The MERC App Provider (“MERC”, “we”, “us”) is the data controller for personal data processed via the MERC website and the MERC mobile application (the “App”). The App and website are owned and operated independently of Multi Ethnic Running Club CIC and are not assets or undertakings of that company. We process your data in accordance with the UK GDPR and the Data Protection Act 2018.

1. What we collect

• Account & identity: name, email, phone, postal address, gender, date of birth (we enforce 18+).
• Profile content: profile picture, bio, city, club memberships, posts, comments, likes.
• Captain-only data: reason for applying, safeguarding declaration, DBS acknowledgement.
• Optional medical conditions (e.g. asthma, allergies) provided only with your explicit consent. Stored encrypted at rest and visible only to your captain and MERC admins for safeguarding during runs.
• Activity & fitness data: distance, time, pace, GPS polylines, heart rate, splits — either recorded by the App or imported from Apple HealthKit / Google Health Connect with your permission.
• Location: precise GPS during an active run; coarse location (city) at all other times.
• QR check-in scans: timestamp, scanned barcode, GPS coordinates and a misuse score, used to verify attendance at captain-led runs.
• Payment identifiers: for in-app purchases we receive an Apple App Store / Google Play receipt and store the transaction ID and expiry. We never see or store card details.
• Device data: push token (APNs / FCM), Firebase install ID, app version, OS version, crash logs.

2. Lawful basis & how we use it

• Contract: running your account, processing membership, delivering club features.
• Consent: medical conditions, optional photography at events, push notifications, fitness data import, leaderboard visibility. You can withdraw any of these at any time from Settings → Privacy.
• Legitimate interests: safeguarding members on group runs, preventing QR/check-in fraud, improving the App via aggregate analytics.
• Legal obligation: safeguarding records, accident/incident logs, financial records.

3. Sharing & third-party processors

We do not sell your data and we do not share it with advertisers. We rely on a small number of vetted processors:

• Hostinger — UK/EU server hosting (data at rest).
• Cloudflare R2 — image & media storage.
• Apple App Store / Google Play — in-app purchases (£20/yr captain membership).
• Apple Sign in with Apple — optional account creation.
• Firebase (Google) Crashlytics — anonymised crash & performance diagnostics.
• Firebase Cloud Messaging / APNs — push notifications.
• Pusher Channels — live attendance & chat realtime.
• Google Maps Platform — map tiles for run routes.
• Outlook / Microsoft 365 — transactional email (welcome, captain approval, password reset).
• Strava — if you choose to connect your Strava account, we use the Strava API to import your own athlete profile and activity data so you can see your runs inside MERC. See section 9 below.

All processors are bound by data-processing agreements and process data only on our instructions.

4. International transfers

Some processors (Firebase, Apple, Cloudflare, Strava) may store data outside the UK/EEA. Where this happens we rely on the UK International Data Transfer Addendum or Standard Contractual Clauses to ensure equivalent protection.

5. Retention

• Active account data: kept while your account is active.
• Account closed by you (in-App or by request): personal data deleted within 30 days, except where law requires us to retain it.
• Run logs & GPS polylines: anonymised after 12 months and retained for aggregate analytics.
• Strava data: rolling cache, never older than 7 days (Strava API Agreement). Re-imported on demand from Strava when you open the app. Fully purged within 48 hours of disconnect or deauthorization.
• Safeguarding & incident records: 6 years (UK insurance requirement).
• Financial records: 6 years (HMRC requirement).

6. Your rights (UK GDPR)

You have the right to: access, rectify, erase, restrict processing, port, and object to processing of your data, and to withdraw consent at any time.

• In-App: Settings → Privacy & Data → Delete account erases your account and personal data immediately.
• Data export: Settings → Privacy & Data → Export my data emails you a JSON copy.
• Email: write to mercdirector@outlook.com for any other request.
• Complaints: you may complain to the UK Information Commissioner’s Office (ico.org.uk).

7. Children

The MERC App, website and all club activities are strictly for users aged 18 and over. We do not knowingly collect data from anyone under 18, and we do not permit under-18s to attend group runs in any capacity. If you believe a minor has registered, please contact us immediately and we will delete the account.

8. Changes to this policy

We will notify members of material changes via in-App banner and email at least 14 days before they take effect. The current version is dated at the top of this section.

