Effective Date: November 2019
The Bognor Prom 10k road race is organised by the Bognor Regis Tone Zone Runners in conjunction with the Bognor Hotham Rotary Club Trust Fund (Charity Number 1039210).
Bognor Prom 10k recognises that protecting the personal data you share with us is paramount. The information we hold on your behalf is kept in a secure environment with restricted access, the information is used only for the purpose that you have supplied it to us for and will only be shared with companies Bognor Prom 10k Road Race employs to fulfil our obligation to you and will not be sold to third parties.
This policy sets out the Bognor Prom 10k Road Race policies regarding the collection, use, and disclosure of personal data when you enter one of our races and the choices you have associated with that data. It is important to us that we communicate our policies and procedures with you clearly and in a manner that provides clarity to you. As such, this policy covers the following key areas:
Why we need your data.
What data we collect.
How we contact you.
How we protect your information.
Your rights to manage your data.
How we use your data.
Security of your data.
The information we hold is provided by you, the law requires that we must have a lawful basis to process your data – in other words that it is wholly ‘necessary' for us to do so to fulfil our obligation.
Our Privacy Promise
We promise to collect, use and store your personal data in a safe and secure way.
We promise to only use your personal data for the specific purposes stated.
We promise to keep you informed about how we use your information and who we give it to.
You have the right to request to see the data we hold and you have the right to withdraw permission for us to hold that data at any time. We would normally hold the information you share with us for up to 5 years.
However, due to the nature of the Service if you choose to withdraw permission for us to hold your data this may mean you are withdrawn from the race you have entered.
Data – Includes computerised data, manual data and any other form of accessible record that includes personal information held by us.
Data Processor (or Service Providers) – Data Processor (or Service Provider) means any person (other than a representative of the Data Controller) who processes the data on behalf of the Data Controller. We may use the services of various Service Providers in order to process your data more effectively.
Data Subject – A Data Subject is an individual that is the subject of any personal data.
Personal data – Personal Data is that which relates to a living individual who could be identified by the data.
Usage Data – Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
User – The User is the individual using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.
Information Collection And Use – We collect several different types of information for various purposes to provide and improve our obligation to you.
Our Obligation – Our obligation to each race participant is to organise and stage a safe and enjoyable mass participation race as described on our race website www.bognorprom10k.org
Why We Need Your Data
Quite simply it is critical that we know who is participating in our races. There are many reasons for this such as providing participants with important information about the race including race day logistics and your results. It is also vital that we hold participants information on the day to fulfil our health and safety obligations and the duty of care we undertake to each and every participant.
The General Data Protection Regulation (GDPR) guidelines require that all information we collect must be done so under a specific lawful basis. There are six clearly defined forms of lawful basis for processing information, and we categorise the majority of our data processing under three of those: Consent, Contract and Legitimate Interests.
Definition: the individual has given clear consent for you to process their personal data for a specific purpose.
As well as your participation in an event there are a number of ways you can help us to enhance your experience at the event and to ensure our events positively impact the health and happiness of their local communities. One way you can help us achieve this is by consenting to receive emails regarding things like future events, offers, competitions and promotions from our partners. We therefore provide the opportunity at registration for you to opt in to these communications.
Definition: the processing is necessary for a contract you have with the individual.
Definition: the processing is necessary for your legitimate interests or the legitimate interests of a third party unless there is a good reason to protect the individual's personal data which overrides those legitimate interests.
As well as your participation in one of our races we also wish to develop the reach and impact of our events and as such have a requirement to process certain information from your data. This includes things like analysing anonymised postcode data to assess levels of local engagement at our races, or processing incident data in order to improve our health and safety provision.
What Data We Collect
We collect your Personal Data at the point of registration that allows us to process your entry, to support your participation in one of our events and to identify you on race day. This includes your full name, postal address, mobile number, email address, age on race day, emergency contact name and mobile number, affiliated club and expected finish time.
If there are any changes to this information it is important that you notify us immediately in order for us to update your details so that we can fulfil our obligation to you. Using the Amend My Booking button on the events website you can update information such as your address, contact details, emergency contact details and mobile number. If your entry has already been processed you will not be able to update the information yourself and you'll have to notify us by email or telephone.
We will use your Personal Data to contact you with important information about the race you have entered including but not limited to the distribution of your race packs, information about the day itself and your race results.
We may use your Personal Data to contact you with marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or instructions provided in any email we send.
We may also collect information how the Service is accessed and used. This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data. We do not use this technology to get any personal data against your knowledge or free will (i.e. automatically recording email addresses of visitors). Nor do we use it for any purpose other than to help us monitor traffic on our website, or (in case of criminal activity or misuse of our information) to cooperate with law enforcement.
Tracking Cookies Data
Our cookies don't store sensitive information such as your name, address or payment details and can be seen only by the relevant Events team and Google. However, if you'd prefer to restrict, block or delete cookies from our website, you can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our website.
Here's a list of the cookies we use, and what we use them for:
Cookie Types Definition
Session (transient) cookies: These cookies are erased when site visitors close their browsers and are not used to collect information from their computers. They typically store information in the form of a session identification that does not personally identify the user.
Persistent (permanent or stored) cookies: These cookies are stored on a site visitor's hard drive until they expire (at a set expiration date) or until they are deleted. These cookies are used to collect identifying information about the user, such as web surfing behaviour or user preferences for a specific site.
