Introduction:

Weruntrail.com (‘We Run Trail’, ‘we’, ‘our’, ‘us’) is an online service that provides users (‘Trail Runners’, ‘you’) with information on ‘Trail Experts’, i.e. trail running coaches, trail running guides & leaders, trail running holidays, trail running shops, trail running clubs & groups, specialist service providers and lots more. It provides these individuals, businesses and organisations with a way of engaging with Trail Runners. Weruntrail.com is owned and operated by We Run Trail Ltd.

Company number: 11685882 ICO number: 00011694863

By accessing our website and using our services, you acknowledge that you have read and understood this Privacy Policy and the information collection and handling processes contained within it.

Overview

This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.

Glossary:

Trail Expert - an individual or group with specialist knowledge of running off road including but not limited to trail, fell, mountain.

Trail Runner - a runner who participates in running off road including but not limited to trail, fell, mountain

Registration - the act of registering an individual or group either Trail Runner or Trail Expert on weruntrail.com as a user

Listing - the creation by a Trail Expert of a particular trail expertise/service on weruntrail.com

Trail - refers to and includes running trail, fell, mountains and in fact anything that is not on the road (but it may include a bit of that too)

Personal data - any information about an individual, group or business from which that individual, group or business can be identified. It does not include data where the identity has been removed (anonymous data).

A data controller is a person who controls how personal information is processed and used.  A data processor is a person who processes and uses personal information in accordance with the instructions of a third party, i.e. the data controller.

Collection of personal data:

Weruntrail.com and its owners take a proactive approach to user privacy and ensures the necessary steps are taken to protect the privacy of its users throughout their visiting experience. Weruntrail.com complies with all UK national laws and requirements for user privacy. The website was created and is hosted and maintained by xxxxx, who are GDPR compliant. The website uses cookies to optimise the website experience. These cookies do not record identifiable details but track use throughout the website. Please read on to see our cookies policy

Use of personal data:

How we use your personal data depends on how you interact with We Run Trail either as a Trail Expert, a Trail Runner or in some other way.  This privacy notice gives a general overview of how We Run Trail processes personal data but you may receive more detailed information about data protection (including separate privacy notices) depending on the different ways you interact with us.

Trail Runners and Trail Experts registering and in the latter case, listing on weruntrail.com and associated social media platforms do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely for a reasonable amount of time, as allowed by the General Data Protection Regulation 2018. Every effort has been made to ensure a safe and secure registration and listing submission process but we advise users using such processes that they do so at their own risk. Information storage and processes can be found in our GDPR process document. To request this please email info@weruntrail.com.

We may collect, use, store and transfer different kinds of personal data about you, depending if you are Trail Runner or Trail Expert, which we have grouped together follows:

  • Identity Data includes first name and last name.
  • Contact Data includes email address.
  • Financial Data includes details about payments to and from you. Personal information is taken to enable us to fulfil the purchase and kept for our records for the mandatory period of time for tax purposes.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username, password, description of services, photograph, social media account information, telephone numbers, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature.

However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy.

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us, but we will notify you if this is the case at the time.

Purposes for which we will use your personal data:

We have set out below, in a table format, a description of all the ways we may use your personal data and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are, where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please email us on info@weruntrail.com if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose / Activity

Type of Data

Lawful basis for processing including basis of legitimate interest

To register Trail Runners and Trail Experts, as a new user

  • Identity
  • Contact
  • Performance of a contract with you

To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy

(b) Contacting you with regard to a contract between you and us

  • Identity
  • Contact
  • Profile
  • Marketing & Communications
  • Performance of a contract with you
  • Necessary to comply with a legal obligation
  • Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)

For Trail Experts, to create a listing detailing their expertise/services

  • Identity
  • Contact
  • Profile
  • Marketing & Communications
  • Performance of a contract with you
  • Necessary for our legitimate interests (to keep our records updated and to study how customers use our services)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data

  • Identity
  • Contact
  • Technical
  • Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, and to prevent fraud
  • Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

  • Identity
  • Contact
  • Profile
  • Usage
  • Marketing and
    Communications
  • Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

  • Technical
  • Usage
  • Profile

Necessary for our legitimate interests (to define types of marketing, customer relationships and experiences customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

  • Identity
  • Contact
  • Technical
  • Usage
  • Profile

Necessary for our legitimate interests (to develop our services and grow our business)

International Transfers

Some of our external third parties could, in future, be based outside the European Union (EU), so their processing of your personal data would involve a transfer of data outside the EU.

Whenever we transfer your personal data out of the EU, we will ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
  • We will make a general announcement if and when we do decide to work with Third Parties based outside the EU. Please email us on info@weruntrail.com if you want further information on the specific mechanism which may be in place when transferring your personal data out of the EU.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside our company for marketing purposes.

Disclosures of your personal data

We require all third parties to whom we disclose your data in accordance with this policy to respect the security of your personal data and to treat it in accordance with the law.

