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Privacy Policy

1. Introduction

Blaydon Harrier and Athletics Club (BHAC) respects your privacy and is committed to protecting the personal information that we collect and use in connection with The Blaydon Race.

This Privacy Policy explains:

  • what personal information we collect;

  • how and why we collect and use it;

  • who we may share it with;

  • how long we keep it;

  • how we protect it; and

  • the rights you have in relation to your personal information.

When we refer to “BHAC”, “we”, “us” or “our”, we mean Blaydon Harrier and Athletics Club, the organisation responsible for organising and administering The Blaydon Race.

When we refer to “The Blaydon Race”, we mean the race event organised and administered by BHAC.

BHAC is the Data Controller for personal information that we collect and process in connection with The Blaydon Race, except where another organisation is independently responsible for determining the purposes and means of processing your personal information.

This Privacy Policy applies to participants, entrants, volunteers, race officials and other individuals who interact with The Blaydon Race, including through our website, online entry systems and other race-related services.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended from time to time.

 

2. What personal information do we collect?

Depending on how you interact with BHAC and The Blaydon Race, we may collect and process information including:

  • your name;

  • date of birth or age;

  • gender, where relevant to race administration;

  • postal address;

  • email address;

  • telephone number;

  • emergency contact details;

  • race entry information;

  • race number;

  • race category;

  • estimated or declared race time, where applicable;

  • race results and finishing information;

  • payment and transaction information;

  • information contained in communications with us;

  • information relating to volunteering or race-official activities;

  • accessibility or reasonable-adjustment requirements;

  • information necessary to manage participant safety;

  • information relating to incidents or emergencies; and

  • photographs or video recordings taken at or in connection with the event.

We may also collect technical information when you use our website, including your IP address, browser type, operating system, device information and information about how you interact with our website.

We will only collect personal information that is reasonably necessary for the relevant purpose.

 

3. How and why we collect your personal information

BHAC collects and uses personal information where this is necessary to organise and administer The Blaydon Race, communicate with participants and volunteers, provide race-related services, maintain the safety and security of the event, and meet our legal and regulatory responsibilities.

We may collect personal information when you:

  • enter The Blaydon Race;

  • register through our online race-entry system;

  • create or use an account associated with your race entry;

  • volunteer at or assist with The Blaydon Race;

  • act as a race official or marshal;

  • contact us by email, telephone, post, social media or through our website;

  • subscribe to receive information about The Blaydon Race;

  • make a payment relating to your race entry or another race-related service;

  • participate in surveys or provide feedback;

  • enter a competition or promotion connected with The Blaydon Race; or

  • otherwise interact with BHAC or The Blaydon Race.

We may also receive personal information from third-party service providers where this is necessary to administer your race entry, payment, timing, results or other race-related services.

 

4. Race entries

Race entries for The Blaydon Race are administered through Njuko, an online sports-event registration platform.

When you enter The Blaydon Race, personal information is collected through the Njuko registration system and made available to BHAC for the purposes of administering your entry and participation.

This information may include:

  • your name;

  • date of birth or age;

  • contact details;

  • emergency contact details;

  • race category;

  • estimated or declared race time;

  • accessibility or other requirements;

  • payment and transaction information; and

  • other information reasonably required to administer the race.

BHAC uses this information to:

  • process and administer your race entry;

  • communicate important information about the race;

  • allocate race numbers;

  • manage race-day arrangements;

  • provide timing and results;

  • manage participant safety;

  • deal with queries, withdrawals, transfers and refunds where applicable; and

  • meet our legal, insurance and administrative responsibilities.

Njuko publishes its own privacy information explaining how it processes personal information in connection with its services. Nnjuko.com+1

 

5. Health, medical and accessibility information

In certain circumstances, BHAC may collect information relating to your health, medical requirements, disability or accessibility needs.

This information may be collected or used where necessary to:

  • help protect your health and safety;

  • provide appropriate assistance or reasonable adjustments;

  • respond to a medical emergency;

  • manage an incident at the race;

  • provide appropriate support during the event; or

  • meet our legal, safeguarding or safety responsibilities.

Health and medical information is special category personal data under UK data protection law.

BHAC will only process this information where an appropriate legal basis and special category condition applies.

 

6. Race timing and results

Race timing and results for The Blaydon Race are provided by Krono Sports.

Information relating to participants may be provided to Krono Sports where necessary to provide race timing, result processing and publication services.

This may include:

  • participant name;

  • race number;

  • race category;

  • gender or age category;

  • finishing time;

  • finishing position; and

  • other information required to provide accurate race results.

Race results may be made available online following the event and may remain available as part of the historical record of The Blaydon Race.

The information provided to Krono Sports will be limited to information reasonably necessary to provide timing and results services.

 

7. Publication of race results

Participation in The Blaydon Race may result in information about your performance being published.

Published results may include:

  • your name;

  • race number;

  • age category;

  • gender or race category;

  • finishing position;

  • finishing time; and

  • other information reasonably required to provide race results.

