation or assessment, subject to applicable confidentiality and anonymisation arrangements.
Parents or guardians of under-18 clients where this is appropriate and consistent with the agreed confidentiality and safeguarding arrangements.
Professional or regulatory bodies where there is a lawful basis or professional requirement to do so.
Payment processors, booking platforms, email providers, cloud storage providers, IT/support providers and other service providers acting on our instructions where needed to operate WholeMind Sport Psychology.
Professional advisers, insurers or legal representatives where reasonably necessary.
Emergency services or other appropriate authorities where necessary to protect someone from serious harm or where required by law.

We aim to share only the information necessary for the particular purpose. Where information can appropriately be anonymised without preventing the purpose of the disclosure, we will consider anonymisation to the greatest extent reasonably possible.

7. International transfers

Some service providers we use may process information outside the UK. Where this occurs, we will ensure that the transfer is made in accordance with applicable UK data protection law, including using an adequacy decision or appropriate safeguards where required. Details of relevant safeguards can be requested from us.

8. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including to provide services, maintain professional records, meet legal or regulatory requirements, resolve disputes and establish or defend legal claims.

Because appropriate retention periods for psychological records can depend on professional guidance, the client's age, the nature of the service, safeguarding considerations and other factors, WholeMind Sport Psychology will maintain a documented retention schedule. Unless a longer period is required or justified, routine administrative information will be reviewed for deletion when it is no longer needed.

If you require the current retention period or criteria used for a particular category of information, contact WholeMind Sport Psychology using the details below.

9. Security

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, destruction, alteration or disclosure. Measures may include access controls, password protection, secure cloud services, device security and limiting access to information to people who need it.

No method of electronic storage or transmission is completely secure. Where a data breach creates a risk to individuals' rights and freedoms, we will take the steps required by applicable data protection law.

10. Your data protection rights

Depending on the circumstances and the lawful basis we rely on, you may have rights including:

The right to be informed about how we use your information.
The right to request access to personal information we hold about you.
The right to request correction of inaccurate or incomplete information.
The right to request erasure in circumstances where the law gives you that right.
The right to request restriction of processing in certain circumstances.
The right to object to certain processing, including processing based on legitimate interests.
The right to data portability where the relevant legal conditions apply.
The right to withdraw consent where we rely on consent, without affecting the lawfulness of processing carried out before withdrawal.

Some rights are subject to exceptions and may not apply to every item of information. For example, information may need to be retained to comply with a legal or professional obligation.

11. How to exercise your rights

To exercise a data protection right or ask a question about how your information is handled, contact Robert Ogborn at support@wholemindsport.com. Please provide enough information for us to identify you and understand your request.

We may need to verify your identity before providing information or making changes. We will normally respond within the timeframe required by applicable data protection law.

12. Complaints about data protection

If you have concerns about how WholeMind Sport Psychology has handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator, if you believe your information has been handled unlawfully.

ICO website: https://ico.org.uk/

13. Cookies and website analytics

Our website may use cookies and similar technologies. Strictly necessary cookies may be used to provide website functionality. Where non-essential analytics, advertising or tracking technologies are used and consent is required, we will provide an appropriate cookie notice and consent mechanism.

The specific cookies used by the website may change as website services change. A current cookie notice should be provided alongside this Privacy Notice where required.

14. Marketing

We will only send direct marketing communications where we have a lawful basis to do so and, where required, your consent. You can opt out of marketing communications at any time.

We do not need to send marketing communications as a condition of receiving psychological support.

15. Children and young people

For clients under 18, we take particular care with privacy, confidentiality and safeguarding. Parents/guardians may provide information and enter into the financial contract where appropriate, but access to the young person's psychological information is governed by the separate confidentiality and information-sharing arrangements.

We collect and use information about young people only for appropriate and lawful purposes and seek to explain data handling in an age-appropriate way where appropriate.

16. Automated decision-making and profiling

WholeMind Sport Psychology does not currently make decisions about clients using solely automated decision-making or automated profiling that produces legal or similarly significant effects.

17. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, systems, legal obligations or data protection practice. The current version will be published on our website with its effective date.

18. Contact

WholeMind Sport Psychology
Robert Ogborn
Email: support@wholemindsport.com
Telephone: 07534934622