9. Strava integration

If you choose to connect your Strava account inside the MERC app, the following terms apply:

• What we collect: your Strava athlete profile (id, name, profile picture) and your own activities (title, type, distance, time, pace, elevation, GPS polyline, start time).
• How we use it: we display your imported runs to you only, inside your own feed view. Strava data is never shown to other MERC users, never combined with other members' data, never used for leaderboards, club totals, challenges, badges, or any aggregated analysis.
• How long we keep it: a rolling 7-day cache, in line with the Strava API Agreement. Data is automatically purged nightly. The app re-imports the latest activities from Strava on demand.
• Withdraw consent: at any time via Settings → Connections → Disconnect Strava, or by revoking the MERC app at strava.com/settings/apps. On disconnect we delete every Strava-derived row we hold within 48 hours (typically immediately).
• No advertising, no resale, no AI/ML training: we do not, and contractually cannot, use Strava Data for advertising, sell or share it with third parties, or use it to train artificial intelligence or machine learning models of any kind.
• Strava attribution: imported activities are clearly labelled "Powered by Strava" and link back to the original activity on strava.com. Activities sourced via Garmin devices on Strava are additionally labelled with Garmin attribution where applicable.
• Strava's own processing: Strava monitors your use of their API per their API Agreement and Privacy Policy. We are an independent controller for the Strava data we hold; Strava remains the controller for the data on its own platform.

10. AI & machine learning

We do not use member personal data, member-generated content, or third-party-imported data (including Strava, Apple HealthKit, Google Health Connect, Coros) to train, fine-tune, or evaluate artificial intelligence or machine learning models — neither our own nor any third party's. Where we use generative AI features inside the app (for example, optional run-recap summaries), the prompts are scoped to the requesting user's own data only and outputs are not retained for model improvement.

11. Health & fitness data (Apple HealthKit, Google Health Connect, Coros)

Where you grant the MERC App permission to read data from Apple HealthKit, Google Health Connect, or a connected Coros account, the following commitments apply specifically to that data:

• HealthKit, Health Connect and Coros data is used solely to display your activity, calculate your personal pace, distance, heart-rate and points inside the MERC App.
• We do not use HealthKit, Health Connect or Coros data for advertising or any other use-based data mining purpose.
• We do not sell, share, rent or otherwise disclose HealthKit, Health Connect or Coros data to third parties for advertising or marketing purposes, and we do not pass it to data brokers.
• We do not disclose HealthKit, Health Connect or Coros data to any third party, except where you give explicit consent or where required by law.
• We do not use HealthKit, Health Connect or Coros data to train artificial intelligence or machine learning models of any kind.
• You may revoke the App’s access at any time in Settings → Privacy & Security → Health (iOS) or Health Connect → App permissions (Android). On revocation, the previously-imported records are deleted from MERC servers within 48 hours.

By using this website, the MERC mobile App, or participating in MERC activities, you agree to the following terms. These apply to all users regardless of membership status.

• The MERC App, website and all club activities are strictly for users aged 18 and over. We do not accept registrations from, or permit participation by, anyone under 18.
• The MERC mobile application, its software, source code, design and all content on this website are the intellectual property of the MERC App Provider and are owned and operated independently of Multi Ethnic Running Club CIC. They are not assets of that company and may not be reproduced without permission.
• Participation in group runs is at your own physical risk. Consult a medical professional before commencing any exercise programme.
• Disruptive, discriminatory, or abusive behaviour — online or in person — will result in immediate removal from the club without refund.
• MERC reserves the right to update these terms. Continued use of the site after notice of changes constitutes acceptance.

Annual membership is £20 per person. Members may purchase via the secure checkout on this website (Stripe) or directly inside the MERC mobile App via Apple App Store / Google Play in-app purchase. Membership runs for 12 months from the date of activation.