Results may be published on The Blaydon Race website, through Krono Sports or other race-results platforms.

If you have a particular concern about the publication of your information in race results, please contact BHAC at:

info@theblaydonrace.co.uk

We will consider requests concerning published results on an individual basis, taking into account our legal obligations, legitimate interests and the circumstances of the request.

 

8. Photography and video

The Blaydon Race may be photographed and/or filmed.

Photography and video may be used for purposes including:

  • documenting the event;

  • promoting The Blaydon Race;

  • promoting future editions of the race;

  • race reports and news;

  • social media;

  • the BHAC or race website;

  • promotional materials; and

  • other legitimate race-related communications.

Because The Blaydon Race is a public sporting event, it may not always be possible to obtain individual consent from every person who appears incidentally in photographs or recordings.

We will nevertheless take reasonable steps to respect individual privacy.

If you have a particular concern about an identifiable photograph or video of you, please contact us at info@theblaydonrace.co.uk.

 

9. Cookies and website information

Our website may use cookies and similar technologies.

Cookies may be used to:

  • make the website function correctly;

  • remember preferences;

  • understand how visitors use our website;

  • improve website performance;

  • monitor website traffic;

  • measure the effectiveness of communications and advertising; and

  • provide relevant online content or advertising, where applicable.

Where required by law, we will ask for your consent before placing non-essential cookies on your device.

Further information about the cookies used on our website will be provided in our Cookie Policy.

 

10. Payments

Payments for The Blaydon Race are processed using Stripe, a third-party payment service provider.

When you pay your race entry fee online, your payment card details are processed through Stripe's payment infrastructure.

BHAC does not normally receive or store your full payment card number.

BHAC may retain information relating to the transaction, such as:

  • the amount paid;

  • date of payment;

  • transaction reference;

  • payment status; and

  • information required to administer refunds, resolve payment queries or maintain financial records.

Stripe states that it may act as a data controller and/or data processor depending on the particular processing activity.

Stripe's own privacy information provides further details about its processing of personal information.

 

11. Who we share your personal information with

BHAC may share personal information with trusted organisations and service providers where this is necessary to organise and administer The Blaydon Race.

Our principal race service providers include:

  • Njuko – online race entry and registration;

  • Krono Sports – race timing and results; and

  • Stripe – payment processing.

We may also share personal information, where necessary and appropriate, with:

  • medical and first-aid providers;

  • emergency services;

  • event-management providers;

  • IT and technology providers;

  • website hosting and support providers;

  • email and communications providers;

  • photography and video providers;

  • insurers and professional advisers;

  • race officials, marshals and volunteers where necessary for them to perform their roles; and

  • law enforcement agencies, regulators or public authorities where legally required or permitted.

We will only share personal information where there is an appropriate reason and, where required, an appropriate legal basis for doing so.

We do not sell your personal information.

 

12. Our legal basis for using your information

Under UK data protection law, BHAC must have a lawful basis for processing your personal information.

Depending on the circumstances, we may rely on the following legal bases.

Consent

You have given us permission to use your personal information for a specific purpose.

For example, consent may be used for certain types of marketing or specific uses of information where consent is legally required.

Where we rely on consent, you can withdraw your consent at any time.

Performance of a contract

Processing is necessary to provide a service you have requested, such as administering your race entry and participation.

Legitimate interests

Processing is necessary for BHAC's legitimate interests, provided those interests are not overridden by your rights and interests.

This may include:

  • organising and administering the race;

  • communicating with participants;

  • maintaining event safety and security;

  • improving the race;

  • managing volunteers and race officials;

  • administering race results; and

  • promoting The Blaydon Race.

Legal obligation

We may process personal information where we are required to do so by law.

Vital interests

We may process personal information where this is necessary to protect someone's life or prevent serious harm.

This may be relevant during a medical or other emergency at The Blaydon Race.

 

13. How we use your information

We may use your personal information to:

  • process and administer race entries;

  • communicate with participants and volunteers;

  • provide race instructions and important event information;

  • issue race numbers and participant information;

  • administer payments, refunds and transfers where applicable;

  • provide race timing and results;

  • organise volunteers, marshals and race officials;

  • provide appropriate medical, accessibility and safety support;

  • manage incidents and emergencies;

  • maintain the security of the event;

  • respond to enquiries and complaints;

  • meet legal, regulatory, insurance and safeguarding obligations;

  • prevent and investigate fraud or misuse;

  • understand participation and improve future races;

  • conduct surveys and obtain participant feedback;

  • send relevant marketing communications where permitted; and

  • promote The Blaydon Race through appropriate photography, video and other content.

 

14. Marketing communications

BHAC may occasionally contact you about:

  • future editions of The Blaydon Race;

  • race news and updates;

  • related events;

  • volunteering opportunities;

  • other relevant information; and

  • promotions or activities associated with The Blaydon Race.

Where consent is required, we will only send marketing communications where you have provided the appropriate consent.

You can withdraw your consent or opt out of marketing communications at any time.

