Privacy Policy and Cookie Policy

Life By Equipe / Equipe Fitness

Privacy Policy and Cookie Policy

Updated 25 May 2018 to comply with General Data Protection Regulations  

Important Notice

  1. This is the Privacy & Cookie Policy Notice of Life By Equipe which is the trading name of Equipe Fitness Limited (company number 09638644), whose registered office is at 12 Roland Road, Walthamstow, London. E17 9HN; (listed below as “ we”, “us” or “our”) and sets out how we collect and process your personal data. This Privacy Notice also provides certain information that is legally required and lists your rights in relation to your personal data.
  1. This Privacy Notice relates to personal data that identifies “ you” meaning our customers or individuals who browse our website, purchase from us and other individuals outside our organisation with whom we interact. We refer to this information throughout this Privacy Notice as “ personal data” and below details what this includes.
  1. This Privacy Policy applies only to your use of Our Site. It does not extend to any websites that are linked to from Our Site (whether we provide those links or whether they are shared by other users). We have no control over how your data is collected, stored or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
  1. Please read this Privacy Notice to understand how we may use your personal data. This Privacy Notice may vary from time to time so please check it regularly. This original version was published on 25th of May 2018.
  1. Life By Equipe understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits our site and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
  1. This Policy applies to our use of any and all personal data collected by us in relation to your use of our site. Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of Our Privacy Policy is deemed to occur upon your first use of Our Site. If you do not accept and agree with this Privacy Policy, you must stop using Our Site immediately. 

 

  1. Definitions and Interpretation

In this Policy the following terms shall have the following meanings:   

“Account”

means an account required to access and/or use certain areas and features of Our Site;

“Cookie”

means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 12, below;]

“Our Site”

means these websites, www.lifebyequipe.com & www.shop.lifebyequipe.com ;

“UK and EU Cookie Law”

means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended in 2004, 2011 and 2015.

 

  1. How To Contact Us
  1. If you have any questions about Our Site, this Privacy & Cookie Policy, queries concerning your personal data or if you want to correct, amend or delete any of your personal information, please contact us by email at louise@lifebyequipe.com, and we will be happy to help.
  1. Data controller and contact details - For the purposes of relevant data protection legislation, we are the controller of the personal data you provide to us and as a controller we use the personal data we hold on you in accordance with this Privacy Notice. If you wish to access or correct your personal data held by us or if you need to contact us in connection with our use of your personal data, then these should be directed to the Data Privacy Manager using the following details: 
  1. Our Data Privacy Manager - Louise Hebden and you can contact her at: louise@lifebyequipe.com

 

  1. Categories of Personal Data We Collect

Some data will be collected automatically by Our Site (for further details, please see section 11 on Our use of Cookies, other data will only be collected if you voluntarily submit it and consent to Us using it for the purposes set out in section 5, for example, when signing up for an Account or purchasing from us. Depending upon your use of Our Site, We may collect some or all of the following data:

  1. Individual Data - Individual Data which includes personal data you provide to us in person, via our website, email or by telephone, including the personal and contact details (such as your first name, middle name, last name, username or similar identifier, title, date of birth, billing address, delivery address, email address and telephone numbers) you supply when you purchase something from our store, as part of the buying and selling process or when signing up to our newsletter and contacting us to let us know we are doing well, or to check on the delivery of an order, or to make a complaint, or ask a press / brand collaboration / marketing / shop / recruitment / general enquiry;
  2. Account and Profile Data -  Account and Profile Data which includes personal data which relates to your account or profile on our website, such as your username, purchases or orders made by you, your email preferences, feedback and survey responses;
  3. Advertising and Marketing Data -  Advertising and Marketing Data which includes personal data which relates to your marketing preferences, such as information about your preferences in receiving marketing materials from us and our third parties and your communication preferences as well as your shopping interests;
  4. Sales Data -  Sales Data which includes personal data which relates to the transactions you have conducted with us, such as details about payments to and from you, details of the products, services, classes and memberships you have purchased from us. Please note that we use Stripe and PayPal for financial transactions and we do not hold your full economic data on our record. The only details made available to us via these trusted online payment processing services are the last 4 digits of the card number used (to ensure you know which card was used for transactions), a PayPal Transaction number and information for the purposes of the prevention of fraud;
  5. Information Technology Data - Information Technology Data which includes personal data which relates to your use of our website, such as your internet protocol (IP) address, login data, traffic data, weblogs and other communication 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 our website; and we may also create personal data about you, for example, if you contact us by telephone to make a recommendation, review or complaint, such about our services or products, then we may make a written record of key details of the conversation so that we can take steps to address the query.
  6. Audio and Visual Data which includes personal data which is gathered using social media posts in the form of images or video footage that is taken if you tag us or mention us in your social posts or otherwise by us for promotional purposes.

