Privacy Policy
Your privacy is important to us. This Policy explains how the Coombe Keynes 10K, run by the Coombe Keynes Trust 2022 (“the Trust”), collects, stores, and uses personal data in person and online, and outlines your rights under the General Data Protection Regulations (GDPR) and the UK’s Data Protection Act 2018.
Who are we?
The Coombe Keynes 10K is an annual event organised by the Coombe Keynes Trust, a charitable trust registered as a charitable incorporated organisation (CIO) in England and Wales. Our Charity Commission charity number is 1198804. Our event aims to promote community engagement and raise funds for local causes.
Why do we collect personal information about participants and how do we use it?
We collect personal information about our participants for lawful reasons, ensuring we do not collect sensitive personal information unless there is a clear and valid reason to do so. Our main lawful basis for processing personal information includes:
- Legal Obligation: To comply with legal requirements, we process information necessary for:
- Recording and monitoring event registrations for internal audit and compliance purposes.
- Legitimate Interests: We process some personal data under this basis to:
- Provide updates about the event and its impact.
- Conduct marketing to inform past and potential participants about upcoming events.
- Engage with the community through event promotions.
- Race operations:
- Some information is required for the health and safety of the race participants
You can object to processing based on legitimate interests. If you prefer not to be contacted by post or wish to withdraw your consent for emails, please contact us at trust_chair@coombekeynes.com.
What personal information do we collect about our participants?
We may collect:
- Basic details such as names, addresses, and other contact details.
- Race application details including race times, age categories, and health information relevant to race participation.
- Photographs and videos from the event.
Third-Party Service: Fullonsport
For race registrations, we use Fullonsport, an external service provider. When you register for the Coombe Keynes 10K, your registration details are processed and stored by Fullonsport according to their privacy policy, which can be found at Fullonsport Privacy Policy. We recommend reviewing their policy to understand how they manage your personal data.
Where do we store personal participant information and for how long?
Participant information is stored in a secure manner and is accessible only by the Coombe Keynes Trust. We retain registration and participation records for a minimum of seven years to comply with auditing requirements. Should you wish us not to retain your information beyond this period, please let us know at trust_chair@coombekeynes.com.
Sharing personal information about participants with third parties
We may share your data with:
- HMRC for Gift Aid purposes.
- Our bank for processing entry fees.
- Third-party communication services for sending out bulk emails and other communications.
- Fullonsport for race registrations and event management, and the Purbeck Trail Series for race organisation.
We do not engage in wealth screening, telephone marketing, or sell personal data to third parties.
Your Rights
You have several rights regarding your personal data, including:
- The right to be informed (as detailed in this policy).
- The right to access the data we hold about you.
- The right to rectification if data is inaccurate.
- The right to erasure and to restrict processing in certain circumstances.
- The right to object to direct marketing or processing based on legitimate interests.
- The right to data portability.
Contact Information
For any inquiries or requests regarding your data, please contact us at trust_chair@coombekeynes.com.
Effective Date
This Privacy Policy is effective from 8th May 2024.