Event Privacy Notice

This Event Privacy Notice explains how Tenth Athletic Limited collects, uses, shares and protects personal information in connection with TENTH FIELD CIRCUIT (the “Event”), including the Individual Field and Community Field Relay.

It applies to participants, relay team members and captains, prospective participants, emergency contacts, volunteers and anyone who communicates with us about the Event.

This notice should be read together with our general Privacy & Cookie Policy and the Event Entry Terms.

1. Who we are

Tenth Athletic Limited is the organiser of TENTH FIELD CIRCUIT and is responsible for deciding how personal information is used for the organisation and delivery of the Event.

Legal company name: Tenth Athletic Limited
Company number: 16848676
Registered in: England and Wales
Privacy contact: info@tenthathletic.com

In this notice, “TENTH”, “we”, “us” and “our” refer to Tenth Athletic Limited.

2. Registration through Let’s Do This

Event registration is provided through the Let’s Do This platform.

Let’s Do This processes certain participant information on our behalf where it provides registration and event-management services to us. It may also process information for its own platform, account, payment, analytics and marketing purposes.

Where Let’s Do This determines how and why it uses personal information for its own purposes, it is separately responsible for that processing. You should also read the Let’s Do This Privacy Policy.

We receive from Let’s Do This the information reasonably required to administer your entry and deliver the Event. We do not normally receive your complete payment-card details.

3. Information we may collect

Depending on how you interact with the Event, we may collect the following categories of personal information.

Identity and contact information
This may include:

Full name;

Email address;

Telephone number;

Postal address, where required;

Date of birth or confirmation that you are aged 18 or over;

Gender or competition category, where relevant;

Running club or community affiliation; and

Emergency-contact details.

Registration and transaction information
This may include:

Your chosen race format;

Relay team name, team members and team captain;

Entry date and registration status;

Entry-fee and payment confirmation;

Discounts or promotional codes;

Cancellation, transfer or other entry requests; and

Communications relating to your booking.

We do not normally hold complete card numbers, card security codes or online-banking credentials. These are handled by Let’s Do This and its appointed payment providers.

Participation and performance information
This may include:

Race number or bib number;

Check-in and attendance status;

Start wave or allocated start time;

Timing-chip information;

Split and finishing times;

Finishing position and category ranking;

Relay team results;

Course incidents;

Penalties, rule breaches or disqualification decisions; and

Information required to investigate or correct a result.

Health, medical and accessibility information
Where necessary, we may collect information concerning:

Medical conditions relevant to safe participation;

Allergies;

Disabilities or accessibility requirements;

Medication or other information required in an emergency; and

Medical assistance or incidents occurring during the Event.

Health and disability information may constitute special-category personal data and receives additional protection under data-protection law.

Please provide only information that is relevant to your safe participation or an adjustment you require.

Communications and incident information
This may include correspondence, enquiries, complaints, feedback, witness accounts, accident reports, insurance information and records of communications with the Event team.

Photography and recordings
Official photographers, videographers and media personnel may capture photographs, video and audio at the Event. These recordings may include your image, voice, race number and participation in the Event.

4. How we obtain information

We may obtain personal information:

Directly from you;

From a relay team captain or another person making a permitted registration on your behalf;

From Let’s Do This;

From our timing and results provider;

From event officials, marshals, medical personnel and venue staff;

From photographers and videographers;

From insurers, professional advisers or public authorities where appropriate; and

From publicly available sources where reasonably necessary to administer or protect the Event.

If you provide another person’s details, including those of an emergency contact or relay team member, you must inform them that you have done so and direct them to this notice.

5. How and why we use your information

We use personal information only where we have an appropriate lawful basis.

Where information is required to register or participate, failure to provide it may mean that we cannot accept or administer your entry.

6. Health and special-category information

Where we ask you to provide health, medical, disability or accessibility information, we will collect only what is reasonably necessary for safety, emergency response or requested adjustments.

Where we rely on explicit consent, the registration process will ask for a separate, affirmative confirmation covering the relevant information and purposes. You may withdraw that consent by contacting info@tenthathletic.com.

Withdrawing consent does not affect processing that took place before withdrawal. It may affect our ability to retain information about an adjustment or medical arrangement you requested. We will explain any practical consequences when you contact us.

In an emergency, relevant information may be shared with first-aid providers, medical professionals or emergency services where necessary to protect life or health.

7. Race timing and published results

Event results may be published online or supplied to a timing provider, governing body, media organisation or results archive.

Published results may include:

Your name;

Race number;

Race format or relay team;

Running club or community affiliation;

Age or competition category;

Split and finishing times;

Finishing position; and

Any penalty or disqualification affecting the result.

We will not publish your date of birth, contact details, emergency-contact information or medical information as part of the results.

Results may remain publicly available as a permanent sporting record. You may contact us if you believe a result is inaccurate or if you have a particular privacy or safety concern. Requests will be considered individually, taking account of your rights and our legitimate interest in maintaining an accurate event record.

8. Photography, video and audio

TENTH FIELD CIRCUIT is a public sporting event at which photography, filming and audio recording may take place.

We may use event recordings for:

Event reporting and results coverage;

TENTH websites and social-media channels;

Editorial and documentary content;

Press and public-relations activity;

Future promotion of TENTH events; and

Internal training and event review.

