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Privacy Policy

Privacy Policy

We take the responsibility of looking after your personal information very seriously, so please read this privacy policy to understand how we do that, what your rights are and how we can work with you to ensure that your privacy is protected.

For the purposes of this policy, Running Bear Sports Ltd is the Data Controller. The policy has been updated to incorporate the General Data Protection Regulations 2018 (otherwise known as GDPR) and we are committed to protecting your privacy in accordance with this legislation and any other relevant legislation.

If you have any questions at all, please email us at bear@runningbear.co.uk or in writing to:

Data Protection Officer
Running Bear Sports Ltd
5 London Road
Alderley Edge
Cheshire SK9 7JT

Our Website address is: https://runningbear.co.uk
Company Number: 04541185

What type of information do we collect?

You can browse this website without being asked to provide any personal information, but we obviously require a certain amount of information from you to allow us to fulfil your order, answer your queries and offer you the best possible shopping experience.

We only ever ask you to provide the minimum required to allow us to do that - name, address (including delivery address, if different), email and telephone number.

We ask you for payment card details in order to process payment for your order, but we do not store these. (In addition, we are certified as being PCI-DSS compliant, so the transaction is as safe as we can reasonably make it).

Apart from that, we use web analytics tools when you browse the website that may record things like your IP address, browser type, browser plug-ins, operating system, time zone settings etc.

If you make a purchase from us, we record details of any transactions you have made, including the products (or services) you have bought from us.

And to make it easier for you to use the website we use cookies, which record data about the pages you browse and the products you add to basket. Please see our Cookies Policy for more details

We do NOT knowingly collect or store anything that is categorised as sensitive under the terms of the GDPR, including racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation, and genetic and/or biometric data.

Running Bear Running Club

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, email or otherwise. This includes information you provide when you register with Running Bear Running Club, subscribe to our newsletter, or participate in discussion boards on our website. The information you give us may include your name, date of birth, address, email address, phone number, name of the EA affiliated Clubs with which you are registered and gender. We may also ask for relevant health information, disability, or other data which is classed as special category personal data.

How do we use this information?

We use this information to provide you with the products and services we offer and to make your experience easier and more enjoyable.

Principally, that means:

Processing your order
Improving our products and services

We do this on the basis that it is necessary to fulfil our contract with you or to meet our legitimate business interests (where of course they don’t compete with your rights).

Contractual necessity, for instance, includes identifying you, responding to enquiries you may have, providing requested services (including processing orders and refunds), allowing you to register and set up an account on our website etc.

Legitimate interest includes fraud prevention, website security, personalising your online experience, allowing you to leave reviews.

You always have the right to withhold your personal information or request that we not process it. (See more about your rights below.) However, that may result in us not being able to provide products and services to you or our service being significantly impaired.

In addition, we may be required by law (legal compliance) to process your personal data – for instance, to comply with a court order.

Running Bear Running Club

The reason we need your Athletics Data is to be able to administer your membership and provide the membership services you are signing up to when you register with Running Bear Running Club. Our lawful basis for processing your personal information is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we may need to process your data include:

For training and competition entry

- sharing personal data with club coaches or officials to administer training sessions
- sharing personal data with club team managers to enter events
- sharing personal data with facility providers to manage access to the track or check delivery standards
- sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events

For funding and reporting purposes

- sharing anonymised data with a funding partner as condition of grant funding, e.g. Local Authority
- analysing anonymised data to monitor club trends
- sending an annual club survey to improve your experience as a club member

For membership and club management

- processing of membership forms and payments
- sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
- club newsletter promoting club activity
- publishing of race and competition results

Marketing and communications (where separate consent is provided)

- sending information about promotions and offers from sponsors
- sending information about selling club kit, merchandise or fundraising

Any special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members (e.g any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 7 days after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

Running Bear Running Club has Social Media pages on Facebook, WhatsApp, Twitter and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the Social Media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal information on the Running Bear Running Club social media pages.

Do we share this information with any third parties?

We share information with third party payment gateways who help us provide our orders and store services to you.

We accept payment through Paymentsense and Paypal. When processing payments, some of your data will be passed to Paymentsense/Paypal, including information required to process or support the payment, such as the purchase total and billing information.

Please see Paymentsense Privacy Policy for more details.
Please see Paypal Privacy Policy for more details.

Running Bear Running Club

When you become a member of or renew your membership with Running Bear Running Club you can also choose to be registered as an affiliated member of England Athletics (you will have to register with England Athletics if you ever compete for the club in competition under UKA Rules). Running Bear Running Club will share the data you have provided at registration with England Athletics to enable you to access an online portal for you (called MyAthletics) and create an unaffiliated membership for you with them. England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org

If you do not wish to join England Athletics as an affiliated member, and then decide to compete for the club, we will need to register you with England Athletics and we will inform you at that time.

Running Bear Running Club does not supply any personal information it holds for this purpose to any other third party. Running Bear Running Club does not store or transfer your personal information outside of the UK

What communication will you receive from us after you place an order?

We will ordinarily send you an email confirming the order; a further email when the order has been despatched; and, if you return any part of the order, an email confirming that you have been refunded.

How long do we retain your data?

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website, we also store the personal information you provide in your user profile. All users can see, edit or delete personal information at any time (except their username). Website administrators can also see and edit that information.

How can you find out what information about you we hold? (Right of access)

You have the right to know what personal data we hold and how it is being processed.

You should make any request by email to bear@runningbear.co.uk or in writing to:

Data Protection Officer
Running Bear Sports Ltd
5 London Road
Alderley Edge
Cheshire SK9 7JT

We will ordinarily provide the following within 30 days of the request:

- Confirmation of what personal data we hold about you and where it is held
- A copy of the data
- Any supporting documentation

Can you ask to have your personal information deleted? (Right to be forgotten)

You have the right to ask us to remove any personal information that you no longer want us to hold (unless we are required by law to retain it).

You should make any request by email to bear@runningbear.co.uk (or by post to the above address).

We will delete or anonymise any information that is stored by us (or by any third party who processes the data on our behalf).

However, please note that we can only do this when an order is complete - and, after your data has been deleted, we will not be able to identify you, so we cannot accept any returns or answer questions around previous orders etc.

Running Bear Running Club

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal information; to restrict or object to certain kinds of processing of your personal information, including direct marketing; to the portability of your personal information and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office about the processing of your personal information.
As a data subject you are not obliged to share your personal information with Running Bear Running Club. If you choose not to share your personal information with us we may not be able to register or administer your membership.

How can you correct personal information that is inaccurate? (Right of rectification)

You should make any request by email to bear@runningbear.co.uk (or by post to the above address), specifying what information you believe to be incorrect and what the correct information is.

Please note that in all the above instances we will ask you to provide proof of your identity to ensure that you are the owner of the personal information in question. We reserve the right not to comply with the request if we are not satisfied that the proof of identity provided.

How long do we keep your personal information?

We keep your information on our databases until you ask us to delete it or for as long as it is relevant. That means we will delete it if you have not interacted with us for a while and we believe you have no intention of doing so in the future.

The exact time period for this is kept under constant review.

Running Bear Running Club

We will hold your personal information on file for as long as you are a member with us. Athlete information is updated every year on annual membership forms. Any personal information we hold on you will be securely destroyed after four years of inactivity on that member's account, in line with England Athletics Limited's retention policy. Your information is not processed for any further purposes other than those detailed in this policy.

How is this information stored and transmitted?

We have security measures in place to restrict access to your data, to maintain data integrity and to prevent data loss.

Data can only be accessed or processed by employees of Running Bear or third parties with whom we have appropriate contractual arrangements.

And we regularly review all procedures, including how - and how much - information is stored in order to minimise any risk.

However, while we will always do our best to keep your data secure, we cannot completely guarantee the security of data transmitted to us. For instance, if you use a password to access your account online, please make sure you keep the password to yourself. Any transmission of data is always at your own risk.

Does your website use cookies?

Yes. Please see our Cookie Policy.

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