Privacy Policy

At hokaroadrunning.co.uk, we recognise that privacy is an important part of shopping online. When you browse our website, purchase road-running shoes, explore sportswear, or contact our customer support team, certain information may be collected and processed to provide the services you request.

This Privacy Policy explains how we handle personal information, why we use it, when it may be shared, how long it may be retained, and what rights you may have under UK data protection law.

Our website focuses on road-running footwear, performance trainers, sportswear, clothing, and related accessories. We aim to handle personal information responsibly and transparently, taking account of the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations (PECR), and other applicable legal requirements.

By using hokaroadrunning.co.uk, you acknowledge that you have had the opportunity to read this policy. Where consent is legally required for a particular activity, we will seek that consent separately rather than treating ordinary website use as automatic permission for all forms of data processing.

1. Our Approach to Privacy

We aim to collect personal information only where it serves a relevant purpose, such as processing an order, arranging delivery, responding to an enquiry, protecting website security, or meeting a legal obligation.

We seek to avoid collecting information that is unnecessary for the activity being carried out. Access to personal information is intended to be limited to situations where it is reasonably required for legitimate business operations or another lawful purpose.

Our approach is guided by several principles:

• Transparency: Explaining how personal information is used.
• Purpose limitation: Using information for specified and legitimate purposes.
• Data minimisation: Collecting information that is adequate and relevant to the purpose.
• Accuracy: Taking reasonable steps to correct inaccurate information.
• Storage limitation: Retaining information only for as long as reasonably necessary, subject to legal requirements.
• Security: Applying appropriate measures to protect information against unauthorised access, loss, or misuse.
• Accountability: Reviewing our handling of personal information against applicable legal obligations.

These principles inform how we manage information throughout the customer shopping journey.

2. Personal Information We May Collect

The information we collect depends on how you interact with hokaroadrunning.co.uk.

Information You Provide Directly

When placing an order, contacting customer support, or submitting information through a website form, you may provide details such as your name, email address, delivery address, billing information, and other information necessary to handle your request.

If you contact us about a product, you may also provide the product name, selected size, order reference, photographs, or a description of the issue.

Order and Transaction Information

When you purchase products, information associated with the transaction may include the items ordered, quantities, prices, delivery charges, order status, payment status, and refund records.

We use this information to administer purchases, arrange fulfilment, manage returns, and respond to order-related questions.

Technical and Usage Information

When you browse the website, certain technical information may be collected automatically, depending on the website configuration and the technologies enabled.

This may include your IP address, browser type, device information, operating system, approximate location derived from technical information, referring page, access times, and interactions with website features.

Communication Records

We may retain relevant correspondence relating to customer enquiries, complaints, returns, payment issues, and other service requests.

These records help us understand the history of an enquiry, provide consistent support, and maintain appropriate business records.

We aim to collect only information that is reasonably relevant to the circumstances.

3. Information Collected During Checkout

When you place an order through hokaroadrunning.co.uk, we need certain information to process the purchase and arrange delivery.

This may include your name, contact details, delivery address, selected products, order total, and information required to confirm the payment status.

The information is used to identify the order, communicate relevant updates, prepare the shipment, and provide assistance if an issue arises.

Please ensure that the information entered during checkout is accurate. Incorrect contact or address details may affect order communications and delivery arrangements.

If you discover an error after submitting your purchase, contact customer support as soon as possible.

We do not require you to provide unrelated personal information simply to browse ordinary product listings.

4. Payment Information and Financial Data

Payments made through hokaroadrunning.co.uk may be processed using third-party payment services or other supported payment facilities.

Depending on the payment method, the relevant payment provider may collect and process card information, authentication details, or other information necessary to authorise and complete a transaction.

We may receive transaction-related information such as the payment method, payment status, transaction reference, amount paid, and refund status.

The information we receive depends on the payment service and its configuration. We do not claim to store full payment card details ourselves where those details are handled directly by a payment provider.

Payment information may be used to verify transaction status, administer refunds, investigate suspected fraud, resolve payment enquiries, and maintain records required by law.

For your protection, do not send full card numbers, card security codes, banking passwords, or one-time authentication codes through ordinary customer support messages.

5. Why We Use Personal Information

We process personal information for specific operational, contractual, security, and legal purposes.

These purposes may include:

• Processing and administering purchases.
• Confirming order details and payment status.
• Arranging delivery and providing tracking information.
• Responding to customer questions and complaints.
• Managing cancellations, returns, replacements, and refunds.
• Maintaining website functionality and troubleshooting technical problems.
• Protecting against fraudulent transactions and unauthorised activity.
• Maintaining appropriate financial and business records.
• Managing consent preferences and privacy requests.
• Complying with applicable legal obligations.
• Improving website usability and performance where permitted.

