Frieth Hilly Privacy Notice

Frieth School PTA is responsible for determining how personal information collected in connection with the Frieth Hilly is used.
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If you have any questions about this notice or how we use your information, please contact us at:
Frieth School PTA friethhilly@gmail.com

When you enter the Frieth Hilly, we may collect information including:
 

• your name;

• date of birth or age;

• gender or race category;

• email address;

• running club, if applicable;

• the race you have entered;

• race number, timing and finishing information; and

• other information reasonably required to administer your participation in the event.

Where a participant is under 18, information may be provided by their parent or guardian.

Please only provide information about another person, such as an emergency contact, where they are aware that you are doing so.

We use personal information where necessary to organise and operate the Frieth Hilly, including to:
 

• process and administer race entries;

• confirm your entry and communicate important information about the event;

• allocate race numbers and timing information;

• manage the event and participant safety;

• provide race timing and produce results;

• respond to questions or requests from participants;

• deal with incidents, insurance matters or legal obligations connected with the event; and

• help us understand participation in the event and plan future Frieth Hilly events.

Our lawful bases for this processing will generally be that it is necessary to administer your race entry and/or that we have a legitimate interest in organising, operating and improving the Frieth Hilly safely and effectively.

Where we are required to process information to meet a legal obligation, we will do so on that basis.

If we need to process particularly sensitive information, for example health information that you voluntarily provide because it is relevant to your safe participation, we will ensure that an appropriate additional lawful basis applies.

We only share personal information where it is necessary to organise and operate the event.

Our main service providers include:

Eventrac (eventrac.co.uk)
Eventrac provides our online race entry and registration platform. Information provided when registering for the event is processed through Eventrac.

Race Timing Solutions (racetimingsolutions.co.uk)
Race Timing Solutions provides race timing and results services. We provide them with the information necessary to identify participants, time the race and produce results.

We may also share information where reasonably necessary with organisations involved in the safe operation of the event, our insurers, professional advisers, emergency services or public authorities where required by law.

We do not sell participant personal information.

The Frieth Hilly is a competitive public sporting event and race results may be published online.

Published results may include information such as:
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• participant name;

• race number;

• race category;

• running club;

• finishing position; and

• finishing time.

Race results may remain publicly available as part of the historical record of the event.

If you have a particular reason why publishing your name in race results could put you at risk, please contact us before the event and we will consider what reasonable arrangements can be made.

Photography and filming may take place at the Frieth Hilly.

Photographs or video from the event may be used to report on and promote the Frieth Hilly, Frieth School PTA and future events, including through websites, social media and other promotional material.

If you have a particular concern about photography of yourself or your child, please contact the organisers.  Please also refer to the race briefing about marking your bib to request that images of yourself are not used.

We only keep personal information for as long as reasonably necessary for the purpose for which it was collected, including any legal, accounting, insurance or event administration requirements.

Information required solely for the administration of a particular event will be deleted or anonymised when it is no longer required.

Race results may be retained indefinitely as part of the historical record of the event.

Our service providers may also retain information in accordance with their own retention arrangements and legal obligations.

Entering the Frieth Hilly does not automatically mean that you have agreed to receive unrelated marketing communications.

If we offer you the option to receive information about future Frieth Hilly events or other PTA activities, we will make this choice clear when collecting your information. You can change your mind at any time.

We will still send communications that are necessary to administer an event you have entered.

Depending on the circumstances, data protection law gives you rights over your personal information. These can include rights to:
 

• access the personal information we hold about you;

• ask us to correct inaccurate information;

• ask us to delete information in certain circumstances;

• ask us to restrict how information is used in certain circumstances; and

• object to certain uses of your information.

To exercise any of these rights, please contact us using the details above.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

We may update this Privacy Notice from time to time. The latest version will always be published on the Frieth Hilly website.