Opting out of marketing communications does not prevent us from sending essential communications relating to a race you have entered or another service you have requested.

 

15. Law enforcement and public authorities

We may provide personal information to the police, emergency services, regulators, courts or other public authorities where we are legally required or permitted to do so.

We may also share information where this is necessary to:

  • prevent or detect crime;

  • protect someone's life or safety;

  • investigate a serious incident;

  • comply with a court order or other legal requirement; or

  • protect our legal rights.

We will only provide information that is reasonably necessary for the relevant purpose.

 

16. International transfers

Some of our third-party suppliers or service providers may process personal information outside the United Kingdom.

This may include providers involved in race registration, payment processing, website services, communications, timing or results.

Where personal information is transferred outside the UK, BHAC will take appropriate steps to ensure that it remains protected in accordance with applicable UK data protection legislation.

Where required, we will use an appropriate legal transfer mechanism or other safeguard recognised under UK data protection law.

The specific arrangements may depend on the service provider and the services being used. The ICO requires organisations to provide information about applicable international transfers and the safeguards used where relevant. IInformation Commissioner's Office

 

17. How long will we retain your information?

BHAC will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking into account our legal, accounting, insurance, safeguarding and operational requirements.

Different categories of information may therefore be retained for different periods.

For example:

  • race-entry information may need to be retained to administer the event and deal with subsequent queries;

  • financial and payment records may need to be retained to meet accounting, tax and legal requirements;

  • incident, safeguarding or insurance records may need to be retained for longer periods where necessary to protect BHAC's legal or insurance position; and

  • race results may be retained as part of the historical record of The Blaydon Race.

We will periodically review the personal information we hold.

When personal information is no longer required, it will be securely deleted or anonymised where appropriate.

 

18. Data privacy and security

BHAC takes the security of personal information seriously.

We use appropriate technical and organisational measures designed to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • destruction;

  • alteration;

  • unauthorised disclosure; and

  • other unlawful or unauthorised processing.

Access to personal information is limited to people and organisations that have a legitimate need to access it for race-related purposes.

Where appropriate, information transmitted through our website is protected using encryption and other security measures.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure. We therefore cannot guarantee the absolute security of information transmitted to us electronically.

 

19. Your data protection rights

Under UK data protection legislation, you may have a number of rights in relation to your personal information.

These include:

  • The right to be informed – to understand how we collect and use your personal information.

  • The right of access – to obtain a copy of the personal information we hold about you.

  • The right to rectification – to ask us to correct inaccurate or incomplete information.

  • The right to erasure – to ask us to delete your personal information in certain circumstances.

  • The right to restrict processing – to ask us to restrict how we use your personal information in certain circumstances.

  • The right to object – to object to certain uses of your personal information, including direct marketing.

  • The right to data portability – in certain circumstances, to receive personal information you have provided to us in a structured, commonly used and machine-readable format.

  • Rights relating to automated decision-making and profiling, where applicable.

  • The right to withdraw consent where we rely on consent as our legal basis for processing.

These rights are subject to certain conditions and exemptions under data protection law and may not apply in every situation. The ICO provides further guidance on these rights. IInformation Commissioner's Office+1

If you wish to exercise any of these rights, please contact BHAC using the details below.

We may ask for reasonable information to verify your identity before fulfilling a request. This is an important security measure designed to prevent personal information from being disclosed to the wrong person.

 

20. Subject Access Requests

If you want to obtain a copy of the personal information BHAC holds about you, you can make a Subject Access Request (SAR).

Please email:

info@theblaydonrace.co.uk

Your request should provide enough information for us to identify you and locate the information you are requesting.

We may ask you to provide reasonable evidence of your identity where necessary.

We will normally respond to a valid request within one month. The ICO confirms that individuals have a fundamental right of access to their personal information, subject to applicable exemptions. IInformation Commissioner's Office

 

21. Complaints

If you have a question, concern or complaint about the way BHAC has handled your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

You can contact us at:

Email: info@theblaydonrace.co.uk

If you remain dissatisfied with how we have handled your personal information, you have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Information about making a complaint is available from the ICO.

 

22. Contact us

Questions and comments regarding this Privacy Policy are welcomed.

If you have any questions about how BHAC collects, uses or protects your personal information, or if you wish to exercise any of your data protection rights, please contact:

Blaydon Harrier and Athletics Club (BHAC)
Data Protection Contact
Email: info@theblaydonrace.co.uk

 

23. Changes to this Privacy Policy

BHAC may review and update this Privacy Policy from time to time to reflect changes to:

  • The Blaydon Race;

  • our activities and procedures;

  • our service providers;

  • applicable legislation; or

  • data protection guidance.

The latest version of this Privacy Policy will be made available through the relevant The Blaydon Race website.

Where appropriate, we will notify individuals of significant changes.

 

24. Version control and review

Policy: The Blaydon Race Privacy Policy
Data Controller: Blaydon Harrier and Athletics Club (BHAC)
Version: 2
Effective date: September 2026

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