• Membership is non-transferable and linked to one named individual.
• Web purchases (Stripe) — 14-day cooling-off period: under the UK Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 you may cancel your membership within 14 days of purchase for any reason. Where you have attended one or more group runs during that 14-day window, you expressly agree that we may deduct a reasonable pro-rata amount for the services you have used before refunding the balance. To cancel, email mercdirector@outlook.com within the 14-day window.
• In-app purchases (Apple / Google): refund and cancellation are governed by the relevant store’s policies. Manage or cancel in Settings → Apple ID / Subscriptions on iOS, or Play Store → Subscriptions on Android. MERC cannot issue refunds for store purchases — please contact Apple or Google directly.
• The captain membership tier (£20/yr) is the same fee as standard membership. Captains pay annually via in-app purchase to maintain their captain status; non-renewal results in captain access being suspended and the club marked dormant pending co-captain or admin action.
• MERC reserves the right to suspend or revoke membership for breach of the club code of conduct.
• Membership fees are reinvested directly into club operations. No surplus is distributed as profit.
• Who receives your fee: in-app purchases are processed by the Apple App Store or Google Play and paid out to the App Provider, who collects this subscription income as agent for, and on behalf of, Multi Ethnic Running Club CIC and remits it in full to the Club. Direct website purchases (Stripe) are received for the Club in the same way. The App Provider retains no membership income personally; all of it is applied to the Club’s community programme.
• Members are responsible for maintaining accurate contact and emergency details within their account.

Multi Ethnic Running Club CIC is committed to the welfare and safety of all members, particularly vulnerable adults. We maintain a zero-tolerance approach to abuse, harassment, or exploitation.

Designated Safeguarding Officer: Steven Hancock (Non-Executive Director and Safeguarding Officer). All safeguarding concerns should be reported directly to the DSO via Mercsafeguarding@outlook.com.

• Captain vetting: MERC Captains give their time as volunteers, and the steps below are things we ask of them in that spirit rather than employment requirements. When a member is approved as a MERC Captain in the App they begin as a Provisional Captain, which gives them time to settle in and gather their paperwork. We invite each Captain, as soon as they reasonably can, to email the following to Mercsafeguarding@outlook.com: (a) a copy of a current Basic Disclosure and Barring Service (DBS) certificate issued within the last three years, (b) a short written self-declaration of any unspent convictions, cautions or relevant safeguarding concerns, and (c) the name and contact details of one personal reference. We also ask Captains to complete a short MERC safeguarding briefing. There is no fixed deadline — if a Captain needs more time, or has any questions, we simply ask them to let us know. Once these items are on file the Captain is fully approved, and we ask that the certificate be kept current and refreshed roughly every three years. Until the items are on file, a Captain’s account, runs and points always remain intact; for everyone’s safety we may ask a Captain to hold off leading a group run until the paperwork is in place, but their place in MERC is never at risk. Obtaining the Basic DBS certificate is something we ask each Captain to arrange at their own cost (the certificate is currently £18 and is self-applied for directly via gov.uk). MERC does not reimburse this cost. We ask for the check so that MERC can be reasonably assured a Captain is in a suitable position to lead and support members in a voluntary capacity; it is part of holding the volunteer Captain role and is not a payment for, or guarantee of, any service, benefit or employment. The Captain is responsible for applying for, paying for and maintaining a current certificate, and consents to MERC viewing it for safeguarding purposes only. We use the Basic DBS standard because MERC is a strictly 18+ adult community and is therefore not eligible to request Enhanced or Standard DBS checks under the Police Act 1997.
• No photography of participants is published without explicit consent.
• All concerns are treated confidentially and escalated to statutory authorities where required by law.
• Our policy is reviewed annually and aligned with UK Sport safeguarding frameworks.

The MERC mobile App and website are owned and operated by the MERC App Provider and are available worldwide. Organised in-person community runs in the United Kingdom are arranged separately by Multi Ethnic Running Club CIC, which is incorporated and insured in the UK. The way the service is provided therefore differs between the UK and the rest of the world. This section sets out those differences in plain English.

1. UK members

• Full app access, plus access to MERC-organised in-person group runs in the United Kingdom led by approved MERC Captains.
• Covered by MERC’s UK public liability insurance for sessions listed in the App as MERC-led.
• Safeguarding, incident reporting, and vetted Captain network (Basic DBS + reference + safeguarding briefing) as set out in the Safeguarding section.