If you have a specific safety, privacy or safeguarding concern about identifiable photography, contact info@tenthathletic.com before the Event and speak to the registration team when you arrive. We will make reasonable efforts to accommodate appropriate requests.

However, we may not be able to prevent your incidental appearance in crowd scenes, background footage, start and finish-line coverage or recordings made by spectators and independent media.

We will seek additional permission where appropriate before using an identifiable participant as the principal subject of a testimonial or dedicated commercial campaign unrelated to general Event coverage.

9. Who we may share information with

Where reasonably necessary, we may share relevant information with:

Let’s Do This;

Our appointed payment providers;

Timing, tracking and results providers;

Lee Valley VeloPark and the relevant venue operator;

Race officials, marshals and event-production contractors;

First-aid providers, medical professionals and emergency services;

Security, health-and-safety and incident-management providers;

Photographers, videographers, media and content-production providers;

IT, hosting, email, communications and cloud-service providers;

Insurers, accountants, solicitors and other professional advisers;

A charity or fundraising platform, where you choose to participate in an associated fundraising activity;

Governing bodies or permit authorities where required;

Police, regulators, courts or other public authorities where required by law; and

A purchaser, successor or adviser involved in a genuine business restructuring, subject to appropriate confidentiality safeguards.

We require service providers acting on our behalf to process information only for authorised purposes and to apply appropriate security measures.

We do not sell participant medical information or contact details.

10. International transfers

Some service providers, including companies involved in the operation of Let’s Do This, may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard applies. This may include a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another safeguard permitted by law.

Let’s Do This separately explains its international processing in its own privacy policy.

11. How long we keep information

We retain personal information only for as long as reasonably necessary for the relevant purpose.

Our normal retention approach is:

Registration, transaction and essential event communications: up to six years after the Event where required for accounting, contractual or legal-claims purposes;

Health, accessibility and emergency-contact information: normally deleted or anonymised within 90 days after the Event, unless connected to an incident, complaint, insurance matter or legal claim;

Accident, medical-incident and insurance records: up to six years after the matter is concluded, or longer where required by law;

Timing and published results: retained as a long-term or permanent sporting record;

Unpublished photography and video working files: normally reviewed and deleted when no longer required for production;

Selected published photographs, videos and historical Event material: retained while they continue to serve a legitimate editorial, promotional or archival purpose and reviewed periodically;

General enquiries and complaints: normally up to two years after the enquiry is closed, unless a longer period is necessary;

Marketing information: until you opt out or the information is no longer required, after which we may retain a minimal suppression record to ensure that we respect your preference; and

Anonymous statistics: may be retained indefinitely because they no longer identify an individual.

We may retain information for longer where required by law, a regulator, an insurer or the establishment, exercise or defence of legal claims.

12. Marketing communications

Registration for the Event does not automatically require you to receive general TENTH marketing.

Where marketing consent is required, it will be requested separately from acceptance of the Event Entry Terms and acknowledgement of this notice.

Essential messages about your registration, safety, race-day arrangements, route changes, cancellation or results are service communications and may still be sent even if you have opted out of marketing.

You may unsubscribe from marketing at any time by using the unsubscribe link in an email or contacting info@tenthathletic.com.

13. Security

We use appropriate organisational and technical measures designed to protect personal information against accidental loss, unauthorised access, misuse, alteration or disclosure.

Access to sensitive Event information is limited to personnel and providers who reasonably need it for their role. No online system can be guaranteed to be completely secure, but we review our safeguards in proportion to the nature and sensitivity of the information involved.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

Request access to your personal information;

Ask us to correct inaccurate or incomplete information;

Ask us to delete certain information;

Ask us to restrict how certain information is used;

Object to processing based on legitimate interests;

Receive certain information in a portable format;

Withdraw consent where processing is based on consent; and

Complain to the Information Commissioner’s Office.

These rights are not absolute and may be subject to legal exceptions. For example, we may need to retain information relating to financial records, incidents, legal claims or the integrity of published race results.

To exercise a right, contact info@tenthathletic.com. We may need to verify your identity before responding.

15. Automated decision-making

Tenth Athletic Limited does not currently use solely automated decision-making that produces legal or similarly significant effects in determining eligibility to participate in the Event.

Timing systems may automatically record times and calculate provisional rankings. Results remain subject to event rules, verification and correction by authorised officials.

16. Participants aged under 18

The Event is intended only for participants aged 18 or over. We do not knowingly accept entries from children.

If we discover that an ineligible person under 18 has registered, we may cancel the entry and delete their information unless retention is required for safety, payment, fraud-prevention or legal reasons.

17. Changes to this notice

We may update this notice where Event arrangements, service providers or legal requirements change.

The latest version will be published on the TENTH website with an updated date. If a material change affects registered participants, we will take reasonable steps to notify them by email or through the registration platform.

18. Contact and complaints

Questions, requests or complaints about TENTH’s use of personal information should be sent to:

Tenth Athletic Limited
Email: info@tenthathletic.com
Company number: 16848676

We ask that you contact us first so that we have an opportunity to address your concern.

You also have the right to complain to the UK Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113