Holymoorside 10K & Fun Run
Holymoorside 10k and Fun Run Privacy Policy
Introduction
1st Holymoorside Scout Group (“the Scout Group”) takes seriously the protection of the data we hold about entrants to the Holymoorside 10k and Fun Run events and will do everything possible to ensure that data is collected, stored, processed, maintained, cleansed and retained in accordance with the Data Protection Act 2018 (DPA) and the General Data Protection Regulation (GDPR). This policy explains how the information we collect about you is used and kept securely. It explains your right to access your information under the GDPR.
The information we collect about you
We may collect the following information about you through our 10k and Fun Run online and postal entry systems and our website:
- Your name, date of birth, age, gender, postal address, email address, telephone number, UKA membership number, running club, medical conditions, allergies, parent/guardian name in the case of a minor and any other information that you voluntarily provide to us.
- Your IP address which is automatically recognised by the web server of our website.
How we use your information
We may use your personal information for several purposes including:
- Administer your involvement in our 10k and/or Fun Run events;
- To fulfil a contract with you as a registered entrant to our 10k and/or Fun Run events;
- To notify you about important updates and information about the event(s) that you have paid for;
- To deal with your requests and enquiries;
- To contact you for reasons related to your enquiry;
- To use your IP address to monitor traffic and gather browsing behaviours of visitors to our website. We will not use your IP address to identify you in any way;
- To create meaningful, actionable analysis on an anonymised basis
Our legal bases for processing your information
Our legal bases for processing your information The Scout Group will process your personal information based on a legitimate interest in administering your involvement in the Holymoorside 10k and/or Fun Run events to ensure that the events run efficiently with the minimum of bureaucracy and volunteer time.
- To administer your involvement in the Holymoorside 10k and/or Fun Run events:
- Administering your involvement and ensuring your eligibility. This may involve the receipt of limited amounts of sensitive data in relation to disabled entrants. This will include where applicable the use of UKA membership number, name and date of birth to check UKA affiliation at point of entry to the Holymoorside 10k and Fun Run.
- Ensuring compliance with the current rules and regulations applicable to the Holymoorside 10k and Fun Run.
- Publishing entrant lists for the Holymoorside 10k including, but not limited to, name and club affiliation.
- Publishing results for the Holymoorside 10k alone or combined with or compared to other events. Results may include, but not be limited to, name, any club affiliation, race times and age category.
- Providing relevant and necessary information via email, text, telephone and post to you about the
following:
- Changes to rules and regulations applicable to the Holymoorside 10k and Fun Run events;
- Information relating to the Holymoorside 10k and Fun Run events.
- Record Keeping, research and analysis
- Maintaining statistics and conducting analysis on sources and categories of participants;
- Entrant registration
We have a contractual obligation to you as a member to provide the service you are registering and paying for. We may, therefore, contact you about:
- Important information about the services that you are paying for
- Sharing data
If you become a registered entrant to the Holymoorside 10k and/or Fun Run events, we may share your data with the following organisations as part of the administration of your involvement in the events and for the purposes of delivering the tasks outlined above:
- UK Athletics or any affiliated organisation for the purpose of insurance, licences or for publishing results either for the event alone or combined with or compared to other events;
- Third party data managers of events associated with the Holymoorside 10k;
We will share only what is needed for those purposes and, where possible, will anonymise the data before sharing. If we would like to share your information for any other purpose, we will ask your consent.
Protecting your information
By submitting your personal data, you agree to the Scout Group storing and processing your data. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy. The internet is not generally a secure medium for communication and, therefore, we cannot guarantee the security of any information you send to us over the internet.
Third Party Links
Our website may, from time to time, contain links to and from the websites of other running organisations, running events and scout organisations. If you follow a link to any of these websites, please note that these websites 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 to these websites.
Your rights
Finding out what information the Scout Group holds about you
Under the GDPR, you can ask to see any personal information that we hold about you. Such requests are called data subject access requests. If you would like to make a subject access request, please contact us at [email protected] or write to us at:
1st Holymoorside Scout Group Mill Close Farm Loads Road Holymoorside Chesterfield S42 7HW
You will also need to provide two forms of identification, for example, driving licence, utility bill or passport.
Right to be forgotten
In certain circumstances you can request us to delete all information we hold which identifies you. You can make this request at any time by emailing [email protected] but please note that we may be compelled to maintain your information due to specific legislative or regulatory requirements.
Data corrections
You have the right to require us to correct any inaccuracies in your data free of charge. You can exercise this right at any time by contacting us at [email protected] and:
- providing us with enough information to identify you;
- specifying the information that is incorrect and what it should be replaced with.
Data retention
Any data that we collect from you will be deleted in accordance with timescales set out below:
| Type of Data | Date of deletion |
|---|---|
| Entrants Data except for name, running club and age category used in published results. | Twelve months after the registered event. |
Complaints and contacts
If you have any concerns and complaints in relation to how the Scout Group collects and/or processes your personal data, you should contact the Scout Group at [email protected] or write to us at:
1st Holymoorside Scout Group Mill Close Farm Loads Road Holymoorside Chesterfield S42 7HW
If you are dissatisfied with how your concern/complaint is dealt with by the Scout Group, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).
Changes to our Privacy Policy
We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in January 2020