PRIVACY POLICY
We are committed to safeguarding the privacy of our website visitors and event participants. This policy sets out how we will collect, use and protect your personal information.
Our website uses cookies. By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
(1) What Information Do We Collect?
We may collect, store and use the following kinds of personal information:
(a) information about your computer and about your visits to and use of this website, including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation;
(b) information relating to race entries, event registrations and any other services you obtain from us;
(c) information that you provide to us for the purpose of registering with us;
(d) information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters;
(e) information provided by parents or guardians in relation to participants under the age of 18; and
(f) any other information that you choose to send to us.
(2) Cookies
A cookie consists of a piece of text sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We may use both session cookies and persistent cookies on the website. We will use session cookies to keep track of you whilst you navigate the website. We will use persistent cookies to enable our website to recognise you when you visit.
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted or until they reach a specified expiry date.
We use Google Analytics and similar tools to analyse the use of this website. These services generate statistical and other information about website use by means of cookies which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website.
Most web browsers allow you to refuse or delete cookies. However, blocking all cookies may have a negative impact upon the usability of many websites, including this one.
(3) Using Your Personal Information
Personal information submitted to us via this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.
We may use your personal information to:
(a) administer the website;
(b) improve your browsing experience by personalising the website;
(c) enable your use of the services available on the website;
(d) process race entries and provide event-related services;
(e) send confirmations, statements and invoices, and collect payments from you;
(f) send you general non-marketing communications relating to your entry or our events;
(g) send you email notifications which you have specifically requested;
(h) provide third parties with statistical information about our users, but this information will not be used to identify any individual user;
(i) deal with enquiries and complaints made by or about you relating to the website or our events; and
(j) form part of the post-race results data return to UK Athletics. This may include the participant's name, date of birth, gender, club affiliation, UK Athletics registration number (where applicable) and official race time.
We will not, without your express consent, provide your personal information to any third parties for the purpose of direct marketing.
All website financial transactions are handled through our payment services provider, Stripe. We will share information with Stripe only to the extent necessary for the purposes of processing payments you make via our website and dealing with complaints and queries relating to such payments.
(4) Lawful Basis for Processing
We process personal information only where we have a lawful basis to do so under applicable data protection legislation. This may include:
(a) where processing is necessary for the performance of a contract with you;
(b) where processing is necessary to comply with a legal obligation;
(c) where processing is necessary for our legitimate interests in operating and improving our events and website; and
(d) where you have provided consent for us to process your information.
For participants under the age of 18, we may rely upon consent provided by a parent or legal guardian where required by law.
(5) Disclosures
We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this privacy policy.
In addition, we may disclose your personal information:
(a) to the extent that we are required to do so by law;
(b) in connection with any legal proceedings or prospective legal proceedings; and
(c) in order to establish, exercise or defend our legal rights, including providing information to others for the purposes of fraud prevention and reducing credit risk.
Except as provided in this privacy policy, we will not provide your information to third parties.
(6) International Data Transfers
Information may be stored and processed using reputable third-party service providers whose servers may be located outside the United Kingdom.
Where this occurs, we will ensure that appropriate safeguards are in place to protect your personal information in accordance with applicable data protection laws.
(7) Security of Your Personal Information
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
We will store personal information on secure systems protected by appropriate security measures.
All electronic transactions you make to or receive from us will be encrypted using SSL technology where applicable.
However, data transmission over the internet is inherently insecure and we cannot guarantee the security of information sent over the internet.
(8) Policy Amendments
We may update this privacy policy from time to time by posting a new version on our website.
You should check this page occasionally to ensure that you are happy with any changes.
(9) Your Rights
You may request details of any personal information that we hold about you.
We will normally provide such information free of charge, although we reserve the right to charge a reasonable fee or refuse a request where permitted by applicable data protection law.
We may require appropriate evidence of identity before releasing personal information.
You may instruct us not to process your personal information for marketing purposes by contacting us at any time.
Where we rely on your consent to process personal information, you may withdraw that consent at any time.
(10) Third Party Websites
The website may contain links to other websites.
We are not responsible for the privacy policies or practices of third-party websites.
(11) Children's Information
Where an entrant is under the age of 18, personal information may be collected from or provided by a parent or legal guardian for the purposes of event registration, participation, safeguarding, emergency contact and event administration.
Parents and guardians may contact us at any time to request access to, correction of or deletion of a child's personal information, subject to our legal and regulatory obligations.
(12) Data Retention
We will retain personal information only for as long as reasonably necessary for the purposes set out in this policy, including compliance with legal, accounting, safeguarding and regulatory requirements.
Race results may be retained indefinitely as part of the historical record of The Dedham Run.
(13) Updating Information
Please let us know if the personal information which we hold about you needs to be corrected or updated.
(14) Contact
If you have any questions about this privacy policy or our treatment of your personal information, please contact us by email at: