This statement was last updated on October 3rd 2020, it outlines your rights as a data subject – and our compliance with GDPR (required from May 2018).
BogRock Mountain Marathons Community Interest Company aims to promote mountain marathons, combining fell/trail running and orienteering in the United Kingdom and are affiliated to the Fell Running Association (FRA) and Welsh Fell Running Association (WFRA) and ultimately United Kingdom Athletics (UKA). BogRock Mountain Marathons Community Interest Company is the data controller under data protection legislation. For most of our information processing (Entries, Results) we use SiEntries Limited and its sister company SportIdent UK whose registered office is at Sleagill Head Farm, Sleagill, Penrith, Cumbria CA10 3HD. They are our data processor.
What data we will collect
In entering one of our (mini) mountain marathons, BogRock Mountain Marathons Community Interest Company will collect certain information about you which will include your name, date of birth, gender, email address, address, telephone number, previous mountain marathon experiences, car registration (for emergencies) and emergency contact data nominated by you. Collectively, this is referred to as your Athletics Data.
Most of our Entry registration happens online via SIEntries. SIEntries maintains a record of your Athletics data that is used to complete entry information for our races when you enter them via SIEntries. We also offer Entries on the Day for our Mini Mountain Marathons for which we collect your Athletics data via an Entry on the Day form. Emergency information is collected via a disclaimer form which you complete at race registration.
Race results will be collated and re-published on the Kong Mini Mountain Marathon and Kong Mountain Marathon websites via a results data storage service we use from SportIdent UK.
Please be aware that when you participate in any sporting event, your results will be published on the organiser’s site and numerous other race results sites, like the FRA. In many cases photographs are posted with runners’ names and individuals are identified.
Photographs are often taken at the Kong (Mini) Mountain Marathons. The photographs may be used by BogRock Mountain Marathons Community Interest Company on this website and in Kong (Mini) Mountain Marathons publicity and promotion. Wherever practicable, individual names will not be used.
In case of injuries, an incident information form will be completed with your details and the information about the incident.
Why we will collect it
We will collect and process your Athletics Data for the purposes of you registering and participating in our Kong (Mini) Mountain Marathons and administering your involvement in the events. We would also like to inform you about future races if you opt in on either the SIEntries website registration or on our Entry on the Day form.
How long we will keep it
We will retain your Athletics Data for such time as appropriate for administering your involvement in our events, after which we will safely delete/destroy your data:
- Entry on the Day forms (Mini Mountain Marathons): FIVE years (for tax reasons)
- Disclaimer forms: THREE years (for insurance reasons)
- Incident forms: THREE years (for insurance reasons)
- Race results: Indefinitely
Note: race results are published and freely available online from many sources. BogRock Mountain Marathons Community Interest Company cannot manage data controlled by third-parties
You have the following rights under data protection legislation:
- To access a copy of the information comprised in your personal data;
- To object to processing of your personal data that is likely to cause or is causing damage or distress;
- To prevent processing for direct marketing;
- To object to decisions being taken by automated means;
- In certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed
- To claim compensation for damages caused by a breach of data protection legislation.
Sharing your data
As we operate under Fell Running Association (FRA) and Welsh Fellrunning Runner Association (WFRA) governance for our Mini Mountain Marathons, on request we will share Athletics data for the purpose of insurance, FRA/WFRA committee matters, publishing results and other sport related purposes.
We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data.
If you have any concerns or complaints in relation to how BogRock Mountain Marathons Community Interest Company collects and/or processes your personal data, please contact firstname.lastname@example.org in the first instance.
If you are dissatisfied with how your concern/complaint is dealt with by BogRock Mountain Marathons Community Interest Company, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).