Event Privacy Notice

RUN NORTH WEST

Privacy Notice for Event Entrants

This notice explains what personal information we collect when you enter a Run North West event, why we need it, who we share it with and what your rights are. It forms part of our Terms and Conditions of Entry.

The short version

· We use your information to run your race, keep you safe and publish the results.
Your medical details are only seen by the medical team and race officials who need them.

Results (name, club, time and age category) and race photos are published.
We only send you marketing emails if you have agreed to them, and you can unsubscribe at any time.

We never sell your information.

1. Who we are

Run North West Limited (“RNW”, “we”, “us”) is the data controller for the information you give us when you enter an RNW event. This means we decide how it is used and are responsible for protecting it.

· Registered address: 1 Kings Close, Wilmslow, SK9 5EB

· Company number: 9974835

· ICO registration number: ZC193507

· Contact: run@runnorthwest.co.uk

2. What we collect

· Your details: name, date of birth, gender, address, email and phone number.

· Running details: club, England Athletics membership number, predicted finish time and your race results.

· Emergency contact: the name and phone number of the person you give us.

· Medical information: any condition you tell us about on the entry form or on the back of your race number.

· Photos and video taken at the event.

· Marketing preferences and how you interact with our emails.

Payments are handled securely by niftyEntries. We never see or store your full card details.

3. Why we use it

The law requires us to have a valid reason, known as a lawful basis, for each way we use your information.

What we do	Our lawful basis
Process your entry, send race information and run the event	Contract: we need it to give you your place
Check your age and club membership, and meet our England Athletics licence conditions	Legal obligation and contract
Time your race and publish results, including sharing them with athletics governing bodies for rankings	Legitimate interests: results are a core part of a licensed race
Use race photos and video to promote RNW events	Legitimate interests: you can opt out at any time (see section 6)
Send you news and offers about RNW events	Consent: only if you opt in, and you can unsubscribe at any time
Improve our events, for example by understanding which events runners enter	Legitimate interests

Medical information is a special category of data with extra protection. We use it only with your explicit consent, given when you enter, so our medical team can look after you. In an emergency, we may also share it to protect your life or health.

4. Who we share it with

Who	Why
niftyEntries	Our entry and timing partner. They process entries and payments, time your race and publish results on our behalf. If you have a niftyEntries account, their own privacy policy also applies to that account.
Klaviyo	Our email provider, used to send event information and, if you have opted in, marketing emails.
Event medical provider	To give you medical care on the day, using the information you have provided.
England Athletics and UK Athletics	For licensing, insurance, results and rankings such as Power of 10.
UK Anti-Doping	If you are selected for testing, or where the anti-doping rules require it.
Police and emergency services	Only where needed to protect someone or where the law requires it.

Everyone we share data with must keep it secure and use it only for the reason we gave it to them. We never sell your information.

Some of our suppliers, including Klaviyo, may store data outside the UK. Where this happens, appropriate safeguards are in place as required by UK data protection law.

5. How long we keep it

· Medical information: deleted within 10 years of the event.

· Entry records: kept for 10 years after the event for accounting and legal purposes, then deleted.

· Results: kept permanently as the official record of the race.

· Photos and video: kept as part of our event archive. We will stop using identifiable images of you in marketing if you ask us to.

· Marketing data: kept until you unsubscribe.

6. Photos and marketing: your choices

· To stop identifiable images of you being used in our marketing, email run@runnorthwest.co.uk. We will remove them from our own channels where we reasonably can.

· To stop marketing emails, use the unsubscribe link at the bottom of any email. This will not affect your entry or the race information we need to send you.

7. Runners under 18

If you are under 18, your parent or guardian entered you and agreed to these terms. We use your information in the same way as for adult runners, to run the race and keep you safe. Your parent or guardian chose on the entry form whether photos of you can be used in our marketing. You or your parent or guardian can contact us at any time about how we use your information.

8. Your rights

You have the right to:

· ask for a copy of the information we hold about you

· ask us to correct anything that is wrong

· ask us to delete your information, unless we need to keep it, for example for the official results

· ask us to limit how we use it, or object to us using it

· ask for a copy in a format you can pass to another organisation

· withdraw your consent at any time, for marketing or for us holding your medical information

To use any of these rights, email run@runnorthwest.co.uk. We will respond within one month.

9. Complaints

If you are unhappy with how we have handled your information, please tell us first by emailing run@runnorthwest.co.uk. We will acknowledge your complaint within 30 days and let you know the outcome as soon as we can.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.

10. Changes to this notice

We may update this notice from time to time. The latest version will always be available on the niftyEntries event page and our website.