Privacy Policy

Run Your Race Events Ltd | Company No. SC897688 | Version 2 | 28 October 2026

Last updated: 28 October 2026

Run Your Race Events Ltd takes your privacy seriously. This policy explains what personal information we collect, why we collect it, how we use it and the rights you have over your information.

For the purposes of UK data protection law, Run Your Race Events Ltd is the Data Controller for personal information collected in connection with our events and services.

We may use third-party service providers to help us operate our events. Where these organisations process personal information on our behalf, they act as Data Processors and are required to handle that information appropriately and securely.

1. Information we may collect

Depending on how you interact with us, we may collect:

  • Your name, address and contact details.
  • Date of birth and age.
  • Gender, where relevant to race categories or results.
  • Race entry and team information.
  • Emergency contact information.
  • Relevant medical or health information that you choose or are required to provide for the safe delivery of an event.
  • Payment and transaction information.
  • Merchandise orders.
  • Communications between you and us.
  • Race results, timing information, distances and achievements.
  • Photographs and video taken at our events.
  • Marketing preferences and records of consent.
  • Information about how you interact with our emails, such as whether an email was opened and which links were clicked.
  • Information about how you use our website, collected through cookies and similar technologies (see section 16).
  • Information supplied through our website, registration platform or other services used to administer our events.

We only aim to collect information that is reasonably necessary for the purpose for which it is being used.

2. How we use your information

We may use your personal information to:

  • Process and administer event entries.
  • Take payment and deal with refunds, transfers or entry changes.
  • Communicate important information about an event you have entered.
  • Manage teams, participant lists and race registration.
  • Provide timing, results and event records.
  • Help us safely organise and deliver our events.
  • Respond appropriately to an emergency.
  • Process merchandise orders.
  • Deal with questions, complaints or other correspondence.
  • Prevent misuse or fraud and protect the security of our services.
  • Meet our legal, insurance, accounting and regulatory obligations.
  • Improve and develop our events.
  • Send you news, event announcements and marketing where we are permitted to do so.
  • Understand how our website and emails are used, so we can improve them and measure our advertising.

3. Our lawful basis for using your information

We process personal information only where we have an appropriate lawful basis. Depending on the circumstances, this may include:

  • Contract - where processing is necessary to provide an event place, merchandise or another service you have requested.
  • Legal obligation - where we are required to retain or use information to comply with the law.
  • Legitimate interests - where using information is reasonably necessary to operate, administer, protect or improve our business and events, provided those interests are not overridden by your rights and interests.
  • Consent - where you have actively agreed to a particular use of your information, including certain marketing activities and non-essential cookies.

Where we need to process special-category information, such as relevant health or medical information, we will ensure that an appropriate additional legal condition for processing that information applies.

4. Medical and emergency information

Participant safety is important to us. Where appropriate, we may collect relevant medical information and emergency contact details to help us safely deliver an event and respond to an incident or emergency.

Access to this information will be restricted to those who reasonably require it for event safety or emergency purposes. This may include appropriate members of our event team and medical providers. We will not use medical information for marketing.

5. Who we may share information with

We do not sell your personal information. Where reasonably necessary to operate an event or provide a service, information may be shared with organisations such as:

  • Event registration and entry providers.
  • Payment processors.
  • Race timing and results providers.
  • Medical and first-aid providers.
  • Event contractors and suppliers where access is genuinely required.
  • IT, website, email and cloud-storage providers.
  • Our email marketing provider, Brevo (see section 8).
  • Website analytics and advertising providers, such as Google and Meta, where you have accepted the relevant cookies (see section 16).
  • Professional advisers, insurers or regulatory authorities where necessary.

Only information reasonably necessary for the relevant purpose will be shared. Where another organisation processes personal information on our behalf, we expect appropriate data-protection and security arrangements to be in place.

6. Race results

Participation in a sporting event normally involves the publication of results. Race results may include information such as your name, race category, club, finishing position, time, laps or distance completed. Results may remain publicly available as part of the historical record of an event.