2. International members (outside the United Kingdom)

• Your £20/year payment is a subscription for access to the MERC mobile App and platform features — not a fee for MERC to organise or host in-person sessions in your country.
• MERC does not currently operate organised in-person sessions outside the United Kingdom and does not hold public liability insurance for activities in your country.
• You are responsible for your own physical safety, fitness to run, and compliance with the laws of the country in which you run.
• You may use all standard App features: route recording, fitness tracking, points, leaderboards, social feed, friend connections, and (where eligible) Captain features described below.
• Payment is processed by Apple App Store, Google Play, or Stripe in your local currency where supported. Refund rights are governed by the relevant store’s policies (see Membership Terms).

3. Captain feature — software tools for self-organised runs

The Captain feature inside the MERC App lets you schedule a run, invite friends, share a route, take attendance and award points. It is provided to you as a software tool, in the same way that messaging or social-media apps provide tools to organise meet-ups. Specifically:

• You are the organiser of any run you create as a Captain. MERC is not the organiser, host, employer, agent, or supervisor of that run.
• You are responsible for the safety, route choice, risk assessment, participant consent, age verification, and conduct of every run you host.
• You are responsible for obtaining any local permits, insurance, or registrations required in your jurisdiction to lead a group run.
• Captain vetting outside the UK: if you host runs as a Captain outside the United Kingdom, you are responsible for obtaining the criminal-record check that is the equivalent of a UK Basic DBS in your country — for example, Garda Vetting in Ireland, Polizeiliches Führungszeugnis in Germany, FBI Identity History Summary in the United States, a National Police Certificate in Australia, or a Canadian Criminal Record Check. You must hold a current certificate (issued within the last three years) on file and produce it to MERC on request. The cost of any overseas check is the Captain’s responsibility and is not reimbursed by MERC.
• MERC does not provide public liability, personal accident, or any other insurance for Captain-led runs outside the United Kingdom. Captain-led runs inside the United Kingdom by MERC-approved (vetted) Captains are covered by MERC’s UK PL policy, provided the Captain follows the published code of conduct and route plan.
• You agree to indemnify and hold harmless Multi Ethnic Running Club CIC, its directors, officers, employees, contractors, volunteers and other members from and against any and all claims, losses, damages, liabilities, costs and expenses (including reasonable legal fees) arising out of or related to a run, event, or activity that you organise using MERC’s software tools. For UK-based Captain-led runs covered by MERC’s UK PL insurance, this indemnity applies only to losses excluded from that policy (for example, wilful misconduct, breach of the code of conduct, or activities outside the agreed route plan).
• Participants who join a Captain-led run do so at their own risk and should ensure they are physically fit to participate and adequately insured under their own personal arrangements.

4. Service level — international

• App support, bug fixes and security patches are provided to all members regardless of country.
• Captain approval workflows, dispute resolution, and safeguarding investigations are conducted by the UK team during UK business hours.
• Certain features (e.g. partner-merchant rewards, official MERC events) may be UK-only and clearly labelled as such inside the App.

5. Cancellation & refunds

International members may cancel their subscription at any time via the Apple App Store, Google Play, or by emailing mercdirector@outlook.com. Refunds for in-app purchases are governed by the relevant store’s policy. MERC will honour UK consumer cooling-off rights (14 days) for direct Stripe purchases regardless of country.

6. Governing law

Your relationship with MERC is governed by the laws of England and Wales. Nothing in these terms removes any mandatory consumer protection rights you may have under the laws of your own country.

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Multi Ethnic Running Club CIC is registered in England and Wales as a Community Interest Company, company number 15936265, incorporated on 4 September 2024. Our activities are locked to community benefit by the CIC asset lock — profits and assets cannot be distributed to private individuals.

Community interest: Our purpose is to improve physical and mental health through inclusive running, with a specific focus on ethnically diverse and underrepresented communities.

Full filing history, registered office address, and director details are available on the public Companies House register at find-and-update.company-information.service.gov.uk/company/15936265.

For privacy requests, data subject access requests, or general legal correspondence please contact:

Email: mercdirector@outlook.com
Safeguarding: Mercsafeguarding@outlook.com
Organisation: Multi Ethnic Running Club CIC
Company number: 15936265 (registered in England and Wales)
Trading location: Southend-on-Sea, England
Registered office: as recorded on the Companies House public register — view here

We aim to respond to all legal and data queries within 30 days in compliance with UK GDPR obligations.