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PRIVACY POLICY

Outrun Trail Races Limited (“we”, “us”, “our”) is committed to protecting the privacy of everyone who registers for our events or interacts with our website. This policy explains what personal data we collect, how we use it, and the rights you have under UK GDPR.
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If you have any questions, you can contact us at: outruntrailraces@gmail.com

1. Who We Are

Outrun Trail Races Limited
Registered in England & Wales
Email: outruntrailraces@gmail.com
We organise trail running events in the UK and use trusted third‑party services to manage ticketing, payments, and website hosting.​​​

2. What Personal Data We Collect

We collect only the information necessary to manage your event registration, ensure participant safety, and fulfill legal requirements. This includes:

  • Contact & Profile Data: Name, email address, telephone number, and postal address.

  • Event Data: Entry type, order details, and runner profile information.

  • Safety & Emergency Data: Emergency contact details, medical conditions, or health details relevant to race safety.

  • Technical Data: IP address, browser type, and usage data gathered via cookies when browsing our website.

Note: We do not process or store payment card details on our own servers.

3. How We Collect Personal Data

Your data is collected when you:

  • Register or purchase a race entry through Eventrac

  • Contact us directly by email or query forms

  • Visit our website hosted on Wix, which uses functional and analytical cookies.

4. How We Use Your Personal Data

We process your personal information to:

  • Manage and deliver your race registration (e.g., bib numbers, event logistics, and timing results).

  • Send essential pre-event briefing notes, course updates, and safety information.

  • Ensure runner safety and coordinate medical responses during events.

  • Comply with legal, insurance, and regulatory obligations.

5. Our Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract: To process your ticket purchase and enable your participation in the race.

  • Legitimate interests: To run efficient events, ensure participant safety, and send critical operational communications.

  • Legal obligation:To maintain accounting records and satisfy event insurance and reporting mandates.

  • Explicit Consent: For processing optional medical or health data to protect you during the race, and for sending direct marketing (where opted in).

6. Third Party Services We Use

We share data only with trusted partners required to operate our events:

Eventrac (Registration Platform): Acts as our Data Processor to host event entry forms and manage participant lists.

Stripe (Payment Gateway): Payment transactions are processed directly by Stripe. Stripe acts as a Data Processor/Controller for transaction and fraud mitigation purposes. We never see or store full payment card details.

Wix (Website Hosting): Hosts our website and collects technical analytics and cookie data.

Event Logistics Partners: Medical/first-aid teams and timing contractors (solely for safety, scoring, and race administration).

7. How Long We Keep Your Data

We retain personal data only for as long as necessary:

  • Event Registration Data: Retained for the period required to administer the race and handle post-event queries, insurance claims, or accounting records (typically up to 6 years for legal/tax records).

  • Temporary Lists: Operational exports (such as physical check-in or medical sheets) are securely destroyed following the completion of the event.

8. How We Protect Your Data

We and our service providers employ industry-standard technical and organizational measures (including SSL encryption and restricted access controls) to safeguard your data against unauthorized access or loss.

9. International Data Transfers

Some of our third-party providers (such as Stripe and Wix) may transfer or store data outside the UK. Where this occurs, we ensure appropriate legal safeguards (such as UK International Data Transfer Agreements or adequacy decisions) are in place to protect your data.

10. Your Rights Under UK GDPR

You have the right to:

  • Request access to the personal data we hold about you.

  • Request correction of inaccurate or incomplete data.

  • Request deletion of your personal data (where legal retention obligations do not apply).

  • Object to or restrict certain types of data processing.

  • Request data portability.

  • Withdraw consent at any time (where processing relies on consent).

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To exercise any of these rights, contact us at outruntrailraces@gmail.com. You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at [ico.org.uk](https://ico.org.uk).

11. Cookies and Website Tracking

Our website uses cookies provided by Wix to analyze traffic and improve user experience (e.g., pages visited, device type, time on site). You can manage or disable cookie preferences directly through your browser settings.

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