The Race Organiser Ltd. is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of event participation, The Race Organiser Ltd. is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by completing a form at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to participate in an event hosted by us and may include (but is not limited to) your name, date of birth, address, e-mail address, phone number, name of any affiliated clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health and/or emergency contact information which is classed as special category personal data.
Why we need your personal data
The reason we need your Athletics Data is to be able to administer your event registration and provide the services you are signing up to when you register for the event. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a customer to provide the services you are registering for.
Reasons we need to process your data include:
For event entry
• processing of registration forms and payments.
For event management
• sharing personal data with medical providers to safely manage event emergencies;
• sharing personal data with the relevant governing bodies (e.g. UK Athletics) for the purposes of result reporting, licensing, insurance etc.;
• publishing and communication of race and competition results;
• delivery of uncollected purchases, prizes, lost property etc.
For reporting purposes
• analysing anonymised data to monitor sales trends and manage future events.
Marketing and communications (where separate consent is provided)
• sending information about promotions and offers from us and/or our sponsors/partners;
• sending information about selling merchandise.
Any special category health data we hold on you is only processed for the purpose of sharing with the event medical provider to facilitate the safe running of events and the provision of accurate information in case of a health emergency. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
The Race Organiser Ltd. has the following social media pages.
All participants are free to join these pages but please note that the providers of the social media platforms have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on these social media pages.
Who we share your personal data with
The Race Organiser Ltd. does not supply any personal data it holds to any other third party unless you have given explicit consent for us to do so. The Race Organiser’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting. Where this occurs, it is with the appropriate safeguards in place to ensure the security of that personal data.
How long we hold your personal data
We will hold your personal data on file for one year before it is anonymised and retained only for future demographic review and/or event planning and management. Any personal data we hold on you will be securely destroyed after this time. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with The Race Organiser Ltd. If you choose not to share your personal data with us we may not be able to accept your registration.