We take your privacy seriously.
We will never sell your personal data or share it unnecessarily with any third parties. We obviously have to pass your data on to the race organisers for the events you enter, or the charities or other bodies you undertake fundraising for, but we make sure they respect your data and privacy too. Any medical information you provide in relation to participating in an event is encrypted and only available to race medics and the organisers around the time of the event, and in relation to any payment transactions, we won’t store or have access to your card or account details at any point.
Race Nation Events Limited respects your privacy and is committed to protecting your personal data. This Policy will inform you as to how we look after your personal data, including when you visit our website (regardless of where you visit it from), or when you order or use our services, and tells you about your privacy rights and how the law protects you.
This Policy is provided in a layered format so you can click through to the specific areas set out below. Please also use the Glossary to understand the meaning of some of the terms used in this Policy.
1. IMPORTANT INFORMATION AND WHO WE ARE
2. THE DATA WE COLLECT ABOUT YOU
3. HOW IS YOUR PERSONAL DATA COLLECTED
4. HOW WE USE YOUR PERSONAL DATA
5. DISCLOSURES OF YOUR PERSONAL DATA
6. INTERNATIONAL TRANSFERS
7. DATA SECURITY
8. DATA RETENTION
9. YOUR LEGAL RIGHTS
PURPOSE OF THIS POLICY
This Policy aims to give you information on how Race Nation Events Limited collects and processes your personal data, including through your use of this website, and any data you may provide through this website, including when you register or participate in an event or as a fundraiser, when you contact us or sign up to our newsletters, or take part in a survey.
This website is not intended for children and we do not knowingly collect the personal data of children under 16 except in relation to event registration and then only with the consent of a parent or guardian.
It is important that you read this Policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This Policy supplements the other notices and is not intended to override them.
Race Nation Events Limited (Company number 12837178) is the controller and responsible for this website and for your personal data (collectively referred to as “RNEL”, “we”, “us” or “our” in this Policy). We also operate various sub-brands, which are an integral part of the RNEL group for the purpose of this Policy, so when we mention RNEL, we, us or our in this privacy notice, we are referring to Race Nation Events Limited and each of the sub-brands individually and collectively as the RNEL group.
Our Chief Technical Officer (CTO) is responsible for overseeing questions in relation to this Policy. If you have any questions, including any requests to exercise your legal rights, please contact the CTO using the details set out below.
Our full details are: RaceNation Events Limited
Postal address: Sussex Innovation Centre, University of Sussex, Brighton, East Sussex, BN1 9SB, UK
Email address: firstname.lastname@example.org
Telephone number: 01460 298 338
CHANGES TO THE POLICY AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated in June 2021 and may be subject to further revisions.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
– Identity Data includes: first name, last name, username or similar identifier, marital status, title, date of birth and gender, passport or ID number, photos or other images.
– Contact Data includes: billing address, delivery address, email address and telephone numbers, and any social media accounts used to contact us or register on our system.
– Financial Data includes: bank account and payment gateway (for example, Stripe) or card details.
– Transaction Data includes: details about payments to and from you and other details of services or events you have registered for from us or with a third party via our website, or with Customers (as defined below).
– Technical Data includes: internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
– Profile Data includes: any username and password to access our systems, including in relation to a Customer or MyRaceNation account, or orders or event registrations made by you, your interests, preferences, fundraising activities, feedback and survey responses.
– Usage Data includes: information about how you use our website, products and services.
– Marketing and Communications Data includes: your preferences in receiving marketing from us and any third parties (Customers or other entities or fundraising entities) made known to you and your communication preferences.
– Medical Data includes: information provided by you about your health and any medical conditions.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Policy.
Except in limited circumstances, for example where you volunteer health information in relation to an event registration, we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of a contract we have with you, or which is a condition of event or fundraising registration, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with services). In this case, we may have to cancel a registration or service you have with us but we will notify you in good time if this is the case.
We use different methods to collect data from and about you including through:
– Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms on our RNEL or any of our sub-brands’ website or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you
– register as a participant for an event (“Entrant”) or as a fundraiser for a charity or other organisation (“Donor”);
– create an account on our website or on one of our systems (for example, My RaceNation) as an event organiser or contact (“Organiser”), Entrant, charity administrator or contact (“Charity Contact”) or Donor;
– request marketing to be sent to you;
– enter a competition, promotion or survey;
– make a general enquiry about our services, an event or charity; or
– give us feedback.
– Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:
Technical Data from the following parties:
(a) analytics providers such as Google inside the EU;
(b) advertising networks, such as GoogleAds or Facebook, LinkedIn, Twitter, Instagram, based inside or outside the EU; and
(c) search information providers, such as Google, based inside the EU.
– Contact, Financial and Transaction Data from providers of technical, payment and delivery services, based inside or outside the EU and HM Revenue & Customs (HMRC) for Gift Aid.
– Technology providers we use, including client relationship, marketing (i.e. MailChimp) and other hosting and communications providers such as Amazon WS, inside or outside the EU.
– Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based in the UK.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
– To process your registration as an Organiser, Entrant, Charity Contact or Donor or My RaceNation account holder.
– Where we need to perform the contract we are about to enter into or have entered into with you, or in relation to a Customer that we have entered into a contract with.
– Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
– Where we need to comply with a legal or regulatory obligation.
– Click here to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending you marketing or third party direct marketing communications via email or text message. You have the right to withdraw consent to marketing at any time by Contacting us or by clicking ‘unsubscribe’ in any communication you receive from us.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. We define event organisers, entrants, donors and charity and fundraising bodies registered with our websites as “Customers”.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.
We aim to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
SURVEYS & PROMOTIONAL OFFERS FROM US
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).
We may send you event reminders close to the event date or information on Customers and events similar to those you have previously participated in or other communications we are obliged to send under a legal or contractual obligation.
You may receive marketing communications from us if you have expressly requested information from us about our services, other events or services, or made an enquiry, or if you provided us with your details when you entered a competition or registered for a promotion. We will not however send you generic marketing about us unless you have expressly consented to receive it.
We will seek your express opt-in consent before we share your personal data with any company outside of the Race Nation Events group of companies for marketing purposes.
You can ask us to stop sending you marketing messages at any time by following the opt-out or unsubscribe’ links in any marketing message sent to you or by Contacting us.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us in your capacity as a representative of a Customer, an Entrant or Donor, as a result of a service or other transaction, or where we need to keep your contact details or make contact with you for contractual performance or legitimate interest purposes, or compliance with a legal obligation.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
– Internal Third Parties as set out in the Glossary or elsewhere in this Policy.
– External Third Parties, including Customers, and as set out in the Glossary or elsewhere in this Policy.
– Specific third parties listed in the Glossary or elsewhere in this Policy.
– Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Policy.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Personal Data may be stored and processed in any country where we do business or our service providers do business. We may transfer your Personal Data to countries other than your own country, including to the United States. These countries may have data protection rules that are different from your country. When transferring data across borders, we take measures to comply with applicable data protection laws related to such transfers. Officials (such as law enforcement or security authorities) in those other countries may be entitled to access your Personal Data.
RNEL and all our sub-brands respects the privacy of everyone that engages with our products and services, and we are committed to being transparent about our privacy processes and policies.
If you are located in the European Economic Area (“EEA”), the UK or Switzerland, we comply with applicable laws to provide an adequate level of data protection for the transfer of your Personal Data to third countries by using one or more of the following: EU Commission’s approved Standard Contractual Clauses (SCCs) to accommodate international data transfers, verification that the recipient has implemented Binding Corporate Rules, or other legal methods available to us under applicable law.
We no longer rely on the Privacy Shield as a transfer mechanism for data transfers to the United States, given that the EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield are no longer valid as a result of the Schrems II decision issued by the European Court of Justice on July 16, 2020. We do however continue to commit to the principles of the Privacy Shield Framework as it can still provide privacy protections to users and we shall update our policy terms to comply with any new regulatory guidance and rules when made available.
Please Contact us should you require any further information on the specific mechanism used by us when transferring your personal data out of the EEA.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We seek to use third party technology providers that are ISO 27001 certified or equivalent (SOC II) where practical.
HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers and employees (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers or employees for tax and legal liability purpose, but we also keep this information to make it easier for customers to make new, follow-on or repeat service orders. We will seek to renew consent for marketing communications on a periodic basis.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
– Request access to your personal data.
– Request correction of your personal data.
– Request erasure of your personal data.
– Object to processing of your personal data.
– Request restriction of processing your personal data.
– Request transfer of your personal data.
– Right to withdraw consent.
– If you wish to exercise any of the rights set out above, please Contact us.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Consent means the unambiguous approval to use personal data in a specific way, it must involve a clear affirmative action (an opt-in). In relation to the use of Special Personal Data, the consent must be given expressly in relation to this use. We seek consent in relation to marketing permissions and in relation to our own employees or sub-contractors.
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by Contacting us.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
INTERNAL THIRD PARTIES
Other companies in the RNEL group acting as joint controllers or processors and which provide IT and system administration services and undertake leadership reporting.
EXTERNAL THIRD PARTIES
– Service providers acting as processors based in and outside the EU who provide IT and system administration services (for example, Amazon WS or an event timing company such as DB Max) or Customers.
– Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based within the EU who provide consultancy, banking, legal, insurance and accounting services to us.
– HMRC, regulators and other authorities acting as processors or joint controllers based in the United Kingdom or EU who require reporting of processing activities in certain circumstances.
YOUR LEGAL RIGHTS
You have the right to:
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data held by us. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. Note that we will not be able to delete any data previously passed to one of our Customers and any requests to do so must be directed to that particular entity.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.
We use the following cookies:
Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.
You can find more information about the individual cookies we use and the purposes for which we use them in the tables below:
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.