 

  1. The Sources From Which We Obtain Your Personal Data

We obtain your personal data from the following sources:

(a) Directly from you via our websites or by email and telephone. This could include personal data which you provide when you:

· purchase our products or services;

· create an account on our website;

· subscribe to our newsletter;

· request information on our services or products or for other marketing to be sent to you;

· enter into a competition or promotion;

· complete a survey from us or give us feedback

(b) Automated technologies, such as cookies, server logs and other similar technologies. We may automatically collect Information technology data about your equipment, browsing actions and patterns by using cookies, server logs and other similar technologies. We may also receive information technology data about you if you visit other websites employing our cookies] Please see our cookie policy below for further details. Audio and visual data may be collected on you if you share social posts tagging us into the posts.

(c) Third parties, such as:

  • analytics providers (such as Google Analytics);
  • advertising networks (such as Google and Facebook based both inside and outside the EU);
  • search information providers (such as Google);
  • providers of technical, payment and delivery services (such as Stripe, Shopify, PayPal);

(d) Publicly available sources, such as Companies House.

 

  1. How Do We Use Your Data and Our Basis For Using It?
  1. All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). For more details on security see section 6, below.
  2. We use your data to provide the best possible products and services to you. This includes:
  1. Providing and managing your Account and purchases you make in order to perform our contractual obligations to you. This would include; processing and performing any order placed by you or orders placed by us where you are a supplier making or receiving payments, fees and charges and collecting and recovering money owed. In this instance we would collect Individual Data, Economic and Financial Data and Sales Data. The law allows us to collect this data on the basis that the processing is necessary; to perform any contract entered into with you; and Our legitimate interest in recovering debts owed to us;
  1. Providing and managing your access to Our Site plus supplying our products and services to you including registering you as a new customer. In this instance we would collect Individual Data; Economic and Financial Data; Account and Profile Data. The law allows us to collect this data on the basis that the processing is necessary; to Perform a contract with you; and Our legitimate interest in the provision of goods and services to our customers.
  1. Personalising and tailoring your experience on Our Site and our products and services for you - in order to manage our relationship with you and respond to communications from you including sending you important notices such as communications about changes to our terms and conditions and policies (including this Privacy Notice); to provide you with important real-time information about products or services available and that you have ordered from us (e.g. out of stock items due to unforeseen circumstances); to send you information you have requested; to deal with your enquiries; and to ask you to leave a review or feedback on us. In this instance we would collect Individual Data; Account and Profile Data, Sales Data and Advertising and Marketing Data. The law allows us to collect this data on the basis that The processing is necessary to perform any contract entered into with you; to comply with the law; and for our legitimate interests in the management and operation of our business, to keep our records updated and to study how customers use our products/services.
  1. Supplying you with email e.g. newsletters, alerts etc. that you have subscribed to (you may unsubscribe or opt-out at any time by clicking ‘unsubscribe’ at the bottom of email communications. This allows us to make suggestions and recommendations to you about goods or services that may be of interest to you, deliver relevant website content and advertisements to you and to measure or understand the effectiveness of our advertising. It also allows us to communicate with you about, and administer your participation in, special events, programs, promotions, any prize draws or competitions. In this instance we would collect Individual Data, Sales Data, Information Technology Data and Advertising and Marketing Data. The law allows us to collect this data on the basis that the processing is necessary for our legitimate interests (to study how customers use our products/services, to develop our products and services and ensure our marketing is relevant to you, to grow our business and to inform our marketing strategy. 
  1. Analysing your use of Our Site and gathering feedback to enable Us to continually improve Our Site and your user experience. This includes Market Research for internal purposes to use data analytics, to identify usage trends, determine and measure the effectiveness of promotional campaigns and advertising and to improve our website, relationships and experiences. In this instance we would collect Information Technology Data, Advertising and Marketing Data, and Advertising and Market Research Data. The law allows us to collect this data on the basis that the processing is necessary for our legitimate interests in defining types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy.
  1. In order to enforce or apply our terms of use, terms and conditions of supply and other agreements with third parties including the brands supplying and shipping the products listed on our site to you. In this instance we would collect Individual Data, Account and Profile Data; Sales Data and Economic and Financial Data. The law allows us to collect this data for processing our legitimate interests in protecting our business and property and recovering debts owed to us.
  1. In order to administer and protect our business, deal with any misuse of our website and to comply with our security policies.  In this instance we would collect Individual Data; Account and Profile Data, Audio and Visual Data and Information Technology Data. The law allows us to collect this data on the basis that the processing is necessary for our legitimate interest in provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise; and necessary to comply with the law.

