PRIVACY NOTICE FOR RUNNERS
As you will no doubt be aware new regulations- the GDPR – change the way organisations look after data; in our case that refers to information about runners.
There is a lot of jargon used within the GDPRs, but basically this is about how personal information about individuals is collected, used and looked after. This document sets out the detail about how the personal information provided by you will be used and looked after and explains your rights in relation to it. From our perspective the personal information we are talking about is the information we need about you in order to provide you with an enjoyable race experience.
2. Our commitment to you
Our commitment is to:-
- Not use personal information for any purposes other than in connection with the Gloucester 10k;
- Make it easy for you to approach us if you have any concerns or questions relating to the holding of personal information.
3. Who we are and how we operate
We are passionate about running. We want participants to enjoy the Gloucester 10k experience which has been specifically designed to show off Gloucester at its best and all proceeds go to local charities. There is more information about us on our website www.rungloucester.co.uk. Gloucester 10k is organised and administered by Davies and Partners Solicitors Limited supported by other organisations such as Gloucester Quays Rotary Club and Tewkesbury Running Club.
The individual responsible for data protection matters in connection with the Gloucester 10k is Nigel Tillott. His email address is firstname.lastname@example.org.
4. How information is collected from you
Information will be collected from you from your race entry.
Please ensure that all personal information which you provide is accurately given to us as the information which is held is only as accurate as the information provided in the first place.
5. What personal information will we collect?
We will require contact details such as:-
- Telephone number;
- Email address.
We will also collect such personal information concerning your gender and age such that we can enter you into the correct race categories and ensure that you are eligible to race. We may also require information concerning your health or medical conditions for health and safety reasons. Any other information collected from you will be collected to ensure that you have a good race experience.
Photographs will be taken during the race.
6. Who will personal information be provided to?
We will not provide your personal information to anyone else save in the circumstances set out at 7 and 8 below or where you consent to us doing so.
7. What about outsourcing?
We will pass personal information to other organisations from time to time, not for them to use for their own benefit but rather to assist us. The main example is we will provide information to race timers specifically such that they can award your time. We also may provide information to others to assist us with the efficient administration and running of the Gloucester 10k being the providers of IT platforms.
8. What will the personal information be used for?
To fulfil our contractual obligations towards you:-
- So that you enjoy your race experience;
- To communicate to you about matters relevant to the race.
- To ensure vital interests:-
We hope that we will not need to use your personal information for these purposes. This will only apply if we have information about your health and a medical emergency arises in which case such information may be used to ensure your health and safety.
- When it is our legal obligation
We are required to keep records for various regulatory purposes.
- When legitimate interests apply
It is possible that from time to time we may wish to communicate with you concerning matters which may be of interest to you. The nature of such contact will be:-
- Those who have run a race often wish to be reminded when entries open for the following year or if the race is filling up and we may therefore provide a reminder;
- To provide you with news updates about this and next year’s Gloucester 10k;
We will not communicate to you under this heading where there is any perceived detriment to you in receiving the communication.
The method of communication is likely to be by email. If you do not wish to receive communications under this heading please contact email@example.com. If there are some types of communication which you would wish to receive but not others please make this clear. If we hear from you in this respect we will not communicate to you about this in the future.
- Photographs Photos will be taken when the race is in progress. The race is in public areas and we have no control over photos taken by others. We will take photos of employees and may publish these on the website. Our experience is that most runners enjoy seeing photos of themselves on the run, but if you really don’t want a photo of you published let us know. We will try to respect your wishes, but with group photos it may not always be possible to identify individual runners.
- Other We may also use personal information for management and statistical purposes to ensure that the Gloucester 10k runs as efficiently as possible.
9. What happens if I don’t wish to provide personal information to Gloucester 10k?
There is certain information which we need in order to process your application and for you to participate in the race. Without such information we are unlikely to be able to allow you into the race. However, if you don’t want us to contact you about matters referred to under the legitimate interest head above please let us know as we would not wish to contact you or retain personal information about you unnecessarily.
10. How long will Gloucester 10k keep information for?
We will only retain personal information:-
- For as long as necessary to fulfil the purposes it was collected for as set out in this Privacy Notice;
- In relation to race entrants, not more than 15 months. In relation to those that make enquiries about the race but who are not entrants we will not keep information longer than 15 months. One exception to this is the results which will be published and preserved as a record.
11. Your rights in relation to the information held in relation to you
- Access – the right to make what is known as a Subject Access Request to obtain a copy of the personal information which we hold about you. If you make such a request we are required, in most circumstances, to provide a copy of the personal information without charge and within 30 days. You may also seek confirmation of the nature of personal information which we hold about you without seeking a copy of the information itself.
- Correction – it is important that you keep us up to date with any changes to the personal information provided. Subject to that you have the right to ask us to correct or complete any inaccurate or incomplete data held about you. It is possible that evidence will be required of the new information provided.
- Erasure – you are entitled to ask us to delete or remove personal information held where there is no good reason for us to continue to hold it. It may not always be possible to comply with your request due to ongoing obligations in relation to the personal information. Where this is the case you will be informed and be told of the reasons why it is not possible to comply with the request.
- Object to processing – you may object to us processing personal information. There are some circumstances in which it will not be possible to comply with your request, for example if it is necessary to process the information in connection with obligations which we have and which have been explained to you in this document. If you object to us processing information which has been processed under the legitimate interest head, we will stop processing it.
- Restriction of processing – you may ask us to suspend processing of personal information in the following situations:-
- If you want the data accuracy to be established;
- Where the use of the personal information is unlawful but you do not want it to be erased;
- You need the data to be held even though we no longer require it as you need it to establish, exercise, or defend legal claims; or
- You have objected to the use of the data by us but we need time to determine whether we have overriding legitimate grounds to process it.
- Request the transfer of information – this is unlikely to apply in this scenario.
12. Keeping personal information safe
We have put in place appropriate security measures to prevent the personal information provided from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Access to personal information is limited to those employees involved in the organisation and contractors who may need to know the information. Personal information will only be processed upon instructions from ourselves. Procedures have been put in place to deal with any suspected breach of the requirements under the GDPRs. You and/or the Regulator referred to below will be notified of any potentially significant breach.
13. What happens if you want to complain?
It is hoped that you will not have cause to complain. If you do complaints should be referred to Nigel Tillott in the first place where possible. In the event that it is not possible or appropriate to refer a complaint to Nigel Tillott it may be referred to the Regulator, the Information Commissioner’s Office (ICO) whose address is:-
Information Commissioner’s Office
- It is not anticipated that any personal information will be transferred outside of the European Union. We will notify you if this position changes.
- We don’t anticipate using automated decision making in relation to the personal information provided.
15. If I have any questions who do I ask?
Please email firstname.lastname@example.org.
Dated 31st May 2018