Data Protection Policy
for the Freckleton Half Marathon Website

Effective Date: 1st November 2024

Managed by Fylde Coast Runners on behalf of the Freckleton Club Day Sports Committee
The Freckleton Half Marathon website is committed to ensuring the protection, security, and proper use of personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy outlines how we manage personal data collected via the website to ensure compliance with data protection laws and to uphold your rights.

1. Purpose of the Policy
This policy explains:

• How we collect, process, and store personal data.
• The measures we take to ensure data security.
• Your rights regarding the personal data we hold about you.

2. Scope of the Policy
This policy applies to all personal data collected through the Freckleton Half Marathon website, managed by Fylde Coast Runners on behalf of the Freckleton Club Day Committee.

3. Data Collection and Processing
We collect personal data directly from individuals when:

• Registering for the Freckleton Half Marathon.
• Submitting inquiries or feedback through the website.
• Signing up for newsletters or marketing communications (with consent).

Types of Data Collected:

• Contact details (e.g., name, address, email, phone number).
• Demographic information (e.g., date of birth, emergency contact).
• Technical data (e.g., IP addresses, browser type, cookies).

Purpose of Processing:

• To manage event registrations and communications.
• To comply with legal and regulatory obligations.
• To improve the website and user experience.
• To send marketing communications if consent is provided.

4. Data Storage and Retention

• Personal data is stored securely on systems with appropriate technical and organisational measures in place.
• Data is retained only as long as necessary for its purpose or as required by law.
• Registration and event-related data are typically retained for up to 3 years after the event for administrative and legal purposes.

5. Data Security Measures
We take all reasonable steps to protect personal data, including:

• Encryption of sensitive data during transmission.
• Regular security audits and updates to safeguard against breaches.
• Restricting access to personal data to authorised personnel only.
• Secure deletion or anonymisation of data no longer required.

6. Data Sharing
We may share personal data with:

• Event Service Providers: For timing, medical support, or prize distribution.
• Third-Party Processors: For payment processing or email communication services.
• Legal Authorities: If required by law or for the safety of participants. We ensure all third parties handling data comply with relevant data protection laws.

7. Your Rights
Under the UK GDPR, you have the following rights:

• Access: Request access to the personal data we hold about you.
• Rectification: Request corrections to inaccurate or incomplete data.
• Erasure: Request deletion of your data, where applicable.
• Restriction: Request restricted processing of your data.
• Data Portability: Request transfer of your data to another organisation.
• Objection: Object to processing for direct marketing purposes.

To exercise these rights, please contact us. We will respond within one month of receiving your request.

8. Breach Notification
In the event of a data breach, we will:

• Assess the impact of the breach.
• Notify affected individuals if there is a significant risk to their rights and freedoms.
• Report the breach to the Information Commissioner’s Office (ICO) within 72 hours if required.

9. Cookies and Analytics
The website uses cookies to improve functionality and analyze user behaviour. By using the website, you consent to the use of cookies. You can adjust cookie preferences via your browser settings.

10. Policy Review
This policy will be reviewed annually or in response to changes in data protection legislation or operational practices. Updates will be published on the website.

11. Contact Us
For queries about this policy or your personal data, please contact us.