Race date Sunday 23 March 2025
Online registration is now closed! Entry is now closed!
Personal Data Policy

Our personal data policy sets out how the personal data that we collect about a race entrant may be used.

In this Policy, “event organisers”, “we” or “us” refers to the Rotary Club of the Royal Forest of Dean which is a registered charity (No. 286032).

Who we are

The event organisers are data controllers for the purposes of the Data Protection Laws. This means that we are responsible for deciding how to hold and use personal data about you. We are required under Data Protection Laws to notify you of the information contained in this policy.

What personal data we collect

We collect some or all of the following personal data from you when you enter the event:

  • Name
  • Email
  • Phone number
  • Birthday
  • Gender
  • Postal address
  • Running club or team affiliation
  • If you fail to provide us with the above information, we will not be able to process your race entry or allow you to participate in the event.

    If you register for the event as part of a team, some of the above information may be provided to us by a member of your team on your behalf to allow us to contact you to complete your event registration.

    We will keep your personal data only for as long as is necessary for the purpose for which it was collected, to confirm your participation in previous events, or to meet our legal, regulatory or reporting requirements. Your personal data will be securely destroyed or put beyond use when it is no longer required, in accordance with our data retention and disposal policies.

    How we use your personal data

    We will collect and process your personal data principally to enable us to provide our services to you in connection with the event, including using your personal data:

  • to confirm and verify your identity;
  • to administer the event and enable you to participate in it;
  • to contact you regarding information about the event and your entry in it;
  • to satisfy our legal, accounting or reporting requirements.
  • Your personal data will be used to generate both start and result lists for the event but no directly identifiable information other than your name, club and race category will appear on any documentation or results provided by us.

    By entering the event, you signify that you fully understand and agree that your personal data will be used for the purposes set out in this policy.

    Who we share your personal data with and why

    We may share your personal data with the following third parties who perform services on our behalf in connection with the event:

  • SagePay, for processing of your event entry payment;
  • Safeguard Medical Services Ltd, in connection with any medical assistance given to you in relation to the event;
  • Rogue Racer, to enable them to process timing chips for the event; and
  • Charles Whitton Photography, in connection with event photography
  • in this case, solely to the extent necessary to deliver those services and strictly in accordance with all applicable Data Protection Laws.

    We will not otherwise pass on your information to third parties except with your prior consent.

    How we keep your information secure

    We are committed to ensuring the confidentiality of the personal data that we hold. We have put in place measures to protect the security of your information. Details of these measures are available upon request.

    We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

    How long we keep your information for

    Data is retained for 3 years to permit participants in the previous events to be identified.

    Your rights to access and correct personal data

    You have various rights under law in relation to your personal data, including the right to:

  • request a copy of your personal data which is held by us; and
  • ask us to update or correct your personal data; and
  • withdraw consent regarding subsequent email contact from us following your participation in an event.
  • How to contact us

    You can contact us using using the email address set out below if you have questions about this policy, need further information about our privacy practices, or wish to obtain a copy of your personal data or update your personal data.


    Changes to our Privacy Policy

    Any changes we make to our privacy policy in the future will be updated on the corresponding event website page