7. Photography and video

Photography and filming may take place at our events. Images and video may be used to document and promote the event and Run Your Race Events Ltd, including through our websites, social-media channels and future event marketing. Where practical, anyone with a particular concern about photography or filming should contact us before the event.

8. Marketing communications

Where required, we will obtain your consent before sending marketing communications by email or other electronic means. Where the law permits us to contact existing customers about similar events or services without separate consent, we may do so in accordance with the applicable electronic-marketing rules.

We use Brevo, an email marketing platform provided by Sendinblue SAS (based in France), to manage our mailing list and send our emails. When you sign up to our mailing list, Brevo stores your email address, any other details you give us on the sign-up form and a record of your consent, and processes them on our behalf as a Data Processor.

Our marketing emails may contain small tracking technologies that tell us whether an email has been opened and which links have been clicked. We use this to understand which content is useful and to improve our emails. You can stop this at any time by unsubscribing.

Every marketing email we send will provide a straightforward way to unsubscribe. You can withdraw your consent or object to direct marketing at any time. We may retain limited information about people who have unsubscribed to ensure that we respect their preference and do not accidentally add them back to our marketing list.

9. Information received from previous event operators

Where we acquire or take over an existing event, we may receive participant or customer information from its previous operator. Where this happens, we will only use that information where we have a lawful basis to do so and will provide appropriate information about the change in Data Controller.

Receiving historical participant information does not automatically mean that we will use those details for direct marketing. Where consent is required for future marketing by Run Your Race Events Ltd, we will only market to individuals who have provided the necessary consent.

10. How long we keep your information

We do not intend to retain personal information for longer than reasonably necessary. Different information may need to be retained for different periods depending on why it was collected, including event administration, accounting, insurance, legal claims and regulatory requirements.

Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate. Some information, such as published race results, may be retained indefinitely as part of the historical sporting record.

11. Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Where we use third-party systems or suppliers to process information, we take reasonable steps to ensure appropriate safeguards are in place.

12. Your rights

Depending on the circumstances, UK data protection law gives you rights relating to your personal information, including the right to:

  • Ask what personal information we hold about you.
  • Request a copy of your information.
  • Ask us to correct inaccurate or incomplete information.
  • Ask us to delete information in certain circumstances.
  • Ask us to restrict how information is used in certain circumstances.
  • Object to certain processing, including direct marketing.
  • Request transfer of certain information where applicable.
  • Withdraw consent where our processing relies on consent.

Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

13. Children

Our events may have minimum-age requirements. Where we offer an activity involving children or young people, we will take appropriate steps regarding the collection and use of their personal information and, where necessary, information provided by a parent or guardian.

14. International data transfers

Some service providers may store or process information outside the United Kingdom, for example in the European Union (such as Brevo) or the United States (such as Google and Meta). Where personal information is transferred internationally, we will take reasonable steps to ensure appropriate safeguards required by UK data protection law are in place.

15. Changes to this policy

We may update this Privacy Policy from time to time, including when our events, services or legal obligations change. The latest version will be made available through our event pages or on request, with the date it was last updated.

16. Cookies and website analytics

Our websites use cookies and similar technologies. Cookies are small files stored on your device when you visit a website.

Strictly necessary cookies are needed for the website to work properly, for example to remember your cookie choices. These do not require your consent.

With your consent, we may also use:

  • Analytics cookies (Google Analytics), which help us understand how visitors use our website so we can improve it.
  • Advertising cookies (Meta Pixel), which help us measure our adverts and show relevant adverts on platforms such as Facebook and Instagram.

These non-essential cookies are only set if you accept them through the cookie banner on our website. You can change or withdraw your choice at any time using the "Cookie settings" link in the website footer, or by clearing cookies in your browser settings.

17. Contact us

If you have a question about this Privacy Policy, want to exercise one of your data-protection rights or have a concern about how your information has been handled, please contact:

Run Your Race Events Ltd | Company No. SC897688 | Email: contact@runyourraceevents.co.uk

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