 

  1. In some cases, the collection of data may be a statutory or contractual requirement, and We will be limited in the products and services We can provide you without your consent for Us to be able to use such data. We do not need your consent if we process your data under one or more of the other legal bases set out above. In limited circumstances we may approach you for your written consent to allow us to process certain data. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.
  2. With your permission and/or where permitted by law, We may also use your data for marketing purposes which may include contacting you by email with information, news and offers on Our products and services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that We fully protect your rights and comply with Our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended in 2004, 2011 and 2015.
  3. Advertisers whose content may appear on Our Site may engage in what is known as “behavioural advertising” – advertising which is tailored to your preferences, based on your activity. Your activity is monitored using Cookies, as detailed below in section 12. You can control and limit your data used in this way by adjusting your web browser’s privacy settings. Please note that We do not control the activities of such advertisers, nor the information they collect and use. Limiting the use of your data in this way will not remove the advertising, but it will make it less relevant to your interests and activities on Our Site.
  4. Under GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights.  We will only process your personal data if at least one of the following basis applies:
  1. you have given consent to the processing of your personal data for one or more specific purposes;
  2. processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract;
  3. processing is necessary for compliance with a legal obligation to which we are  subject;
  4. processing is necessary to protect the vital interests of you or of another natural person;
  5. processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and/or
  6. processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

 

  1. How and Where Do We Store Your Data plus WhReceives The Personal Data You Provide To Us?
  1. We only keep your data for as long as We need to in order to use it as described above in section 5, and/or for as long as We have your permission to keep it.  We keep the length of time that we hold your personal data for under review. These reviews take place annually.
  2. We do not process or transfer personal data we collect from you outside the European Economic Area.
  3. We may disclose the personal data you provide to us to:

· our group companies and affiliates or third-party data processors who may process data on our behalf to enable us to carry out our usual business practices, such as deliver the goods you purchase from us to you. Any such disclosure will only be so that we can process your personal data for the purposes set out in this Privacy Notice;

· HMRC, legal and other regulatory authorities, including those who request your personal data or to report any potential or actual breach of applicable law or regulation;

· external professional advisers such as accountants, auditors, bankers, insurers and lawyers;

· law enforcement agencies, courts or other relevant party, to the extent necessary for the establishment, exercise or defence of legal rights;

· third parties where necessary for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties;

· third parties which are considering or have decided to acquire some or all of our assets or shares (including in the event of a reorganisation, dissolution or liquidation);

· third parties operating plugins or content (such as Facebook, Twitter, Instagram) on our website which you choose to interact with;

. our group companies and affiliates or third-party data processors who may process data on our behalf to enable us to carry out our usual business practices. These may include payment processing, delivery of goods, search engine facilities, advertising and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law, such as deliver the goods you purchase from us to you. Any such disclosure will only be so that we can process your personal data for the purposes set out in this Privacy Notice.

 

Our store is hosted on Shopify Inc. They provide us with the online e-commerce platform that allows us to sell our products and services to you. Your data is stored through Shopify’s data storage, databases and the general Shopify application. They store your data on a secure server behind a firewall.

If you choose a direct payment gateway to complete your purchase, then Shopify stores your credit card data. It is encrypted through the Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction data is stored only as long as is necessary to complete your purchase transaction. After that is complete, your purchase transaction information is deleted.

