BEN NEVIS RACE ASSOCIATION
Ben Nevis Race Association are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of competing in the annual Ben Nevis Race, Ben Nevis Race Association is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
The Data Controller’s contact details are as follows:
Ben Nevis Race Association
Ben Nevis Drive
Ben Nevis Industrial Estate
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register for the Ben Nevis Race or upon registration for the Ben Nevis Race Association 200 member. The information you give us may include your name, date of birth, address, e-mail address, phone numbers, next of kin, name of the affiliated Clubs with which you are registered and gender. We may also ask for relevant health information. Where such medical information is requested we will require your explicit consent. The details you provide will be stored securely on a computer and will allow us to contact you if we have any problem processing your entry or should we require to contact you regarding the event. The email address will be used to send out a confirmation of your entry. The telephone numbers allows us to contact you or your next of kin should you be unaccounted for after the event or if an incident occurs. Race and Competition results will be available on the Ben Nevis Race Association website. http://www.bennevisrace.co.uk/. Ben Nevis Race Association does not use your personal information for any other purpose.
For Ben Nevis Race Association 200 members, please contact us to arrange set up either by emailing or in writing. We will provide you with a registration form and a reference number upon enquiry. You should arrange payment directly through your bank. If payment is not received from you on the renewal date, you will be removed from the 200 monthly and annual draw competition.
Why we need your personal data
The reason we need your Data is to be able to register your participation in the annual Ben Nevis Race and in compliance with health and safety requirements which we are obliged to comply with as the Race Organiser. Our lawful basis for processing your personal data is in accordance with our contractual obligation to process your entry into the race and it is necessary for our compliance with the law.
Reasons we need to process your data include:
For competition entry
- sharing personal data with facility providers to manage access to the race route or check delivery standards;
For funding and reporting purposes
- sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
- analysing anonymised data to monitor race trends;
For membership and club management
- processing of application forms and payments;
- sharing data with association members to provide information about association activities
- publishing of race and competition results
The club has the following social media pages: Facebook. All members are free to join this page. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
Who we share your personal data with
Your data (surname, first name, age, associated club, runner’s number(s), finishing time and race position) may also be sent to the local press (Press and Journal, (The Press and Journal, PO Box 43,Lang Stracht, Mastrick ,Aberdeen, AB15 6DF) Lochaber News and Oban Times (The Oban Times Limited, 22 High Street, Fort William, PH33 6AT, Tel: 01397 703003), The Fell Runner Association (90 Hazelwood Road, Wilmslow, United Kingdom, SK9 2QA) and the Scottish Athletics Limited (Caledonia House, South Gyle, Edinburgh, Midlothian, EH12 9DQ) for publishing race and competition results. If you have questions or concerns about your personal data is this regard, please contact us by email firstname.lastname@example.org
The name of our winner of the 200 Club Draw (monthly or on race day) is shared on the Association’s Facebook page and website.
Ben Nevis Race Association does not provide your data to any other commercial or non-commercial organisations without your explicit consent.
How long we hold your personal data
We will hold your personal data (address, email and contact numbers) on file from the date you enter the Race until one month after the event has taken place with the exception of prize winners. We retain prize winners’ personal data until such time as the trophies awarded at each race are returned to us. Once the trophies have been returned, such data will be deleted. Race results are held on our website indefinitely.
Registration forms for 200 Club membership are securely destroyed upon set-up of your details on our encrypted server. During our monthly audit, we will check if payment has been received under your reference number. Where payment has not been received your details will be deleted otherwise your name and affiliated reference number will continue to be stored on system for as long as payment is received.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Ben Nevis Race Association. If you choose not to share your personal data with us you may not be able to register for the Ben Nevis Race.
If you have any questions about this policy or would like more information, you can get in touch with us in the following ways:
- Write to us: The Secretary, Ben Nevis Race Association, Unit 5B, Ben Nevis Drive, Ben Nevis Industrial Estate, Fort William, PH33 6PR
- Email: email@example.com