Privacy policy

 Privacy Policy 12in12 CIC 1st May 2019 

1. Introduction 

This Privacy Notice sets out how 12in12 uses and protects any information that you give 12in12 when you use this website. 

12in12 is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified by when using this website, then you can be assured that it will only be used in accordance with this Privacy Policy. Our Privacy Policy explains in detail the types of data we may collect about you and how we will use and store your personal data. 

12in12 may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st May 2019. 

2. 12in12 

12in12 is a community of like minded people who want to help each other become active or keep active. We are kind to each other and support each other with our activity goals. You can find friendship and gain confidence within our community. 

3. When do we collect your personal data? 

We collect data when you: 

● Sign up and register for membership on the site 

● Place an order from our online shop 

● Sign up for an event or virtual race 

● Opt in to receive our newsletter 

● Write a review on the site 

● Post a comment about a post 

● Send us an email 

● Interact with us on social media 

● Call us 

The personal data that we collect from you will vary depending on the specific purpose. 

4. What personal data do we collect? 

The type of personal information that we may collect from you includes: 

● First & last name 

● DOB 

● Age 

● UKA Number 

● Postal Address 

● Phone number 

● Email 

● IP address 

● Photographs or digital images with your consent 

● How we communicate with you and any preferences that you have 

● Social media profiles 

5. How do we use the personal information we collect? 

What We Use Your Personal Information For How Do We Use Your Personal Information What is the Legal Basis That We Use to Process Your Information 
1To manage your membership of 12in12 and your account on the site. We use your personal information to ensure that you receive the benefits and services that are on offer and that they are of interest to you. Legitimate interest, it is our and your legitimate interests to develop, enhance, provide and market suitable products to you. 
2To manage your order, to provide you with the goods and services We use your personal information to complete and send your order to you. We use your personal details Name, Address, Email, and Phone to send you the goods and ensure that you have received them. Contract, we are performing our contractual obligations. Your payment is processed via STRIPE

Your payment is processed by PayPal. 
3To process returns and refunds for products. We use your personal details Name, Address, Email, and Phone to check your order and ensure that you receive the refund you are owed. Contract, we are performing our contractual and statutory obligations. 
4To respond to any correspondence, you have with us, to provide you with the information you have requested. We use your personal information (Email) to respond to any comments, queries or complaints. Legitimate interest, it is within both yours and our legitimate interest to be able to provide you with good customer service. 
5To protect you and 12in12 against fraudulent transactions and ensure the security of our site. We process your personal information and where appropriate your IP address to protect against fraudulent transactions. Legitimate interest, we use legitimate interest to process your information to protect 12in12 and you against fraudulent transactions. To prevent our business and your personal data from fraudulent activities. To allow us to verify your identity if we are required to do so, to be able to comply with laws and regulations. We do this as part of our business interest. To comply with our legal obligations and to share data with law enforcement if required to do so. 
6To gather feedback, product reviews and comments on the products we sell, the blog posts that we write and the activities that site offers. We will collect personal information when you post your feedback and comments about products, blog posts and activities. Legitimate interest, we would use legitimate interest to develop and enhance the site, how it operates and what it is able to offer. 
7To enable you to enter and participate in an event or virtual race We would use your contact information, your name, email address to ensure you receive all the information that you need to make the most of this activity, your times for each race would be recorded. Consent, we would consent to process your data for this purpose and to record your times for the race. 
8To ensure that the content on our site is presented in the most useful way. We may use your personal information which could include your IP address to measure ways in which you use our website, we could analyse the effectiveness of our site. This can allow us to structure the content and the services we offer. We would normally use cookies for this purpose. Consent, as appropriate we would ask for your consent to use these cookies before processing. 
9To send you a copy of our current newsletter. We use your personal information (email) to send the current copy of our newsletter to your inbox. Consent, you have requested that we do this. 
#To develop our products and services and to ensure that the website content, is up to date, relevant and appealing. We use your personal information to determine your likes, dislikes and needs, this may come from the comments and requests that have appeared on the site. Legitimate interest, it is in our legitimate interests to develop and enhance the products and services that we offer to you and to keep our website up to data with relevant information. 

