Privacy Policy

What information do we collect about you?


We collect information about you when you register with us or place an order for products or services. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies.

Personal individual information means any information about a person which can identify the person. We will collect, store, and use the following categories of personal information about you:

  1. Personal contact details such as name, title, addresses, telephone numbers, & e-mail addresses
  2. Date of birth
  3. Gender
  4. England Athletics Membership Number
  5. Payment information
  6. Photographs

We may also collect, store and use “special categories” of more sensitive personal data which require a higher level of protection:

  1. Information about any allergies or medical conditions you tell us about




How will we use the information about you?


We collect information about you to process your event registration & payment, make sure that you are covered by our insurance, comply with the requirements from the Trail Running Association in respect of age-related restrictions on race distances and to publish race results and photographs at the end of the event. If you agree, we may also email or text you about future events we have planned.

If you agree, we shall pass your personal information to our partner organisations, Steve Black Remedial Sports Massage & Pete Jones Coaching so that they may offer you their products and services.


Hare & Tortoise Running Ltd will not share your information for marketing purposes with companies outside the partner organisations described above.

We have looked carefully at the personal information we collect from you to make sure that we only collect what we need to enable us to:

  1. Fulfil our “contract” with you, i.e the service you have purchased
  2. To enable us to comply with our “legal obligations”, i.e. insurance cover
  3. In some cases, pursue “legitimate interests” i.e. track & celebrate participant milestones
  4. Contact you according to the “consent” you have given us, i.e. marketing
  5. In extreme cases, use special category data about your health to protect your “vital interests”, i.e. to protect life

We will process your personal information as follows, the numbers show the purpose and lawful basis for processing:




Marketing


We would like to send you information about products and services of ours and our other partner organisations which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date.

You have a right at any time to stop us from contacting you for marketing purposes or giving your information to our partner organisations.

If you no longer wish to be contacted for marketing purposes, please click here to unsubscribe.




Disclosure & Data Sharing


We may have to share your data with third parties, including third-party service providers (including contractors and designated agents); in the context of a sale of the business;or with a regulator or to otherwise comply with the law; our insurers and/or professional advisers to manage risks legal disputes. The following third-party service providers process personal information about you for the following purposes: Eventbrite for race registration & event management purposes and PayPal to administer payments for services.

All PayPal transactions are subject to the PayPal Privacy Policy. https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev

Eventbrite processing is covered by the Eventbrite Privacy Policy.

https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

We do this where it is necessary to administer the working relationship with you; or where we have another legitimate interest in doing so.

We require third parties to respect the security of your data and to treat it in accordance with the law.




How long do we keep hold of your information?


We retain Personal Data in an identifiable format for the least amount of time necessary to fulfil our legal or regulatory obligations and for our business purposes. We may retain Personal Data for longer periods than required by law if it is in our legitimate business interests and not prohibited by law. We will continue to use and disclose such Personal data in accordance with this Privacy Policy.

Health and Safety information relating to any accidents or incidents must be held for a minimum of 40 years.




Access to your information and correction


You have the right to request a copy of the information that we hold about you.

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. You can either e-mail us, fill in the contact us form or just speak to us if want us to correct or remove information you think is incorrect.

You have the right to ask us to delete or remove personal information where there is no good reason for us to continue processing it, or (where we are relying on a legitimate interest) you can object to us processing your personal information.

You can also ask us to suspend processing of your personal information while we process your request for correction, erasure or object to the processing of your data.

If you would like a copy of some or all of your personal information, or to request any changes, deletion or suspension of processing pleas e-mail or complete the contact us form on our website. We must respond to your request within one calendar month, but we will do our best to get back to you as soon as possible before this deadline.




Cookies


Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

Our website is managed and hosted using Wix.com. The use of cookies to provide us with website activity analytics (statistical information rather than personal data) is covered by the Wix Privacy Policy.

https://www.wix.com/about/privacy

For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.




Other Websites


Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites (e.g. Eventbrite & PayPal) you should read their own privacy policies (see links above).




Changes to our Privacy Policy


We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 16 April 2018




How to contact us


Please contact us if you have any questions about our privacy policy or information we hold about you:

by email racedirector@hareandtortoiserunning.co.uk




How to make a complaint


If you are not satisfied by our response you also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (Email: casework@ico.org.uk)




What is a Privacy Policy


Hare & Tortoise Running Ltd is committed to protecting the privacy and security of your personal information and we will always treat you and your data with the respect you deserve.

This Privacy Policy explains how we collect, use, store and disclose the data that you supply to us and your rights about the data that we hold about you. This policy covers personal information collected from our customers, suppliers, volunteers and competition entrants.

For more information please contact our lead on Data Protection, Beverley Jones, who will provide you with our Data Protection Policy.