Privacy Policy

At WHY WE RUN LTD (“Why We Run”, “we”, “our”, or “us”), your privacy is important to us.
This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with applicable data protection laws, including the UK GDPR and EU GDPR where relevant.

This policy applies to all purchases and interactions made through our website, including event ticket sales, pre-order and made-to-order apparel, and payment services offered through third parties such as Klarna.
It also applies to orders fulfilled in partnership with BRAV Endurance.

 

1. Who We Are

WHY WE RUN LTD is a UK-based company that organises community-led endurance events and experiences, including multiday ultra challenges, local run clubs, and team-based adventures, all designed to inspire connection, resilience, and purpose beyond yourself.
Through our events, we raise funds and awareness for charitable causes, with a core focus on mental health.

For the purposes of data protection laws, we are the data controller of your personal information.

Company details:
WHY WE RUN LTD
Company Number: 15483738
Registered Office: c/o Strivex Ltd, Beacon House, Ibstone Road, Stokenchurch, High Wycombe, Buckinghamshire, England, HP14 3FE
Email: privacy@itswhywerun.com

 

2. What Personal Information We Collect

We may collect the following types of personal data:

• Name, email address, phone number, and contact preferences
• Mailing or billing address
• Payment information (processed securely via Shopify Payments, PayPal, Google Pay, Shop Pay, or Klarna)
• Age and ethnicity (to support inclusion, safety, and demographic insight)
• Event registration details, including emergency contact and health or dietary needs (where relevant and with consent)
• Responses to surveys or forms (e.g. via JotForm)
• Social media or referral data
• Usage and analytics data from our website or services

 

3. How We Use Your Information

We process your personal information for the following purposes:

• To register you for events or services
• To communicate key information about your booking or participation
• To process payments and deliver products or digital event tickets
• To send marketing and updates (if you opt in)
• To improve our services, experiences, and communications
• To fulfil legal, safety, or accounting obligations

Legal bases for processing:

• Your consent
• Contractual necessity
• Legal obligation
• Our legitimate interests (e.g. service improvement, event management)

 

4. Cookies and Tracking

We use cookies and similar technologies to:

• Enable secure site functionality and logins
• Analyse how our website is used (via Google Analytics)
• Remember your preferences
• Support e-commerce and event registration
• Deliver relevant content and advertising

Some payment providers (including Klarna) also use cookies to support secure checkout and fraud prevention.
You can control cookie settings in your browser. Disabling cookies may affect site functionality.

 

5. Sharing Your Information

We do not sell your personal data.
We only share it with trusted partners and service providers where necessary to deliver our services and fulfil your orders.

We may share limited personal data such as your name, delivery address, and order details with BRAV Endurance, our apparel manufacturing and fulfilment partner.
This information is used solely to produce, package, and ship your merchandise orders. BRAV Endurance acts as our data processor and is contractually required to protect your information.

We also use other service providers, including:

• Shopify (storefront, checkout, and payment processing)
• Klarna Bank AB (publ) (Buy Now, Pay Later and instalment payments; Klarna acts as a separate data controller and may perform a soft credit check)
• HubSpot (CRM, newsletters, and communications)
• JotForm (form submissions)
• Google Workspace (email, documents, and secure file storage)

In limited cases, we may share data with:

• Trusted event partners or volunteers (for safety, logistics, or participant support)
• Legal authorities (if required by law or for public safety)
• Third parties involved in a merger, reorganisation, or asset transfer

All partners and processors are bound by confidentiality and data-protection agreements consistent with UK GDPR / EU GDPR requirements.

 

6. International Data Transfers

Some service providers may process your data outside the UK or EU.
In these cases, we ensure appropriate safeguards (such as Standard Contractual Clauses) are in place to protect your rights.

 

7. Your Rights

Under applicable data protection laws, you have the right to:

• Request access to the personal data we hold about you
• Request correction of inaccurate or incomplete data
• Request deletion of your data (subject to legal retention obligations)
• Object to or restrict our processing in certain circumstances
• Withdraw consent (where processing is based on consent)
• File a complaint with a data protection authority (e.g. the ICO in the UK or CNIL in France)

To exercise your rights, contact us at privacy@itswhywerun.com

 

8. Data Retention

We retain your personal data only as long as necessary to fulfil the purposes outlined in this Privacy Policy or to meet legal obligations (e.g. financial records retained for 6 years).

 

9. Data Security

We use appropriate security measures to protect your information, including:

• Encrypted communication (TLS/SSL)
• Secure servers with restricted access
• Trusted cloud-based platforms with active monitoring

 

10. Location-Based Services

If you use features that require location information, we may collect GPS or IP-based data with your consent.
This is used only for relevant functionality and not shared unless essential for the service.

 

11. Third-Party Services

Our website may contain links to other sites or platforms (e.g. Instagram, Strava).
Their privacy practices are not covered by this policy.
We recommend reviewing their respective privacy policies.

 

12. Email Communication and Unsubscribe

If you’ve opted in to receive marketing or event updates from us, you can unsubscribe at any time by clicking the unsubscribe link in any email sent via HubSpot.
Some essential service-related emails (e.g. purchase confirmations or event safety notices) may still be sent.

 

13. Updates to This Policy

We may occasionally update this Privacy Policy.
When we do, we will post the revised version on our website and update the “last updated” date below.
Your continued use of our services indicates acceptance of the updated policy.

 

Still have questions?
Contact us at privacy@itswhywerun.com

 

Last updated: 16 October 2025