6. How long do we keep your personal information? 

Your data is retained by 12in12 for as long as is necessary for the purpose that it was collected for. We will use your data to send you details of services and products that you may be interested in. 

We are obliged to keep certain data to fulfil certain legal obligations and matters of record keeping e.g. financial records which we are required to keep for 6 years. Any data that is retained is minimised to ensure that we are only keeping that which is required. We will securely delete all data when it is no longer required. 

If you sign up for our newsletter you may unsubscribe at anytime by clicking the link in the email to do so. 

7. Sharing your personal data 

We may use the data in accordance with governing sports bodies in the UK, eg. UK Athletics, to see the demographics of our community and to create any statistics we are sharing within the 12in12 community. We will only share your details with other 12in12 members if you have given us your permission to do so, i.e. if you are looking for a #SupportBuddy. 

If you are a customer we will transfer your details to third parties and contractors to assist with the provision of services to you e.g. we will pass your details to our delivery companies in order that we are able to fulfil our contract with you 

and deliver the products that you have ordered from us. We use payment organisations, who will collect and process your financial details. 

If you are an existing customer, we may share your details with companies who perform marketing for us. (You can ask us not to use your data for this purpose). 

12in12 will never pass on your personal details to other organisations for their use, except when we have your express permission to do so or when the law requires it. We do not sell your or swap your personal data. 

We may need to disclose your personal data upon request to regulatory and government bodies as well as law enforcement agencies. 

8. Your Rights 

The GDPR provides the following rights for the individual.

1 The right to be informed, you have the right to know about the collection and use of your personal data. 

2 Request access to your personal data that we hold on you; this will be free of charge unless the request is unreasonable or unduly difficult. If you want to access your personal data, please let us have details of the personal data you want to see and proof of your identity by email to: 

3 Request correction of your personal data if it is out of date or is incorrect. 

4 Request erasure of your personal data from our records, this can be done in certain circumstances. 

5 Restrict processing of your personal data. You have a right to require us to stop processing your personal data in a particular way, this may only happen in certain circumstances. 

6 Portability of your data, you may wish to request a copy of your data and take it elsewhere. 

7 Object to the processing of your data in a certain way, you can stop your personal details being used for direct marketing. 

8 Automated processing, individuals have the right to object to a decision based totally on automated processing.

If you wish to withdraw your consent to the collection and processing of your data, contact us using the details in section 14. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. You are responsible for the accuracy of your personal data, please let us know if needs to be updated. 

If you feel that your data is not being managed in an appropriate manner you can raise a concern with the ICO. You can also find general information from the ICO

9. Marketing & Communications 

We could use your information to inform you about third parties offering products or services which we think you may find interesting or about the products and services we offer. We would contact you by post, telephone (unless you are registered with the TPS) or by email, we would only do this if you have given us your consent to do so. If you are already a customer then we may contact you about the products and services that we offer that we think would be of interest to you, we would do this as part of our legitimate interest. You are free to opt out or unsubscribe of any marketing communication at any time or you may withdraw your consent. 

10. Cookies 

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, analyse traffic to our website, to help with the security of our website, to allow you to log in to the site and to gain consent where appropriate. 

Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

Overall, cookies help us provide you with a better website service, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. To find out more about cookies go to 

11. Security 

We are committed to ensuring that your information is safe and secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. 

Payments made to our site are processed by a secure third party; we do not use or store your financial information. 

12. Links to other websites and social media 

Our website contains links to other websites of interest and to our social media platforms. However, once you have used these links to leave our site, you should note that we do not have any control over that other website or social media platform. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website or social media platform in question. 

13. Children 

We are happy for children to participate in 12in12 under the supervision of their guardian who is over the age of 18. 

14. How to contact us 

If you have any questions or queries about how we collect and use your data, please feel free to contact us:; 12in12 CIC, Unit H, Rowan Court, Rawdon, Leeds, LS19 7DT; 0113 391 0073