Colchester Half Marathon (CHM) is committed to protecting and respecting any personal data you share with us. The wording in this document reflects the requirements of the General Data Protection Regulations (GDPR) and the Data Protection Act, which ensure we, and others, use your information appropriately.
We are responsible for making decisions about the way your information is used and this statement describes what types of data we collect from you, how we use it, how we share it with others, how you can manage the data we hold and how you can contact us.
We will always give you the option not to receive marketing communications from us. We will never send you unsolicited ‘junk’ email or communications, or share your data with anyone else who might. We do not sell your data to third parties, but we do work closely with our selected charity partners and other organisations in order to deliver the best experience for our race entrants and supporters.
This version of our Privacy Statement came into effect on 25 May 2018 and is available on our website, colchesterhalfmarathon.co.uk. The contents of this statement may change from time to time so you may wish to check this page occasionally to ensure you are still happy to share your information with us. Where possible, we will also contact you directly to notify you of these changes.
We collect data about you when you enter one of our events, or register as a volunteer. We only collect data which is necessary, relevant and adequate for the purpose(s) for which you are providing it.
We also collect data about you when you use our website. Some of this data does not identify you personally but helps us to analyse the effectiveness of our web services (we use this to continually improve our activities). The data we collect includes some or all of the following:
When you enter one of our races or register as a volunteer
When you use our website
Where you engage with us in a business context, we may collect your job title, company contact details (including email addresses), and company details (some of which we may obtain from online or public business directories).
CHM will only process data that is necessary for the purpose(s) for which it has been collected, for example, to assign and send a race number to entrants and record their start/finish times.
You will always have the option not to receive marketing communications from us (and you can withdraw your consent or object at any time). We will never send you unsolicited ‘junk’ email or communications, or share your personal data with anyone else who might do so.
There are various ways in which we may use or process your personal data. We list these below:
Where you have provided your consent, we may use and process your data to contact you from time to time about future events (don’t worry, we won’t bombard you).
You can withdraw your consent at any time by contacting us at firstname.lastname@example.org or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.
We may use and process your personal data where this is necessary to perform a contract with you (most likely your entry to one of our races).
We may use and process your personal data as set out below where it is in our legitimate interests to do so.
We may process your personal data to comply with our legal requirements (e.g. to comply with Health and Safety legislation).
Although unlikely, we may need to process your personal data to contact you if there is an urgent safety issue that we need to tell you about.
We do not sell your data to third parties.
We do share your data to work closely with our charity partners and other organisations to deliver our events.
We may from time to time disclose your data to the following categories of companies or organisations to which we pass the responsibility to handle services on our behalf: charities who assist in the administration of our events, race support providers such as our website host, payment processors, timing system providers, and legal and other professional advisors.
We will also share your data in situations where we need to pass it on to manage any request or complaint you have made to us.
We take steps to ensure that any third-party partners who handle your data comply with data protection legislation and protect your data just as we do. We only disclose personal data that is necessary for them to provide the service that they are undertaking on our behalf. We will aim to anonymise your data or use aggregated non-specific datasets where ever possible.
Due to the international nature of modern business technology, there may be some instances where your data is processed or stored outside of the EU. In those instances, we will ensure that appropriate safeguards are in place for that transfer and storage as required by applicable law.
We will not hold your personal data in an identifiable format for any longer than is necessary. If you have entered one of our events, we typically will hold your personal data for six years from the event date. We hold your personal data for this period to establish, bring or defend legal claims.
We may, with your express consent, hold your personal data for longer periods if you hold a course record or entrant category record for an event.
If you volunteer at one of our events, we typically hold your personal data for 6 months from the event date.
The only exceptions to the periods mentioned above are where:
You have the right as an individual to access your personal data and make corrections if necessary. You also have the right to withdraw any consent you have previously given us and ask us to erase the data we hold about you. You can also object to us using your personal data (where we rely on our legitimate interests to process and use your personal data).
You have a number of rights in relation to your personal data under data protection law. In relation to most rights, we will ask you for data to confirm your identity and, where applicable, to help us search for your personal data. Except in rare cases, we will respond to you within one month after we have received any request (including any identification documents requested).
You have the right to:
You can exercise your rights and/or manage your data by emailing email@example.com.
If you are unhappy, you have the right to lodge a complaint with the Information Commissioner’s Office, the data protection regulator in the UK. Write to them at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. You can call them on 0303 123 1113 or email at firstname.lastname@example.org.