All direct payment gateways adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, Mastercard, American Express and Discover.

PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

For more insight, you may also want to read Shopify’s Terms of Service (https://www.shopify.com/legal/terms) or Privacy Statement (https://www.shopify.com/legal/privacy).

 

 

Data security is of great importance to Us, and to protect your data We have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through Our Site. Notwithstanding the security measures that We take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to Us data via the internet.

 

It is your choice as to whether you provide us with your personal data necessary to enter into a contract or as part of a contractual requirement. If you do not provide your personal data then the consequences of failing to provide your personal data are that we may not be able to perform to the level you expect under our contract with you. An example of this would be where we are unable to provide you with certain products or services as you have not provided delivery address data to us that we might need for delivering goods purposes or providing us with a current email address for confirming changes to your order.

 

  1. What Happens If Our Business Changes Hands?
  1. We may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Data provided by users will, where it is relevant to any part of Our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use the data for the purposes for which it was originally collected by Us.
  2. In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will be given the choice to have your data deleted or withheld from the new owner or controller.

 

  1. How Can You Control Your Data?
  1. When you submit information via Our Site, you may be given options to restrict Our use of your data. We aim to give you strong controls on Our use of your data (including the ability to opt-out of receiving emails from Us which you may do by unsubscribing using the links provided in Our emails and by managing your Account.

 

  1. Your Right to Withhold Information and Your Right to Withdraw Information After You Have Given it
  1. You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site including purchasing you may be required to submit or allow for the collection of certain data.
  2. You may restrict your internet browser’s use of Cookies. For more information, see section 11.
  3. You may withdraw your consent for Us to use your personal data as set out in section in 3 at any time by contacting Us using the details set out in section 14, and We will delete Your data from Our systems.  However, you acknowledge this may limit Our ability to provide the best possible products and services to you.
  4. You have the right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed;
  5. You have the right to request, on legitimate grounds as specified in law the erasure of your personal data that we process or control; or restriction of processing of your personal data that we process or control;
  6. You have the right to receive your personal data in a structured, commonly used and machine-readable format and to have your personal data transferred to another controller, to the extent applicable in law; and the right to lodge complaints regarding the processing of your personal data with the Information Commissioner’s Office or other relevant supervisory body. Please see https://ico.org.uk/concerns/ for how to do this.
  7. If you would like to exercise any of the rights set out above, please contact us using the contact details set out inin section 10.

 

  1. How Can You Access Your Data?

You have the legal right to ask for a copy of any of your personal data held by Us (where such data is held). Please contact Us for more details at louise@lifebyequipe.com

 

  1. What Cookies Do We Use and What For?
  1. Our Site may place and access certain first party Cookies on your computer or device. First party Cookies are those placed directly by Us and are used only by Us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve Our products and services. For more details, please refer to section 5, above, and to section 11.6 below. We have carefully chosen these Cookies and have taken steps to ensure that your privacy is protected and respected at all times.
  2. By using Our Site you may also receive certain third party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than Us. We use third party Cookies on Our Site for advertising services. For more details, please refer to section 5, above, and to section 11.5 below. These Cookies are not integral to the functioning of Our Site.
  3. All Cookies used by and on Our Site are used in accordance with current English and EU Cookie Law.
  4. Before Cookies are placed on your computer or device subject to section 11.5, you will be shown a pop-up, message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling Us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended.
  5. Certain features of Our Site depend on Cookies to function. UK and EU Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 12.6. Your consent will not be sought to place these Cookies. You may still block these Cookies by changing your internet browser’s settings as detailed below in section 11.10, but please be aware that Our Site may not work as intended if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them. The following first party Cookies may be placed on your computer or device:

 

Name of Cookie

Purpose

Strictly Necessary

_session_id

unique token, sessional

Allows Shopify to store information about your session (referrer, landing page, etc)

Yes

_shopify_visit

no data held, Persistent for 30 minutes from the last visit

Used by our website provider’s internal stats tracker to record the number of visits

Yes

_shopify_uniq

no data held, expires midnight (relative to the visitor) on the next day

Counts the number of visits to a store by a single customer.

