Athlete Consent & Data Processing

1. Purpose of athlete data processing

Athlete information may be used to understand sport context, performance goals, injury/recovery concerns, mental skills needs, wellbeing indicators, consultation history, communication needs, and progress planning.

2. Types of athlete information

• Identity and contact details.
• Sport, team, role, training/competition context and support system details.
• Assessment, self-reflection, consultation and intervention notes.
• Injury psychology or return-to-play concerns when voluntarily shared.
• Parent/guardian details where the athlete is a minor or where consent requires guardian involvement.

3. Consent and voluntary participation

Athlete participation should be based on informed consent. Athletes may ask questions about purpose, process, confidentiality, limits of confidentiality, data use, data sharing and withdrawal before engaging in support.

4. Parent or guardian consent for minors

For minors, parent/guardian consent may be required before consultation, data processing, assessments, teleconsultation or communication. The athlete’s assent and psychological safety should also be considered in age-appropriate ways.

5. Sharing with coaches, parents or organisations

Information is not automatically shared with coaches, parents, teams or institutions. Information sharing should follow consent, professional judgement, safety needs, service agreements and applicable law. General recommendations may be shared without unnecessary sensitive details where appropriate.

6. Limits of confidentiality

Confidentiality may be limited where there is risk of harm to self or others, safeguarding concerns, legal requirements, medical emergencies, abuse, coercion, or other circumstances where disclosure is necessary for safety or required by law.

7. Access, correction, withdrawal and deletion

Athletes or authorised guardians may request access, correction, consent withdrawal or deletion where applicable. Some records may need to be retained for professional, legal, safeguarding, ethical or continuity reasons.

8. Privacy-focused practice management

WinMindPerform aims to manage athlete information through privacy-focused sport psychology practice management processes. No broad HIPAA-compliant claim is made unless and until formal compliance requirements, documented risk analysis, BAAs/vendor coverage, audit logs, incident response and retention frameworks are fully established.

9. Contact

Consent or data processing questions can be sent to karansportpsy@gmail.com.