This Privacy Policy explains how personal information is handled when you visit hokatrainers.co.uk, create an account, make a purchase or contact us. It also describes your privacy rights and how to exercise them.

1. Who Is Responsible for Your Information?

The business operating hokatrainers.co.uk is responsible for personal information it processes as a data controller. For privacy enquiries or requests concerning your information, use the contact details published on our Contact Us page.

Payment providers and other organisations may act as independent controllers for certain activities. Their own privacy notices explain those activities.

2. Information We Collect

Depending on how you interact with the website, we may process:

  • Contact details: Your name, email address, delivery address, billing address and telephone number where needed.
  • Order information: Products purchased, sizes, quantities, order references, delivery details and return requests.
  • Payment information: Payment method, transaction references, payment status and information needed to administer refunds.
  • Account information: Registration details, saved addresses and account preferences.
  • Communications: Messages, enquiries and supporting information you send us.
  • Technical information: IP address, browser and device details, access times, error records and website interactions.
  • Privacy preferences: Cookie choices and marketing consent or objection records.

Information may come directly from you, from your use of the website, or from providers supporting payments and delivery. Please avoid sending unnecessary sensitive information in messages or attachments.

3. How We Use Your Information

Orders and customer accounts

We use relevant details to process purchases, arrange payment and delivery, provide account functions and handle returns. The lawful basis is performance of a contract or taking steps at your request before entering one.

Customer enquiries

We use your messages and contact details to answer questions and resolve issues. Depending on the enquiry, this is necessary for our contract with you or our legitimate interest in providing customer support.

Security and fraud prevention

Technical and transaction information may be used to investigate suspicious activity, protect accounts and maintain website security. The lawful basis is our legitimate interest in protecting customers and our services, subject to your rights and interests.

Legal and accounting obligations

We retain and use information where necessary to meet applicable accounting, tax or other legal duties. The lawful basis is compliance with a legal obligation.

Website improvement

Where tools are used to understand website performance, the applicable lawful basis depends on their configuration and purpose. Consent is obtained where required for the underlying technology or personal data processing.

If information is required to fulfil an order or meet a legal obligation, failing to provide it may prevent us from completing the relevant service.

4. Marketing

If marketing communications are offered, we will send them only where permitted by applicable law. Where consent is required, we will ask for it separately.

You can unsubscribe using the link in a marketing message or contact us to change your preferences. Essential order and service messages are separate from promotional communications.

You have the right to object at any time to the use of your personal information for direct marketing, including related profiling. ICO

5. Cookies and Similar Technologies

Cookies and similar technologies may support basket functions, account access and stored preferences. Other technologies may support analytics or advertising where enabled.

Our Cookie Policy explains the relevant categories and management options. Where consent is required, those technologies must remain inactive until consent is given. Visiting the website alone does not constitute consent.

6. Sharing Your Information

Where necessary for the relevant purpose, information may be shared with:

  • Hosting, technical support and website service providers.
  • Payment processors and financial institutions.
  • Delivery and fulfilment providers.
  • Customer support and communications providers.
  • Professional advisers, regulators or public authorities where justified or legally required.

Service providers acting on our instructions must be subject to appropriate data protection arrangements. Independent controllers are responsible for their own processing.

7. International Transfers

Depending on the providers used, personal information may be processed outside the UK.

Where a restricted international transfer takes place, an appropriate legal transfer mechanism must apply. This may include UK adequacy regulations or approved contractual safeguards, together with any necessary supplementary protections.

You can contact us for information about safeguards relevant to your data and how to obtain a copy, subject to lawful redactions.

8. Keeping Your Information

We retain personal information only for as long as necessary for its purpose, including applicable legal requirements.

Retention is determined by factors such as:

  • The duration of your account or customer relationship.
  • Outstanding orders, returns or complaints.
  • Tax and accounting retention requirements.
  • Relevant legal limitation periods and disputes.
  • Security needs and the continuing relevance of technical records.

Account deletion does not automatically require deletion of records we must lawfully retain. A limited suppression record may be kept to respect a marketing opt-out. Where specific periods are not stated, retention criteria must meaningfully explain how those periods are determined. ICO

9. Information Security

Appropriate technical and organisational measures are required to protect personal information against unauthorised access, loss and misuse. No online system can guarantee absolute security.

Keep account credentials confidential. Never send passwords, card security codes or banking verification codes through customer support messages.

10. Your Rights

Depending on the circumstances and lawful basis, you may have rights to:

  • Access your personal information.
  • Correct inaccurate or incomplete information.
  • Request erasure.
  • Restrict processing.
  • Receive certain information in a portable format.
  • Object to processing based on legitimate interests.
  • Withdraw consent where processing relies on it.

These rights are not absolute. For example, some records may need to be retained to comply with legal obligations.

Contact us to make a request. We may seek proportionate information to verify your identity. We will respond within the applicable legal timeframe, normally one month, subject to any lawful extension or adjustment. ICO

11. Automated Decisions

If solely automated decisions with significant effects are used, additional information must be provided about the processing, its consequences and the safeguards available. Relevant rights to human intervention and challenge must be explained where applicable.

A payment provider’s automated checks may fall under that provider’s separate privacy information.

12. Complaints and Changes

Please contact us if you are concerned about how your information has been handled. You also have the right to complain to the UK Information Commissioner’s Office through its complaints page. ICO

We may update this policy to reflect changes in our services or processing. Material changes will be brought to your attention where required.

Before publication, add the controller’s actual legal identity and contact details, and any required representative or data protection officer details. Confirm the processing activities, providers, retention arrangements, overseas transfers and automated decision-making practices. This draft has not been verified against the website’s technical setup.