PRIVACY POLICY

City Runs is committed to protecting your personal data and respecting your privacy.

This Privacy Policy explains how we collect, use and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

City Runs is the organiser and promoter of running events in the UK.

We are the data controller for personal data collected in connection with our events.

2. What Information We Collect

We may collect and process the following personal data:

  • Name, date of birth, age category and gender;

  • Contact details (email address, telephone number);

  • Emergency contact details;

  • Club affiliation;

  • Race entry and results information;

  • Medical information provided for safety purposes;

  • Photographs or video recordings taken at events.

Medical information is treated as special category data and handled with additional care.

3. How We Use Your Information

We use personal data for the following purposes:

  • Event administration and management;

  • Participant safety and medical support;

  • Processing and publishing results;

  • Insurance, permits and regulatory compliance;

  • Responding to enquiries or complaints;

  • Statistical and performance analysis.

4. Lawful Basis for Processing

We process personal data on the following lawful bases:

  • Performance of a contract (event entry and participation);

  • Legal obligations (insurance, safety, governing body requirements);

  • Legitimate interests (event organisation, results publication);

  • Consent (where required, including marketing communications).

5. Marketing Communications

  • Marketing emails will only be sent where you have provided consent.

  • You may opt out of marketing communications at any time using the unsubscribe link or by contacting us.

  • Junior Participants will not receive marketing communications.

6. Sharing Your Information

We may share personal data with:

  • Timing and results service providers;

  • Medical teams and first aid providers;

  • Governing bodies such as UK Athletics;

  • Insurers and local authorities where required;

  • Service providers who support event delivery.

All third parties are required to handle data securely and lawfully.

7. Event Results & Public Information

Event results may be published and may include:

  • Name;

  • Age category;

  • Club affiliation;

  • Finish time and position.

If you choose not to disclose certain personal details, this may affect prize eligibility.

8. Data Retention

We retain personal data only for as long as necessary for the purposes outlined in this policy, including:

  • Event administration;

  • Results records;

  • Insurance and legal requirements.

Medical information is retained for the minimum period necessary.

9. Your Rights

You have the right to:

  • Access your personal data;

  • Request correction of inaccurate data;

  • Request deletion of data (where applicable);

  • Restrict or object to processing;

  • Withdraw consent at any time;

  • Lodge a complaint with the Information Commissioner’s Office (ICO).

10. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse.

11. Changes to This Policy

This Privacy Policy may be updated from time to time. The latest version will always be available on our website.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please contact us via the website contact form.