We aim to ensure that personal information is not used in ways that are incompatible with the purpose for which it was collected, unless another lawful basis or applicable legal requirement permits the additional processing.

6. Our Lawful Bases for Processing

Under the UK GDPR, personal information must be processed on an appropriate lawful basis. The basis depends on the purpose and circumstances of the processing.

Contractual Necessity

We may process information where it is necessary to take steps requested by you before entering into a contract or to perform a contract, such as processing an order, arranging delivery, or administering a return.

Legal Obligation

Certain information may need to be processed or retained to meet legal obligations, including applicable accounting, tax, consumer protection, or regulatory requirements.

Legitimate Interests

We may rely on legitimate interests for appropriate activities such as maintaining website security, preventing fraud, managing business records, or improving website functionality, where those interests are not overridden by your rights and interests.

Where required, we assess the relevant circumstances and consider whether the processing is proportionate.

Consent

We rely on consent where it is the appropriate legal basis, including certain optional cookies or electronic marketing activities where consent is required.

You can withdraw consent at any time where processing relies on consent. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

Vital Interests or Public Task

These lawful bases are generally relevant only in particular circumstances. We would rely on them only where the relevant legal conditions were met.

The lawful basis applicable to a particular activity depends on the actual processing involved. We do not assume that one legal basis applies to every use of personal information.

7. Order Processing and Customer Communications

We may use your contact information to send messages directly related to a purchase or service request.

These communications may include order acknowledgements, dispatch notifications, tracking information, cancellation confirmations, refund updates, requests for clarification, and responses to customer enquiries.

Such messages are intended to provide information necessary for the transaction or service being administered.

Where appropriate, we may also contact you to clarify incomplete details or address an issue that prevents an order from proceeding.

Transactional messages are distinct from promotional marketing communications. Receiving an order update does not automatically mean that you have agreed to receive marketing emails.

We aim to keep order-related communications relevant to the purchase or enquiry concerned.

8. Marketing Communications

Where permitted by law, we may offer customers the opportunity to receive information about products, collections, promotions, or other relevant updates.

We will apply the consent requirements and any applicable exceptions under UK electronic marketing rules, including PECR.

If you receive marketing emails, you can use the unsubscribe instructions provided in the message or contact us through the published support channels to request that promotional communications stop.

Opting out of marketing does not normally prevent us from sending essential messages about an existing order, payment, delivery, refund, or customer service request.

We aim to respect marketing preferences and apply changes within a reasonable period, subject to the technical and legal requirements involved.

9. Cookies and Similar Technologies

hokaroadrunning.co.uk may use cookies and similar technologies to support website functions, remember relevant preferences, understand permitted usage patterns, and maintain security.

Depending on the technologies enabled, these may include session identifiers, preference cookies, analytics tools, or other technologies that store or access information on your device.

Strictly necessary cookies may be used where the applicable legal exemption applies. Non-essential cookies and similar technologies will be subject to the consent requirements that apply to their purpose.

Where required, we will seek consent before placing or accessing information through optional technologies.

You may be able to review or change your choices through the cookie preference controls available on the website. Browser settings may also provide options for deleting or restricting cookies, although some website functions may be affected.

For further information about cookie categories, purposes, consent, and management options, please read our Cookie Policy.

10. Website Analytics and Performance Monitoring

Where analytics tools are enabled, we may use technical and usage information to understand how visitors interact with hokaroadrunning.co.uk.

This may include information about page visits, navigation patterns, loading performance, error events, and interactions with website features.

Such information can help us identify technical problems, improve page organisation, and understand which parts of the website may need attention.

Depending on the analytics configuration, information may be aggregated or associated with identifiers that distinguish browsers or sessions.

We aim to use analytics information for relevant performance purposes and apply consent controls where required by law.

If analytics cookies or similar technologies require consent, they will not be used before the required consent is obtained.

11. Sharing Information With Service Providers

We may share personal information with third parties where necessary to provide services, administer transactions, or fulfil a lawful purpose.

Depending on the circumstances, these parties may include:

• Payment processors and payment service providers.
• Delivery companies and parcel tracking services.
• Fulfilment and logistics providers.
• Website hosting and technical support providers.
• Security, fraud-prevention, and system monitoring services.
• Customer support and communication service providers.
• Professional advisers where appropriate.
• Public authorities or regulators where disclosure is legally required.

Where a provider processes personal information on our behalf, we aim to use appropriate contractual arrangements and safeguards.

Some third parties may process information as independent controllers for their own purposes. In those cases, their own privacy notices and legal responsibilities may apply.

We aim to limit the information shared to what is reasonably necessary for the relevant service or purpose.

We do not sell personal information to third parties in exchange for money as part of the ordinary operation described by this policy.

12. International Data Transfers

Some service providers may operate outside the United Kingdom or use infrastructure located in other countries.

If personal information is transferred internationally, we aim to ensure that the transfer complies with applicable UK data protection requirements.

Depending on the destination and the parties involved, safeguards may include an applicable UK adequacy regulation, an international data transfer agreement, the UK Addendum to the EU Standard Contractual Clauses, or another lawful transfer mechanism.

The specific safeguard depends on the circumstances of the transfer.

Where required by law, relevant information about international transfers and the safeguards used may be provided in response to a privacy enquiry.

For questions about international processing, please contact us through the support options published on hokaroadrunning.co.uk.

13. How Long We Keep Personal Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking account of applicable legal requirements and legitimate business needs.

Different categories of information may have different retention periods.

For example:

• Order and transaction records may need to be retained for accounting, tax, and legal purposes.
• Customer support correspondence may be retained while an enquiry is active and for an appropriate period afterwards.
• Refund and return records may be retained to document the outcome of a transaction.
• Security logs may be retained for a period appropriate to investigating misuse and maintaining system integrity.
• Cookie and analytics information may be retained according to the relevant technology and configuration.

When personal information is no longer needed, we aim to delete it, anonymise it, or otherwise handle it in accordance with applicable requirements.

Deletion may not be immediate in every system because of backups, technical limitations, or legal retention obligations.

14. Keeping Information Accurate

We aim to maintain accurate personal information and take reasonable steps to correct information that is inaccurate for the purpose for which it is used.

Customers can help by providing correct details when placing an order and notifying us if relevant information changes.

If you discover an error in your contact information, delivery details, or other personal information held in connection with an enquiry, please contact customer support.

We may need to verify your identity before changing certain information, particularly where the change could affect an order, payment, or personal data request.

Where inaccurate information has been shared with another recipient and the law requires notification of a correction, we will take the appropriate steps.

15. Protecting Personal Information

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

Depending on the systems involved, safeguards may include access controls, secure communication methods, restricted permissions, security monitoring, and procedures for handling personal information.

Access to customer information should be limited to those who need it for relevant operational or legal purposes.

However, no website, electronic communication, or data storage system can be guaranteed to be completely secure.

Customers should use trusted devices where possible, keep account credentials confidential, and avoid sending sensitive information through unverified communication channels.

If you suspect that your personal information or payment details have been compromised, contact the relevant financial institution where necessary and notify our customer support team if the matter concerns your interaction with our website.

16. Data Breaches and Security Incidents

If a personal data breach occurs, we will assess the incident and take appropriate steps in accordance with applicable UK data protection requirements.

Depending on the circumstances, this may involve investigating the cause, limiting further access, restoring affected systems, and assessing the potential impact on individuals.

Where the law requires notification to the Information Commissioner’s Office or affected individuals, we will follow the applicable reporting requirements.

Not every technical issue constitutes a personal data breach, and the actions required will depend on the nature and severity of the incident.

We aim to handle security incidents responsibly and take reasonable measures to reduce the likelihood of similar issues occurring again.

17. Your Rights Under UK Data Protection Law

Depending on the circumstances and the applicable legal conditions, you may have the following rights concerning your personal information.

Right of access: You may request confirmation of whether we process your personal information and obtain a copy of relevant information.

Right to rectification: You may ask us to correct inaccurate information or complete incomplete information.

Right to erasure: You may request deletion where the legal conditions for erasure are met. This right is not absolute, and some information may need to be retained for legal reasons.

Right to restriction: You may ask us to restrict certain processing in circumstances provided by law.

Right to data portability: You may request certain personal information in a structured, commonly used, machine-readable format where the statutory conditions apply.

Right to object: You may object to processing based on legitimate interests in circumstances provided by law.

Right to withdraw consent: Where processing relies on consent, you may withdraw that consent at any time.

Rights relating to automated decisions: You may have additional rights where a decision is made solely by automated processing and has legal or similarly significant effects, subject to the relevant statutory conditions.

You also have an absolute right to object to the processing of your personal information for direct marketing purposes.

To exercise a right, contact us through the customer support options published on hokaroadrunning.co.uk. We may need to verify your identity and clarify the scope of your request before responding.

We will respond within the applicable statutory timeframe. If an extension is lawfully available because of the complexity or number of requests, we will provide the required information.

18. How to Submit a Privacy Request

If you wish to access, correct, erase, or otherwise exercise a right concerning your personal information, please submit a clear request through our published support channels.

To help us identify the information involved, you may need to provide details such as the email address associated with an order, the relevant order reference, or the type of information concerned.

Please provide only the information reasonably necessary to identify your request.

We may ask for additional information to verify your identity where there are reasonable grounds to do so. This helps prevent personal information from being disclosed to an unauthorised person.

We will assess the request under the applicable legal requirements and explain the outcome where appropriate.

