5K2PB Ltd (5k2PB, 5k2PB Running Academy, us, our, and/or we) is committed to protecting and respecting your privacy.
1. SCOPE OF POLICY
This Policy applies to all information or opinion about an identified individual or an individual who is reasonably identifiable (you), whether the information or opinion is true or not, and whether the information is recorded in a material form or not (Personal Information) that is collected, stored, used and disclosed by 5k2PB Ltd.
In this policy, we explain the kinds of Personal Information we collect, how and why we collect and use it, and what controls you have over our use of it.
Please read the following carefully to understand our practices regarding the collection and use of your Personal Information.
2. PERSONAL INFORMATION THAT 5K2PB LTD COLLECTS AND HOLDS
The Personal Information collected, held, used and disclosed by us includes, but is not limited to, the following information about you:
a. name and/or username;
b. date of birth (see section 3 below);
d. country of residence;
e. email address;
f. social media names
g. medical/health information (see section 3 below);
h. a record of pages you visit on our website;
i. information about any complaints you may lodge; and
j. information about or related to your customised training program, support provided to you by our coaches or any other service we provide you.
Some of the above information may also be classified as “health information” under the Act. Please see section 3 below for details about how we might collect, hold, use or disclose health information about you.
3. HEALTH INFORMATION AND SENSITIVE PERSONAL INFORMATION
Given the nature of our business as provider of online fitness resources, we may also collect some sensitive information about you, for example, information about your health, which is afforded a higher level of privacy protection.
The Act includes the following information as “health information”:
a. information or an opinion about the health (including illness, disability or injury) of an individual);
b. the individual’s expressed wishes about the future provisions of health services provided to him or her; or
c. personal information which is collect as part of providing a “health service”, collectively, ‘Health Information’.
Health Information which we might collect about you includes, but is not limited to:
a. any medical issues (as may be relevant to your use of Coach Support, Training Programs or similar services we provide to you);
b. your health situation (for example, whether you are injured, pregnant or disabled, to the extent relevant to your use of the Coach Support, Training Programs or other similar services we provide to you);
c. your current height, weight and BMI;
d. what facilities or equipment you use to train;
e. training frequency;
f. training experience;
g. progress management – a weekly photo of you, and record of height, weight, and similar information, as you work towards your goals through our program;
h. progress management – a record of your progress in weekly exercises;
i. your daily calorie requirements calculated using the calorie calculator on our website;
j. your specific nutritional requirements;
k. a description of your fitness and nutrition goals; and
l. any other information required for the provision of our programs to you.
We will not collect, use or disclose any of your Health Information except to the extent necessary to provide a health service to you through our programs, and will ensure that any Health Information is collected, used and disclosed only in accordance with rules established by other competent health or medical bodies (where applicable) that deal with obligations of professional confidentiality.
4. HOW 5k2PB LTD COLLECTS AND HOLDS PERSONAL INFORMATION
We will only collect Personal Information from you directly, unless it is unreasonable and impractical to do so.
We may collect Personal Information from you directly in the following ways:
a. if you subscribe to a membership with 5K2PB or create an account on our website;
b. if you request assistance or advice from our online coaches;
c. if you make a request for support online, by social media, by email or by telephone;
d. if you participate in promotional offers;
e. if you choose to subscribe to our mailing list; or
f. if you disclose information such as contact details via our website.
We take reasonable steps to:
a. protect your Personal Information from misuse, interference and loss and from unauthorised access, modification or disclosure;
b. ensure that our system is appropriately backed-up to prevent the loss of your Personal Information; and
c. destroy or de-identify Personal Information when it is no longer required.
Some security measures that we have in place to protect your Personal Information include the following:
a. access to the database where your personal information is stored is restricted to particular authorised staff members;
b. the password for database access is changed frequently;
c. we use well-known and widely used development technology to run and maintain our website; and
d. our hosting providers that manage the server and database are well reputable large organisations.
