EMANCIPATED RUN CREW
TAKING CARE OF YOUR INFORMATION
Please read this policy carefully; by providing us with your personal information, you consent to the collection and use of any information you provide in accordance with this policy. Occasionally, we may make changes to this policy so do remember to check back from time to time.
If you have any questions on this policy, please email us at firstname.lastname@example.org. We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you.
HOW WE COLLECT INFORMATION
Information helps us operate as efficiently as possible and to make sure our interactions with you are timely, relevant and tailored for you. To do this, we may collect information about you in the following ways:
Customer and Member Data that, depending on how you interact with us, may include your name, postal address, email address, telephone or mobile number, your contact preferences, bank or payment details, geographical location, the date or year of your birth, and gender. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy, as well as enabling us to reply to the communications you sent us and interact with you as a member of Emancipated Run Crew. The personal data collected may also include special category data, such as racial or ethnic origin, or data concerning a natural person's sexual orientation. Our lawful ground for processing such data is that we are a non-for-profit organisation with a stated purpose of improving and supporting black and brown runners across several intersections to participate in running and other physical activities. The processing of such special category data such as information relating to racial or ethnic origin is vital for us to be able to measure the effectiveness of our organisation and is therefore carried out in the course of our legitimate activities. Such processing relates solely to the members or to former members of ERC or to persons who have regular contact with ERC (such as participants in ERC projects, events and initiatives in connection with our purposes). Such personal data are not disclosed outside of ERC without the consent your consent (unless such data is shared on an anonymised basis).
When you shop with us, we will collect your name, contact and payment details so that we can fulfil your order. This is part of our contract with you to provide your items, but we also have a legal obligation to process the payment details as part of our accounting and tax responsibilities.
Communication Data that includes any communication that you send us, whether that be through the content form on our website, through email, text, voice message, social media messaging, social media posting, newsletters, or any other communication that you send us. We process this data for the purposes of communicating with you, for record keeping and for the establishment, pursuance or defence of legal claims. Our lawful ground for this processing is our legitimate interests which in this case are to reply to communications sent to us, to keep records and to establish, pursue or defend legal claims.
User Data that includes data about how you use our website and any online services together with any data that you post for publication on our website or through other online services. We process this data to operate our website and ensure relevant content is provided to you, to ensure the security of our website, to maintain back- ups of our website and/or databases and to enable publication and administration of our website, other online services and business. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business.
Technical Data that includes data about your use of our website and online services such as your IP address, your login data, details about your browser, length of visit to pages on our website, page views and navigation paths, details about the number of times you use our website, time zone settings and other technology on the devices you use to access our website. The source of this data is from our analytics tracking system. We process this data to analyse your use of our website and other online services, to administer and protect our business and website, to deliver relevant website content and advertisements to you and to understand the effectiveness of our advertising. Our lawful ground for this processing is our legitimate interests which in this case are to enable us to properly administer our website and our business and to grow our business and to decide our marketing strategy.
Marketing Data that includes data about your preferences in receiving marketing from us and our third parties and your communication preferences. We process this data to enable you to partake in our promotions such as competitions, prize draws and free give-aways, as well as relevant website content and advertisements to you and measure or understand the effectiveness of this advertising. Our lawful ground for this processing is our legitimate interests which in this case are to study how customers use our products/services, to develop them, to grow our business and to decide our marketing strategy.
We may use Customer Data, User Data, Technical Data and Marketing Data to deliver relevant website content and advertisements to you (including Facebook adverts or other display advertisements) and to measure or understand the effectiveness of the advertising we serve you. Our lawful ground for this processing is legitimate interests which is to grow our business. We may also use such data to send other marketing communications to you. Our lawful ground for this processing is either consent or legitimate interests (namely to grow our business).
HOW WE COLLECT YOUR PERSONAL DATA
When you interact with us at an event. Sometimes you might be interacting with an organisation working on our behalf but we are still responsible for your information.
When you interact with third parties such as when you make a donation through a third party website like Eventbrite or JustGiving and give your permission for your information to be shared with us. Similarly, if you engage with us on social media and messaging services like Facebook, or Instagram you might give us permission to access information from those accounts. The data we are given access to by social media services will vary but will always be in line with the Terms of that particular service.
When you visit our website we may gather information, such as which pages you visit or how long you spend reading a particular page. This data helps us to improve your online experience, for example by adding new features, or removing elements that make the website difficult to use. We may also use data and insights to help inform the choice of words and images that appear on the site, in order to improve visitors’ response to our campaigns.
When you fill in forms on our website, providing data directly to us, such as the contact form or member signups. This data helps us to improve your online experience and enables us to respond more efficiently to your requests.
From other information that is available to the public to help us understand more about you and ensure our communications are tailored to you. To do this, we may use information from publicly available sources such as Companies House, or information published in the media, as well as that which is commercially available through third party subscriptions. By understanding more about you, and how you might be interested in supporting us, means we can help make our work as cost effective as possible.
Our lawful ground of processing your personal data to send you marketing communications is either your consent or our legitimate interests (namely to grow our business).
Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us if (i) you made a purchase or asked for information from us about our goods or services or (ii) you agreed to receive marketing communications and in each case you have not opted out of receiving such communications since. Under these regulations, if you are a limited company, we may send you marketing emails without your consent. However, you can still opt out of receiving marketing emails from us at any time.
Before we share your personal data with any third party for their own marketing purposes we will get your express consent.
You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you OR where the information is sent by us, you can email us at email@example.com at any time.
If you opt out of receiving marketing communications this opt-out does not apply to personal data provided as a result of other transactions, such as purchases, warranty registrations etc.
WHO WE SHARE YOUR INFORMATION WITH
We may share your information with partners, agents or service providers to allow them to perform services on our behalf or to help us understand our supporters more effectively. These partners will only act under our instruction and will not use your information for their own purposes.
We promise to always keep your details safe and we’ll never sell or swap your information with any other organisation.
We may provide your email address or mobile phone number to digital advertising or social media companies who work on our behalf, such as Facebook or Instagram. This is so we can reach you and others like you with our latest news and information about how you can help support the community.
The other only people who see your personal data, apart from us and those outlined above are:
Our website and e-commerce platform provider (Wix), and any IT contractors who might help us with our website.
Our payment gateway providers (e.g. PayPal and Wix Payments).
Royal Mail and other delivery companies to get the goods to you.
Third party suppliers to fulfil orders made by you on our online store.
We may disclose personal information if required to do so by law or if we believe that such action is necessary to protect and defend the rights, property or personal safety of Emancipated Run Crew members, our website, or our visitors and for other lawful purposes.
Some examples of the organisations with which we may share your data:
Our social media partners: Facebook, X (formerly Twitter), Instagram, YouTube
Our digital partners: Google, Eventbrite
How we keep your information safe
We make sure that appropriate physical, technical and human controls are in place to ensure we take good care of your information.
However, the transmission of information over the internet is never completely secure and as a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your data, we make every effort to try to ensure its security both on our systems and while in transit between our systems and our partners who work on our behalf.
We cannot be responsible for the privacy policies and practices of other websites even if you access them using links from our websites and recommend that you check the policy of each site you visit. When you leave our website, we encourage you to read the privacy notice of every website you visit.
HOW LONG WE KEEP YOUR INFORMATION
We will hold your personal information on our systems for as long as is necessary for the relevant activity, and to meet any legal or regulatory requirement. This is so that we can provide the services, products or information you have requested, to administer your relationship with us, to ensure we don’t communicate with you if you’ve asked us not to and to comply with the law.
You can request a copy of the personal information that we hold about you under the Data Protection Act 2018. If you would like to do so, please send a description of the information you would like as well as approved proof of identity to firstname.lastname@example.org.
YOUR RIGHTS UNDER DATA PROTECTION LEGISLATION
You have a right to:
a) To access your personal data
b) To be provided with information about how your personal data is processed
c) To have your personal data corrected
d) To have your personal data erased (in certain circumstances)
e) To object to, or restrict, how your personal data is processed
f) To have your personal data transferred to you, or to another business/provider (in certain circumstances)
You also have the right to lodge a complaint about the way we manage your data with the Information Commissioner’s Office (www.ico.org.uk). We would be grateful if you would contact us first if you do have a complaint so that we can resolve it for you.
HOW TO CHANGE THE WAY WE CONTACT YOU
We always want you to be happy with the communication you receive from us. If you want to change how you hear from us, or update your details, simply get in touch with us at email@example.com.
You can also change the way we contact you by using the unsubscribe link in an email from us.
Where you tell us that you no longer want to hear from us for marketing purposes, please be aware that we may still contact you for administration purposes such as providing you with information you’ve requested or in helping resolve a query or fulfilling the sale of any item purchased on our website.
Cookies are small text files that are placed on your device to help us give you a better experience of using our website. Cookies do lots of different things, such as helping us to:
personalise the website to your requirements. If for example, on a previous visit you went to the Events page, then we might find this out from your cookie and highlight particular information related to this which you may find interesting, on a second visit.
avoid asking you to complete details twice
estimate the number of visitors to our site, including the source and patterns relating to this traffic
display relevant advertising to you when you visit other websites
understand how visitors use the site, and how we can enhance this experience
You are able to set your devices to accept all cookies, to notify you when a cookie is issued, or not to receive cookies at any time, although of course please be aware this means that you’ll miss out on some personalised services. You should read the information that came with your browser software to see how you can do this.
WHAT IF I’M UNDER 18?
If you are under 18, please make sure that you obtain your parent/guardian’s permission beforehand whenever you provide personal information via our websites. Users without this consent are not allowed to provide us with personal information. Also, if you do use our sites to obtain information about supporting the work of Hannah Witton, please let an adult know.
CHANGES TO THIS POLICY
This information was last updated 19 February 2024. From time to time, we may make changes to the information on this page so you may wish to check back from time to time. The amended information will apply from the date it is posted on the site and will govern the way in which we collect and use personal information from then on.