There is generally no charge for exercising data protection rights, although the law permits certain exceptions in cases involving manifestly unfounded or excessive requests.

19. Children’s Personal Information

hokaroadrunning.co.uk is an online retail website and is not specifically directed at children.

We do not knowingly seek to collect children’s personal information beyond what is appropriate and lawful for the services provided.

Where information relating to a child is processed and additional legal protections apply, we aim to follow the relevant requirements.

If you believe that a child has provided personal information in circumstances that require attention, please contact us through the published support options.

We will review the matter and take appropriate action where necessary and lawful.

20. Links to Other Websites

Our website may contain links to third-party websites, payment interfaces, delivery tracking services, or other external resources.

When you follow an external link, the destination may collect and process information according to its own privacy practices.

We do not automatically control the privacy policies, security arrangements, or data retention practices of independent websites.

Before submitting personal information to an external service, we encourage you to review its privacy notice and ensure that you understand how the information will be used.

Our responsibilities concerning third-party services used directly in the operation of hokaroadrunning.co.uk remain subject to applicable law and the relevant arrangements.

21. Social Media and External Communication Services

If you interact with hokaroadrunning.co.uk through social media platforms or other external communication services, information may be processed by the relevant platform.

The platform may collect technical information, account details, interaction records, and other data according to its own terms and privacy settings.

If you contact us through an external service, we may use the information you provide to respond to your enquiry.

Please avoid sharing order details or sensitive personal information publicly or through channels that are not suitable for confidential communication.

Where an enquiry requires access to private order information, we may ask you to continue through an appropriate customer support channel.

22. Automated Processing and Fraud Prevention

Payment providers and security services may use automated tools to identify suspicious transactions, unusual activity, or potential fraud.

These systems may assess transaction-related information to determine whether additional verification or review is appropriate.

We may receive the outcome of such checks, but the precise information and decision-making process depend on the services involved.

Where we use automated processing that is subject to specific UK GDPR safeguards, we aim to comply with the applicable transparency and individual rights requirements.

If an order is delayed or payment is declined following a security check, you may contact customer support for clarification about the order status.

Any review will be handled according to the circumstances, the information available, and applicable law.

23. Lawful Disclosure of Information

We may disclose personal information where disclosure is required by law, necessary to respond to a valid legal request, or otherwise permitted under applicable legal requirements.

Examples may include responding to a court order, complying with a lawful regulatory request, maintaining legally required records, or establishing, exercising, or defending legal claims.

Where appropriate and legally permitted, we aim to assess the scope of a request and disclose only the information required for the relevant purpose.

We do not treat a general request from an external party as automatic authority to disclose customer information.

Any disclosure will be considered in light of the applicable legal obligations and the rights of the individuals concerned.

24. Complaints About Data Protection

If you have concerns about how your personal information has been handled, we encourage you to contact us first so that we can review the matter.

Please explain the concern and include relevant details without sending unnecessary sensitive information.

We will consider the issue and respond in accordance with our responsibilities under applicable data protection law.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

The ICO’s website provides information about your rights and the available complaint process:

You may contact the ICO if you believe that your personal information has been processed unlawfully or that your data protection rights have not been respected.

25. Changes to This Privacy Policy

We may update this Privacy Policy when our website features, information handling practices, service providers, or legal obligations change.

The revised version will be published on hokaroadrunning.co.uk.

We encourage visitors to review this page periodically so that they can understand the current approach to personal information.

Where a change requires additional notice, renewed consent, or another action under applicable law, we aim to take the appropriate steps.

A change to this policy does not automatically provide a lawful basis for processing personal information in a new way. Any new processing must comply with the applicable legal requirements.

26. Contact Us About Privacy

If you have questions about this Privacy Policy, wish to exercise a data protection right, or need clarification about how information is handled on hokaroadrunning.co.uk, please use the customer support contact options published on our website.

Please describe your request clearly and include relevant non-sensitive reference information where appropriate.

If your enquiry concerns an order, providing the order number may help us identify the relevant transaction.

Please do not send full payment card details, account passwords, or one-time authentication codes through ordinary messages.

We aim to review privacy enquiries carefully and respond in accordance with the applicable legal requirements.

27. Our Commitment to Responsible Data Handling

At hokaroadrunning.co.uk, we recognise that protecting personal information is an essential part of maintaining customer confidence.

We aim to handle information responsibly throughout the browsing, purchasing, delivery, and customer support process.

Our approach is based on collecting relevant information, using it for appropriate purposes, protecting it against unauthorised access, retaining it for suitable periods, and respecting the rights available to individuals under UK data protection law.

We also aim to make our privacy practices understandable and provide a clear route for customers who have questions or wish to exercise their rights.

Thank you for visiting hokaroadrunning.co.uk. We appreciate the trust customers place in our website and aim to treat personal information with care, transparency, and respect.