We may also have to share your personal data with the parties set out below for the purposes set out in the table above.

  • Service providers acting as processors based within the EU who provide webhosting, back-up and other IT and system administration services.
  • Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
  • Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

How long will personal data be held:

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers for six years after they cease being customers for tax purposes.

In some circumstances you can ask us to delete your data. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Opting out:

You can ask us to stop sending you marketing messages at any time by self-service through our website or by contacting us at any time.

Cookies:

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Email Newsletter:

We Run Trail operates an email newsletter programme, used to inform subscribers about products and services supplied by us and Trail Experts listed on the website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Mailchimp is used as the data processor for this purpose and as such has its own GDPR Policy in place. To view this policy go to https://mailchimp.com/legal/privacy/.  

Email marketing campaigns published by We Run Trail or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include: the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no means a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

Subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

Listings made on weruntrail.com

We expect Trail Experts listing their details and services on this site to do so in such a way to reflect the professional, inclusive and diverse running community they represent. We expect listings to be truthful and we will take steps to police and remove content if we consider it to be inappropriate, offensive or misleading. However, we cannot guarantee or verify the contents, quality of services offered or information given by all the Trail Experts listed on weruntrail.com and users should note that they engage with trail experts entirely at their own risk. Please reports any concerns to info@weruntrail.com.

Although weruntrail.com only looks to include quality, safe and relevant external links, users should always adopt a policy of caution before clicking any external web links mentioned throughout this website. The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

How we protect personal data:

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Information containing minors:

If you are under 18, you may use our website only with consent from a parent or guardian

Adverts and Sponsored Links:

Weruntrail.com may in the future contain sponsored links and adverts. These will typically be served through our advertising partners, who may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertiser’s website through a referral programme which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computer's hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned. Any adverts are considered to be of interest to website users.

Social Media Platforms:

Communication, engagement and actions taken through external social media platforms that We Run Trail and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website or its owners will never ask for personal or sensitive information through social media platforms and we encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email. This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised that, before using such social sharing buttons, they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Direct Payments:

Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it. At the point of payment, you are transferred to a secure page on the website of Paypal.

Personal information is taken to enable us to fulfil the purchase and kept for our records for the mandatory period of time for tax purposes.

Contributing to weruntrail.com

If you send us information in connection with an article submission, we shall keep your details for our records for up to three years should we wish to contact you at a later date. If we use your submission and establish a working relationship with you these details will be kept for six years, or however long you are working within a related industry, whichever is longer.

Changes to personal data and the privacy policy:

Any changes we may make to this Policy in the future will be posted on our Site and, where appropriate, notified to you by e-mail. When we change this Policy in a material way, we will update the version date at the bottom of this page. Please check back frequently to see any updates or changes to this Policy and should you object to any alteration, please contact us as set out in the “Contact” section below.

It is your duty to ensure your information is up to date and accurate.

Your rights:

Under the GDPR, you have the right to:

  • obtain access to, and copies of, the personal data that we hold about you;
  • require us to correct the personal data we hold about you if it is incorrect;
  • require us to erase your personal data in certain circumstances;
  • require us to restrict our data processing activities in certain circumstances;
  • receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of your transmitting that personal data to another data controller;
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on you; and
  • where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal.

If you would like to exercise any of these rights, please contact us in writing using the contact details below.  Please note that these rights are not absolute and we may be entitled (or required) to refuse requests where exceptions apply.

If you are not satisfied with how we are processing your personal data, please take the time to email your concerns to info@weruntrail.com so that we may do our best to amend our processes. You can also complain to the Information Commissioner’s Office (ICO). You can also find out more about your rights under the GDPR (and other data protection legislation) from the Information Commissioner's Office website available at: www.ico.org.uk.

Contact:

In the event of any query or complaint in connection with the information we hold about you, please email info@werruntrail.com, or write to Data Protection Officer, We Run Trail Ltd, Deerswood, Sheephouse Lane, Dorking, RH5 6LP.

Last updated: Wednesday 17th April 2019

Cookie Policy

What are cookies?

At We Run Trail we strive to give visitors to our website the best experience possible. One of the ways we achieve this is by storing small amounts of information about your visit in data files onto your computer called cookies.

Cookies don't identify you personally, but help the site remember details about your visit enabling us to provide better services for you. They cannot carry viruses or install malware on your machine.

You can control and delete these files as you wish. If you chose to delete cookies please be aware that some parts of the website, such as our contact form, will not work properly. You can find out more about cookies and how to remove them at: http://aboutcookies.org

How we use cookies

We use cookies in several places. We'll run through each we set and what reasons we have for setting them.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website.

Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you.

Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We may use this information to make our website more relevant to your interests.

You can find more information about the individual cookies we use and the purposes for which we use them below. We consider that the collection and use of these cookies is necessary for our legitimate interests. Please refer to our Privacy Notice for further information about the lawful basis for our use of Cookies under the General Data Protection Regulation.