Strictly necessary cookies: These are the cookies that let your visitors browse through your site. They are also necessary for security reasons.
Functional cookies: These cookies "remember" registered visitors/customers in order to improve their user experience.
We may use third-party Service Providers to monitor and analyse the use of our Service.
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
For more information on the privacy practices of Google, please visit the Google Privacy Terms web page: http://www.google.com/intl/en/policies/privacy/
How We Contact You
A large majority of our communication is via email. Sending an email to you is a form of data processing, and as such may only be carried out under a specific lawful basis.
Under the Lawful Basis of Fulfilling a Contract
In order to fulfil our obligation to you as a participant, to ensure our events are delivered in a safe and appropriate manner, and to ensure the race organisation is managed appropriately, there are some communications we send to everyone. The following communications fall into this category:
Confirmation you have registered for an event.
To notify you of any changes to our events.
Confirmation that your participation has been recorded by providing you your chip & gun times.
For those who have signed up to volunteer at an event, emails relating to that volunteering role.
Under the Lawful Basis of Legitimate Interest
There are some occasions where we may write to people who have previously registered for an event but not participated in a while, with the aim of understanding why and then being able to improve our Service and experience to every runner. The following types of communications fall into this category:
Questionnaires aimed at developing our understanding of runner's needs.
Questionnaires for research aimed at understanding the effect our events have on their local communities.
You have a right to object to receiving these emails, to do that please use the unsubscribe link on the email or contact us directly.
Under the Lawful Basis of Consent
Our aim is to continually improve our events as well as the health and well-being of people both in the areas of our races and further afield. There are ways in which we rely on our participants to achieve this, some of which require us to be able to send certain communications. We therefore offer all participants the chance to opt-in (at entry registration) to receive regular updates from us and our partners.
How We Protect Your Information
We work extremely hard to apply appropriate security measures in order to protect your data from being accessed or disclosed without your permission, or lost. We have a small team who are regularly updated on good practice in data handling, all personal data is password protected and only available to those with a specific need for access.
We use Secure Sockets Layer (SSL) technology to provide secure communication over the internet and encryption is used to safeguard your credit or debit card information. For your security your credit or debit card information is securely held by our online payment provider and is not shared with us. To verify that you have a secure server connection, look for the locked padlock symbol in your browser window or the HTTPS-prefix in the URL.
In the event of a data breach we will notify you and any applicable regulator, where legally required to do so.
We collect personally identifiable information of Children under the age of 18 when they or their parent or guardian enter them into a race which is suitable for their age. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data which you would like deleted, please contact us. However, please be aware that some information is required to enter a race and by removing this your Children's entry may be cancelled.
Your Rights To Manage Your Data
Bognor Prom 10k Road Race aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data. Whenever made possible, you can update your Personal Data directly within your 'Amend My Booking' section. If you are unable to change your Personal Data, please contact us to make the required changes. If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.
In certain circumstances, you have the right:
To access and receive a copy of the Personal Data we hold about you.
To rectify any Personal Data held about you that is inaccurate.
To request the deletion of Personal Data held about you
You have the right to data portability for the information you provide to Bognor Prom 10k Road Race. You can request to obtain a copy of your Personal Data in a commonly used electronic format so that you can manage and move it. Please note that we may ask you to verify your identity before responding to such requests.
How We Use Your Data
We collect personal information about you (name, address, email etc) when you enter the race. Your details are only used to provide you with the information you have requested. If you change your mind about receiving this information from us at any time, you can ‘unsubscribe' by clicking on the unsubscribe link on an email or by emailing email@example.com with your name, mailing address, email address and details of the information that you no longer wish to receive.
Bognor Prom 10k Road Race uses the collected data for various purposes:
To provide and enhance our Service and commitment to you.
To provide you with the best customer support possible.
To gather analysis or valuable information so that we can improve our Service.
To monitor the usage of our Service.
To detect, prevent and address technical issues.
To provide you with news, special offers and information about other races, merchandise and events we offer that are similar to those that you have entered or enquired about, unless you have opted not to receive such information.
We only use the information we collect about you lawfully, in accordance with the Data Protection Act. We will never sell, trade or rent your details to any third parties.
Retention of your data
All participants must acknowledge and agree that personal information (including medical information entered on their runner bib or collected by medical staff during or after the Event) can be stored, used and disclosed by Bognor Prom 10k Road Race in connection with the organisation, promotion and administration of the Event and for the compilation of statistical information.
Bognor Prom 10k Road Race will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.
Transfer of Data
Your information, including Personal Data, may be transferred to – and maintained on – computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United Kingdom and process it there.
Disclosure of Data
Under certain circumstances, Bognor Prom 10k Road Race may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Bognor Prom 10k Road Race may disclose your Personal Data in the good faith belief that such action is necessary to:
Comply with a legal obligation.
Protect and defend the rights or property of Bognor Prom 10k Road Race.
Prevent or investigate possible wrongdoing in connection with the Service.
Protect the personal safety of users of the Service or the public.
Protect against legal liability.
Security of Your Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
We may employ third party companies and individuals to facilitate our Service, to provide our commitment to you and to perform related services (e.g. race pack fulfilment and timing/results) or to assist us in analysing how our Service is used. These third parties have access to some or all of your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
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