Yes

_secure_session_id

unique token, sessional

cart, unique token, persistent for 2 weeks, Stores information about the contents of your cart

Yes

storefront_digest

unique token, indefinite

If the shop has a password this is used to determine if the current visitor has access

Yes

 

and the following third party Cookies may be placed on your computer or device:

 

Name of Cookie

First / Third Party

Provider

Purpose

Double Click

Third

Double Click

To help us track data across platforms to provide more relevant and personalised experiences

Bing Ads

Third

Bing Ads

to help provide relevant advertising of our products  to you

Twitter Advertising

Third

Twitter Advertising

to help provide relevant advertising of our products  to you

Facebook custom audience

Third

Facebook custom audience

to help provide relevant advertising of our products  to you

Beeketing

Third

Beeketing

To help you see what people are buying right now from our shop

Doubleclick Ad exchange

Third

Doubleclick Ad exchange

To help us track data across platforms to provide more relevant and personalised experiences

Twitter Conversion tracking

Third

Twitter Conversion tracking

to help provide relevant advertising of our products  to you

Google Adwords User Lists

Third

Google Adwords User Lists

to help provide relevant advertising of our products  to you

GDPR EU Cookie Banner

Third

GDPR EU Cookie Banner

to track consent of cookie usage

Google Dynamic Remarketing

Third

Google

to deliver relevant product advertising to you

GA Audiences

Third

Google Analytics

to help provide relevant advertising of our products  to you

 

  1. Our Site uses analytics services provided by Google, Twitter and Facebook. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling Us to better understand how people use Our Site. This, in turn, enables Us to improve Our Site and the products and services offered through it. You do not have to allow Us to use these Cookies, as detailed above, however whilst Our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable Us to continually improve Our Site, making it a better and more useful experience for you.
  2. The analytics service(s) used by Our Site use(s) Cookies to gather the required information. Certain Cookies may be placed immediately when you first visit Our Site and it may not be possible for Us to obtain your prior consent. You may remove these Cookies and prevent future use of them by following the steps set out below in section 11.10.
  3. The analytics service(s) used by Our Site use(s) the following Cookies:

 

Name of Cookie

Provider

Purpose

PREF

Set by Google

persistent for a very short period and tracks who visits the store and from where

Facebook Pixel

Facebook

to help improve our content and website for  you

Twitter Analytics

Twitter

to help improve our content and website for  you

GA

Google Analytics

to help improve the customer experience of our site and provide relevant advertising of our products to you

 

 

  1. You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
  2. You can choose to delete Cookies at any time however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
  3. It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

 

  1. Summary of Your Rights under GDPR

Under the GDPR, you have:

  1. the right to request access to, deletion of or correction of, your personal data held by Us;
  2. the right to complain to a supervisory authority;
  3. be informed of what data processing is taking place;
  4. the right to restrict processing;
  5. the right to data portability;
  6. object to processing of your personal data;
  7. rights with respect to automated decision-making and profiling (see section 13 below).

To enforce any of the foregoing rights or if you have any other questions about Our Site or this Privacy Policy, please contact Us using the details set out in section 14 below.

 

  1. Automated Decision-Making and Profiling

13.1 In the event that We use personal data for the purposes of automated decision-making and those decisions have a legal (or similarly significant effect) on You, You have the right to challenge to such decisions under GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from Us.

 13.2 The right described in section 13.1 does not apply in the following circumstances:

  1. The decision is necessary for the entry into, or performance of, a contract between the You and Us;
  2. The decision is authorised by law; or
  3. You have given you explicit consent.

 

13.3 Where We use your personal data for profiling purposes, the following shall apply:

  1. Clear information explaining the profiling will be provided, including its significance and the likely consequences;
  2. Appropriate mathematical or statistical procedures will be used;
  3. Technical and organisational measures necessary to minimise the risk of errors and to enable such errors to be easily corrected shall be implemented; and
  4. All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling.

 

  1. Contacting Us

If you have any questions about Our Site or this Privacy Policy, please contact Us by email at louise@lifebyequipe.com. Please ensure that your query is clear, particularly if it is a request for information about the data We hold about you (as under section 12, above).

 

  1. Changes to Our Privacy Policy

We may change this Privacy Policy as we may deem necessary from time to time, or as may be required by law. Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.