Active Teams Privacy and Cookies Policy
Privacy at a glance
- Taking part is voluntary. Your employer may invite you to use Active Teams, but you choose whether to create an account and whether to connect Strava.
- We use limited information. This includes your account details, organisation or team, and the activity information needed to provide your dashboard, scores and challenges.
- We do not collect location information about you or your activities. Active Teams does not receive or store GPS routes, coordinates or location information showing where you exercised.
- Your personal dashboard is private to you. Some limited information is shared in company features and challenges, as explained below.
- You stay in control of Strava. Connecting Strava is optional and you can revoke Active Teams access at any time through your Strava settings.
- You can leave. You can ask us to close your account by emailing info@activeteams.co.uk and can unsubscribe from non-essential emails at any time.
1. About this policy
This policy explains how personal information is used when you visit the Active Teams website, create an account, take part in a workplace programme or challenge, connect Strava, complete one of our forms or receive emails from us.
Active Teams Ltd is registered in England and Wales under company number 12915947. Our registered office is International House, 64 Nile Street, London, England N1 7SR. Our Information Commissioner's Office registration number is ZB327352.
Who is responsible for your information?
When an employer or another organisation provides Active Teams for its people, that organisation will normally be responsible for the personal information used to run its programme. Active Teams Ltd operates the service on its instructions. Your organisation may provide its own privacy information alongside this policy.
Active Teams Ltd is responsible for information used for its own business purposes, such as enquiries, customer administration, security, billing and marketing communications.
2. Information we collect
We collect only the information needed to operate Active Teams and support the programmes in which you choose to take part.
- Account details: your name, personal or work email address, a password chosen by you and the activation code used to connect you to the correct organisation.
- Organisation and team details: your employer, member group, challenge team and, where relevant, your business unit or department.
- Activity information: activities entered manually or imported from Strava, including the activity type, name, date, duration and distance, together with scores and challenge progress calculated from this information.
- Communications and forms: information you provide when you contact us, join a team, give feedback, unsubscribe or ask us to close your account.
- Technical information: limited information needed to operate and secure the website and remember your cookie choices.
Information reviewed by your organisation
We may securely share a limited member list with authorised contacts at your organisation so that they can identify leavers or help organise teams. Your organisation may also provide information such as your business unit or department for team organisation or display within its dashboard.
3. If you connect Strava
Connecting Strava is optional. If you choose to connect it, Strava sends information to Active Teams through its authorised connection. When you first connect, Active Teams imports activities from the current and previous calendar month. It then receives relevant new or updated activities while the connection remains active.
The information received may include your Strava identifiers, name, profile-image link, activity details, activity privacy settings and links to activity images where available.
Active Teams does not receive or store GPS routes, coordinates or information showing where an activity took place. Private or restricted activities may contribute to your scores and challenge progress, but details of those activities are not displayed to other participants.
Your avatar is displayed using an image link supplied by Strava or its linked account provider. Active Teams does not download or store a local copy of the avatar image.
You can revoke Active Teams access at any time in your Strava settings. This stops future access but does not automatically delete information already imported into Active Teams. You may also ask us to close your Active Teams account.
4. How we use your information
We use personal information to:
- provide and manage your account, dashboard and activity insights
- connect you to your organisation and challenge teams
- calculate scores, goals, leaderboards and challenge progress
- communicate with you and provide support
- operate and secure Active Teams and provide participation reports to organisations
Our legal reasons for using information
Where your organisation is responsible for your information, it decides the legal basis for its programme and explains this in its own privacy information. Active Teams processes the information on that organisation's instructions.
Where Active Teams Ltd is responsible, we use information to provide the service or respond to you, meet our legal obligations, or pursue our legitimate interests in operating, supporting and protecting Active Teams and managing customer relationships. We rely on consent where required, including for optional emails and cookies, and you can withdraw that consent at any time.
Automated calculations
Active Teams automatically calculates scores, leaderboards and challenge progress. We do not use significant automated decision-making or use these calculations to make employment decisions.
5. What other people can see
Your personal dashboard, including your personal activity information and insights, is visible only to you.
Signed-in members of the same organisation or member group may see your full name, profile image and selected activity information in company features.
If a page is viewed by someone who is signed out, or by a signed-in member outside your organisation or member group, your surname is reduced to its initial, for example ‘Peter G.’. Your profile image is replaced by generic initials. Limited information such as the activity name, type and minutes added may remain visible.
Inter-organisation challenge pages may show your partially masked name, team, score, leaderboard position or challenge progress. They do not show your profile image, individual activity details or links to Strava activities.
Your organisation may choose to display an approved business unit or department alongside your name within its own dashboard.
6. Emails from Active Teams
We use Twilio SendGrid to send essential account emails and optional welcome, challenge and monthly progress emails. You can unsubscribe from non-essential emails using the link in the message.
7. Forms and enquiries
We use Tally forms for purposes such as enquiries, challenge or team registration, feedback, opting out and, where available, account-closure requests. Each form collects the information shown on that form.
8. Who we share information with
We do not sell personal information. We share it only with your organisation and trusted providers where needed to host and administer Active Teams, send emails, provide forms and videos, or support the optional Strava connection. We may also share information where required by law.
9. Where information is processed
The main Active Teams platform and database are hosted in the United Kingdom. Some service providers, including Strava, Twilio SendGrid, Google and Vimeo, may process information outside the UK, including in the United States. Where this happens, appropriate safeguards must be in place as required by UK data-protection law.
10. How long we keep information
We keep personal information only for as long as it is needed to provide Active Teams, meet an organisation’s instructions, or comply with legal and operational requirements.
If you ask us to close your account, we aim to remove your account and personal information that is no longer required within 30 days. We may retain a limited record of your name, organisation and account-closure date to confirm that this has been completed.
Some restricted, pseudonymised activity records may remain to preserve historical challenge results and reporting, but they will no longer be linked to a live account or searchable by name or email through normal administration.
Information held in protected backups will be removed as the backups are overwritten through the normal backup cycle.
11. How we protect information
Active Teams uses appropriate technical and organisational measures to protect personal information. These include encrypted connections and storage, securely hashed passwords and restricted access to administrative systems.
If a personal-data incident occurs, we will investigate it and notify the relevant organisation, regulator or individuals where required by law.
12. Your choices and rights
You have rights over your personal information under data-protection law. Depending on the circumstances, these may include the right to access, correct or delete your information, restrict or object to its use, receive a portable copy, or withdraw consent.
You can stop taking part, disconnect Strava, unsubscribe from non-essential emails or ask us to close your account. Taking part in an employer programme is voluntary.
Where your organisation is responsible for your information, you can contact it directly or contact Active Teams and we will help direct your request.
You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint
13. Cookies and embedded services
Cookies are small files or pieces of information stored by your browser. We use a limited number of cookies and similar technologies to keep the website working, remember your choices and support embedded content.
Strictly necessary cookies support sign-in, security and core website functions. Optional cookies may be used when you play an embedded Vimeo video or use another optional feature. We do not currently use advertising cookies or a general website analytics service.
You can accept, reject or change optional cookies using the cookie settings control on our website. The cookie banner provides the current cookie list.
14. Changes to this policy
We may update this policy when Active Teams, our providers or the law changes. The latest version will be published on our website with its updated date.
15. Contact us
For privacy questions, rights requests, complaints or account closure, contact: info@activeteams.co.uk
