Privacy policy

Who we are

Ultramarathon Running Store is the trading name of ULTRAMARATHONRUNNING Ltd.

ULTRAMARATHONRUNNING Ltd is the data controller for the personal information described in this policy. This means that we decide why and how your personal information is used.

Information we collect

The personal information we collect depends on how you use the website and interact with us.

Information you provide to us

This may include:

• your name;
• billing and delivery addresses;
• email address;
• telephone number;
• account login details;
• order and return information;
• products you have purchased;
• gift recipient names and delivery details;
• marketing preferences;
• reviews, comments and feedback;
• competition or promotion entries;
• communications with our customer service team; and
• any other information you choose to provide when contacting us.

Information created through your purchases

We create and maintain records relating to:

• orders and payments;
• delivery and tracking;
• returns, exchanges and refunds;
• gift vouchers and promotional codes;
• customer service enquiries;
• review requests and submitted reviews; and
• suspected fraud, misuse or payment disputes.

Information collected automatically

When you use the website, we or our authorised service providers may collect technical and usage information, including:

• your internet protocol address;
• browser type and version;
• device type and operating system;
• approximate location based on your internet connection;
• the pages you visit;
• the date and time of your visit;
• how you arrived at the website;
• products viewed or added to your basket;
• website errors and performance information; and
• cookie and consent preferences.

Information collected through non-essential cookies or similar technologies will only be collected where the required consent has been obtained.

Information we do not normally collect

We do not normally need to collect special category information, such as information about your health, ethnicity, religious beliefs or political opinions.

Please do not provide this type of information unless it is necessary for us to deal with a specific enquiry. If you provide it voluntarily, we will only use it where permitted by law.

How we collect information

We collect personal information:

• when you create or update an account;
• when you place or amend an order;
• when you request a return, exchange or refund;
• when you contact us by email, contact form or live chat;
• when you subscribe to or unsubscribe from marketing;
• when you enter a promotion or competition;
• when you submit a review or provide feedback;
• when you browse or interact with the website;
• from payment, delivery and fraud prevention providers; and
• from publicly available sources where it is lawful and appropriate to use that information.

Where we receive personal information from another person, such as when someone sends a gift to you, we will use it only for the purpose for which it was provided unless the law permits another use.

How we use your information

We may use personal information to:

• create and manage your customer account;
• process and fulfil orders;
• take and verify payment;
• arrange delivery and provide tracking information;
• process cancellations, returns, exchanges and refunds;
• provide customer service and respond to enquiries;
• send order and account-related messages;
• request feedback or an honest review relating to a completed purchase;
• manage gift vouchers, promotions and competitions;
• prevent and investigate fraud, misuse and security incidents;
• maintain the security and operation of the website;
• analyse website use and improve our products and services;
• maintain financial, tax and business records;
• establish, exercise or defend legal claims;
• comply with legal and regulatory obligations; and
• send marketing where you have given your consent.

We will not use your information for a purpose that is incompatible with the purpose for which it was originally collected unless the law permits us to do so.

Our lawful bases

Data protection law requires us to have a lawful basis for each use of personal information. The lawful basis depends on why the information is being used.

Where we rely on legitimate interests, we consider whether the use is necessary and whether your rights and interests override ours.

Where we rely on your consent, you may withdraw it at any time. This will not affect any processing carried out before your consent was withdrawn.

Marketing communications

We only send marketing emails where you have chosen to receive them.

If you subscribe, we may occasionally send information about new products, offers, promotions and other news from Ultramarathon Running Store.

We do not send marketing emails simply because you have placed an order, created an account or contacted us.

You can withdraw your consent at any time by:

• clicking the unsubscribe link included in every marketing email;
• changing your marketing preferences within your account, where available; or
• contacting us using the details at the end of this policy.

It may take a short time for your request to be processed. You may still receive order, account or review-related messages.

If you unsubscribe, we may retain your email address on a suppression list solely to ensure that we continue to respect your request not to receive marketing emails.

Order updates and review requests

We send emails that relate directly to your order and your experience of shopping with us.

These may include:

• order confirmations;
• payment and fraud verification messages;
• dispatch and delivery updates;
• cancellation, return and refund confirmations;
• account and password messages;
• product safety or recall information;
• responses to enquiries or complaints; and
• a request for an honest review of a product you have purchased or your experience of shopping with us.

Review requests are normally sent approximately 25 days after purchase and relate only to the completed order or your experience of our service.

Review requests do not contain promotional offers or marketing for other products unless you have separately chosen to receive marketing emails.

Order and account messages that are necessary to fulfil a purchase, operate an account or meet a legal obligation are not marketing communications.

Cookies and similar technologies

Cookies are small files stored on your device when you visit a website. Similar technologies may include pixels, tags, local storage and other device identifiers.

We may use these technologies to:

• keep the website and checkout working;
• remember your basket and account session;
• protect the website against fraud and misuse;
• remember your cookie preferences;
• understand how the website is used;
• measure website performance;
• measure the effectiveness of advertising; and
• personalise content or advertising where you have consented.

Strictly necessary cookies

Some cookies are necessary for the website to operate, provide a service you have requested or maintain security. These cookies do not normally require consent.

Optional cookies

Analytics, advertising and other non-essential cookies will not be placed or accessed until you have made the required choice through our cookie controls.

You can change or withdraw your cookie choices at any time using the cookie settings available on the website. Withdrawing consent will not affect the lawfulness of any use that took place before consent was withdrawn.

Blocking some cookies may affect how parts of the website work.

Who we share information with

We only share personal information where it is reasonably necessary for the operation of the store, fulfilment of your order, protection of our business or compliance with the law.

We may share information with:

• website hosting and ecommerce platform providers;
• payment processors, banks and card providers;
• fraud prevention and identity verification providers;
• postal services, couriers and delivery partners;
• returns and parcel management providers;
• email, customer service and live chat providers;
• marketing and mailing platform providers;
• review and customer feedback providers;
• analytics and website performance providers;
• information technology and security providers;
• accountants, insurers, lawyers and professional advisers;
• government bodies, regulators, courts and law enforcement;
• a prospective purchaser, seller or adviser in connection with a genuine sale, purchase or restructuring of all or part of the business; and
• other organisations where you have asked us or authorised us to share the information.

Service providers acting on our behalf are only permitted to use personal information for the agreed service and must protect it appropriately.

Some recipients, such as banks, payment providers, couriers and regulators, may act as separate data controllers for their own use of personal information. Their own privacy policies will apply to that use.

We may disclose information where this is necessary to comply with the law, enforce our terms, investigate fraud, protect a person from harm or establish, exercise or defend legal rights.

We do not sell or rent your personal information to other organisations.

Payment information

Payments are processed through the payment methods offered at checkout. Payment providers may collect and process information such as your card details, billing address and transaction information.

We do not normally receive or store your complete payment card number or card security code. These details are handled by the relevant payment provider through its secure payment systems.

We may receive limited payment information, such as:

• the payment method used;
• payment status;
• transaction references;
• the last few digits of a payment card;
• fraud screening results; and
• refund and chargeback information.

Payment providers may act as separate data controllers for some of their activities, including fraud prevention, regulatory compliance and the operation of their payment services.

International transfers

Some service providers may store or process personal information outside the United Kingdom.

Where personal information is transferred to a country that is not covered by UK adequacy regulations, we will require an appropriate safeguard where the law requires one. This may include:

• the UK International Data Transfer Agreement;
• the UK Addendum to approved standard contractual clauses;
• binding corporate rules; or
• another transfer mechanism permitted by UK data protection law.

We may also rely on a specific legal exception where permitted.

You may contact us for further information about the safeguards applying to a particular transfer.

How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including to meet legal, accounting, tax, fraud prevention and dispute resolution requirements.

The period will depend on the type of information and why we hold it.