In the case that any of the Personal Information held by 5k2PB ltd is lost, or subjected to unauthorised access, modification, disclosure or other misuse or interference, we will notify you immediately and advise you of the steps you should take in response to the breach. We are wholly reliant on our third party hosting and software providers (Wix.com and Thinkific.com) to keep your data safe. If we receive any unsolicited Personal Information (i.e. we inadvertently obtain information about you that we did not request) we will determine whether we would have been able to obtain the information by the methods described in this section 4. If not, we will, as soon as practicable, destroy the information and ensure that the information is de-identified.
5. THE PURPOSE FOR WHICH 5k2PB LTD COLLECTS, HOLDS, USES AND DISCLOSES PERSONAL INFORMATION
Personal Information which is collected by 5k2PB ltd will be held, used and disclosed by us for the primary purpose of providing running coaching to our customers including:
a. personalising our coaching to help you achieve your individual goals;
b. formulating our programs to suit your individual health requirements;
c. notifying you of account activity or update (such as a completed training program, group comment or weekly check-in);
d. sending you an email to notify you of any account changes or updates to our services (such as coach updates to our user programs, training group comments, or weekly check-ins);
e. supporting and enhancing our relationship with you (this includes processing your membership subscription, providing you with better support and service and sharing company news and information with you);
f. engaging with you on social media platforms
g. to provide insights into the progress and experiences of other member; and
h. to deal with complaints.
There maybe occasions where we will work the trusted partners and share your details, this means you may receive marketing calls, texts or emails. We will only share with partners that we believe will result in benefit your yourself. Where possible we will endeavour to tell you when this occurs.
6. OVERSEAS STORAGE AND DISTRIBUTION OF PERSONAL INFORMATION
Your Personal Information is stored on servers hosted through third-party hosting services, this include Wix.com and Thinkific.com.
We will not distribute the Personal Information you provide to another foreign entity unless we are required to do so by law or you provide your express consent to such a disclosure. Before disclosing any of your Personal Information to a foreign entity, we would also take reasonable steps to ensure that the entity to whom we disclose the information does not breach any of the Australian Privacy Principles.
7. CONSEQUENCES IF ALL OR SOME PERSONAL INFORMATION IS NOT COLLECTED
You do not have to provide us with any Personal Information. However, if you choose to withhold any requested information, you may not be able to utilise our full offering, access special promotions or we may not be able to provide you with personalised support that is dependent upon the collection of such information.
8. HOW LONG WE RETAIN YOUR PERSONAL INFORMATION
We will only retain your Personal Information for as long as necessary to provide our services.
9. ACCESS AND CORRECTION OF PERSONAL INFORMATION
You have a right to request access to your Personal Information and to request its correction, by emailing us at firstname.lastname@example.org. Upon receipt of a request from you, we will give you access to the Personal Information we hold about you within 30 days of receiving your request unless an exception to access applies.
Upon receipt of a further request from you we will comply with our obligations to correct, amend, delete or cease to deal with any Personal Information we hold about you if it proves to be factually inaccurate, incomplete, or irrelevant to the purpose(s) for which it is being held within 30 days.
10. COMPLAINTS PROCESS
If you have a complaint about the way we have dealt with your Personal Information please contact us on email@example.com
Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
13. Contact & Communication
Users contacting this website and/or its owners 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 until a time it is no longer required or has no use, as detailed in the under the GDPR regulations. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email and blog subscription post or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
14. Email and blog subscription
Our website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the GDPR Regulations. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates our websites. You may request a copy of personal information held about you by this website's email newsletter program. If you would like a copy of the information held on you please use the contact us form on the website.
Email marketing campaigns published by this website 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 far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 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.
15. External Links
Although our websites, social media and email communications only looks to include quality, safe and relevant external links, users are advised 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.
16. Adverts and Sponsored Links
Our websites may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
17. Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website 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 nor its owners will ever ask for personal or sensitive information through social media platforms and 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 before using such social sharing buttons that 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.
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners.