Privacy Policy

Who We Are

Race Calendar (racecalendar.co.uk) and its entry service (enter.racecalendar.co.uk) are operated by RYM Property Limited, registered in England and Wales (company number 15613602). Our registered office address is on the public register at Companies House. We are registered with the Information Commissioner's Office (ICO) under registration number ZC121941.

This policy covers both sites: the event listings on racecalendar.co.uk, and accounts and race entries made through enter.racecalendar.co.uk.

Information We Collect

When you browse

• Browser type and version, device type and operating system
• IP address (anonymised where possible)
• Pages visited, time spent on our site, and the referring website

When you contact us or submit an event

• Contact information (name, email address)
• Event details you submit for listing
• Any other information you choose to provide in forms or communications

When you create an account

• Your name and email address, and a password (stored only in securely hashed form)
• Events you save as favourites

When you enter an event

• The entrant's name, date of birth, gender, email address and phone number
• Running club and England Athletics registration number (URN), where provided
• Emergency contact details: a name, phone number and relationship. By providing these you confirm you have that person's permission to share them with us and with the event organiser
• Medical information you choose to provide (for example conditions, allergies or medication relevant to your participation), so that the organiser and their first-aid or medical team can keep you safe on the event day. This is optional: you can instead confirm that you have no conditions to declare
• Details of your entry: the event, distance, entry type, any add-ons, discount codes used, and your agreement to the terms shown before payment

If you enter an event on behalf of someone else (for example a family member, a linked account, or an athlete you manage), you confirm you have their permission to provide their details, and this policy applies to their information in the same way.

When you join a waiting list or enter a ballot

• The entrant's name, date of birth, gender, email address and phone number
• Your place in the queue or ballot, the distance chosen, and the outcome (for ballots, your randomly drawn position and whether you were offered a place)

No payment is taken at this stage. If you are offered a place and choose to take it, the entry and payment sections above apply. To keep ballots fair, we check registrations for duplicates by comparing names, dates of birth and email addresses.

When you pay

Payments are processed by Stripe. Your card details are entered directly into Stripe's secure payment form and are never stored on our servers. We keep a record of the payment reference, the amount paid, and any refunds, as part of your entry.

How We Use Your Information

• To process and administer your race entries, including confirmations and entry changes
• To administer waiting lists and ballots: recording registrations, running random draws, sending results, and making time-limited offers of places by email
• To share your entry details with the event organiser so they can administer the event (see below)
• To pass any medical information you choose to provide to the event organiser, so their first-aid or medical team can keep you safe on the event day
• To verify an England Athletics registration number where you provide one, by checking it with England Athletics
• To process and publish event submissions, and respond to enquiries
• To keep financial records of payments and refunds
• To improve our sites, analyse usage, and prevent spam, fraud and abuse

Our Legal Bases

Under UK data protection law (UK GDPR), we rely on: contract, to take and administer your entry and payment, including steps taken at your request before a contract, such as waiting-list places and ballot registrations; legitimate interests, to run and improve the sites and prevent abuse; legal obligation, to keep financial records; and consent, for non-essential cookies.

Where you choose to provide medical information, this is special category data concerning your health. We process it only with your explicit consent, which you give when you choose to provide it and make the declaration shown at entry. Providing it is optional, and you can withdraw it at any time by removing it from your entry or your profile (we may keep a record that a declaration was made).

Who We Share Information With

• Event organisers: when you enter an event, your entry details (including entrant details, emergency contact, and any medical information you choose to provide) are shared with the organiser of that event so they can administer your entry and run the event safely. This includes their event's waiting list and ballot registrations, and the results of any draw. Where you provide medical information, it is shared only with the organiser of that event so their first-aid or medical team can keep you safe on the day. The organiser is responsible for their own use of that information, including handling any medical information in line with the additional protections that apply to health data.
• Stripe: our payment provider, which processes your payment under its own privacy policy.
• England Athletics: where you provide a URN, we check it with England Athletics to confirm affiliation.
• Service providers: we use trusted providers for website hosting, content delivery and security, transactional email delivery, and analytics (including Google Analytics). They process data only on our instructions.

We do not sell your personal information.

Children

Entries for anyone under 18 must be made by a parent or guardian, who provides the child's details and agrees to the terms on their behalf. Beyond entries made this way, our sites are not intended for children under 13 and we do not knowingly collect their information.

Cookies

We use cookies to make the sites work and to improve them. Cookies are small text files stored on your device. We use:

• Essential cookies: required for the website to function, including keeping you signed in across racecalendar.co.uk and enter.racecalendar.co.uk
• Preference cookies: remember your choices (like cookie consent)
• Analytics cookies: help us understand how visitors use our sites

You can control cookies through your browser settings. Declining cookies may affect some website functionality.

How Long We Keep Information

Entry and payment records are kept for as long as needed to administer the event and afterwards to meet our legal and financial record-keeping obligations (normally six years for financial records). Waiting-list and ballot records are kept to administer the queue or draw, and for a reasonable period afterwards so that the fairness of a draw can be evidenced, then deleted or anonymised. Event submission data is retained while the event is listed and for a reasonable period afterwards. Account data is kept while your account is open. Other information is kept only as long as necessary for the purposes in this policy.

Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request restriction of processing
• Data portability

To exercise any of these rights, please contact us. You also have the right to complain to the ICO (ico.org.uk) if you are unhappy with how we handle your data.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Emergency contact and medical information are additionally encrypted where they are stored, so they are not readable directly from our database.

External Links

Our sites contain links to external websites, including event organisers and third-party entry platforms. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us.