Our general retention approach is:

• order, invoice, payment and tax records are normally retained for at least six years after the end of the relevant accounting period;
• account information is retained while the account remains active and for a reasonable period afterwards;
• customer service and complaint records are retained for as long as needed to resolve the matter and manage possible legal claims;
• review request and review records are retained for as long as needed to manage the review process, maintain review integrity and deal with any related complaint or dispute;
• fraud prevention and security records are retained for a period proportionate to the risk and any legal requirements;
• competition records are retained for the administration of the competition and any required audit or legal period;
• cookie and consent records are retained for as long as necessary to demonstrate and respect your choices; and
• marketing information is retained until you unsubscribe, withdraw consent or we decide it is no longer appropriate to use it.

We may retain limited information after a marketing opt-out to ensure that your preference continues to be respected.

Information may be kept for longer where required by law, where a dispute or investigation is ongoing, or where it is needed to establish, exercise or defend a legal claim.

When personal information is no longer required, it will be securely deleted or anonymised.

How we protect information

We use reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

Measures may include:

• encrypted connections between your browser and the website;
• secure payment processing;
• access controls and password protection;
• security monitoring and fraud prevention;
• software and system maintenance;
• restricted access to customer information;
• secure backup and recovery processes; and
• contractual requirements for service providers.

No online system can be guaranteed to be completely secure. We regularly review the measures used and respond appropriately if a security incident occurs.

You are responsible for keeping your password and account details confidential. Please use a strong, unique password and contact us promptly if you believe that your account has been accessed without permission.

Your data protection rights

Depending on the circumstances and the lawful basis being used, you may have the right to:

• request confirmation of whether we hold personal information about you;
• request a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase personal information;
• ask us to restrict how personal information is used;
• object to particular uses of personal information;
• receive certain information in a structured, commonly used and machine-readable format;
• ask for certain information to be transferred to another organisation;
• withdraw consent at any time where we rely on consent; and
• raise a concern with the Information Commissioner's Office.

These rights are not absolute. An exemption may apply, or we may need to retain certain information where there is a legal requirement or another lawful reason to do so.

How to exercise your rights

To exercise a right, contact us using the details at the end of this policy. Please explain what you are requesting and provide enough information for us to identify the relevant records.

We may need to ask for reasonable proof of identity before responding. This is to protect personal information from being disclosed to the wrong person.

We will normally respond within one month. We may extend this period where a request is complex or where several requests have been made, as permitted by law. If an extension is required, we will explain why.

We will not normally charge a fee. A reasonable fee may be charged, or a request may be refused, where it is manifestly unfounded or excessive, as permitted by law.

Automated decision-making

We do not normally make decisions that produce legal or similarly significant effects using solely automated processing.

Payment and fraud prevention providers may use automated checks when assessing a transaction. Where such a provider acts as a separate data controller, its own privacy policy will explain that processing and the rights available to you.

Children's information

The website is intended for customers capable of entering into a purchase contract. We do not knowingly use the website to collect personal information directly from children for marketing purposes.

A parent, guardian or other adult may provide a child's name or address when purchasing a gift or arranging delivery. We will use that information only as necessary to fulfil the order and meet our legal obligations.

Please contact us if you believe that a child has provided personal information to us inappropriately.

Third-party websites

The website may contain links to websites operated by other organisations. Those organisations are responsible for their own websites and use of personal information.

This privacy policy does not apply to third-party websites. You should review the relevant organisation's privacy information before providing personal information through its website.

Changes to this policy

We may update this privacy policy to reflect changes to the website, our services, our use of personal information or applicable law.

The updated version will be published on this page with a revised "last updated" date.

Where a change is significant or introduces a materially different use of personal information, we will take reasonable steps to bring it to your attention before the new use begins.

Contacting us

Questions about this privacy policy, the personal information we hold or your data protection rights can be sent by email to:

[email protected]

You can also use our Contact us page or write to:

Complaints to the Information Commissioner's Office

We would appreciate the opportunity to address your concern first. However, you also have the right to complain to the Information Commissioner's Office, which is the UK supervisory authority for data protection.

Further information is available from the Information Commissioner's Office.

If you live outside the United Kingdom, you may also be entitled to contact the data protection authority in the country where you live or work.

Related information

This privacy policy should be read alongside our Terms and conditions and Delivery and returns pages.