Legal
PRIVACY POLICY
PRIVACY POLICY
Last updated: 16 September 2026
1. WHO WE ARE
OneRace Events Ltd (“OneRace”, “we”, “us” or “our”) organises mass-participation sporting events. We are the controller of the personal information covered by this Privacy Policy.
You can contact us about privacy or data protection through the contact page on our website. Please mark your message “Privacy”.
2. INFORMATION WE COLLECT
When you enter an event, contact us, subscribe to updates, volunteer, work with us or otherwise use our services, we may collect:
Your name, date of birth, gender, postal address, email address and telephone number.
Your event entry details, race category, club affiliation, expected finish time, participant number, timing information and results.
Payment and transaction information. Payments may be handled directly by our registration or payment providers, and we do not normally receive or store your complete card details.
Emergency contact information.
Relevant medical information, health conditions, disabilities, medication or allergies that you choose or are required to provide for your safety.
Communications you send to us, including enquiries, feedback and requests.
Marketing preferences and information about how you interact with our emails.
Photographs, video and audio recorded at our events.
Technical information collected when you use our website, such as your IP address, browser, device and cookie information.
Where someone enters an event on your behalf, we may receive this information from that person. They must have your permission to provide it.
3. HOW WE USE YOUR INFORMATION
We use personal information to:
Process and administer event entries.
Take payment and provide entry confirmations and event communications.
Verify participant eligibility and allocate race categories.
Plan, operate and safely deliver our events.
Provide timing services and publish event results.
Respond to enquiries and provide customer support.
Manage transfers, deferrals, withdrawals and refunds in accordance with the applicable event policy.
Provide medical assistance and respond to emergencies.
Investigate incidents, complaints, rule breaches and insurance matters.
Comply with our legal, regulatory, insurance and governing-body obligations.
Protect our organisation, participants, staff, volunteers, suppliers and venues.
Improve our events, website and communications.
Send information about future OneRace events where you have consented to receive marketing or where the law otherwise permits us to do so.
4. OUR LAWFUL BASES
Depending on how we use your information, we rely on one or more of the following lawful bases:
Contract, where using the information is necessary to administer your entry or provide a service you have requested.
Legal obligation, where we must retain or disclose information to comply with the law.
Legitimate interests, where the information is reasonably required to operate, protect and improve our events and business, provided those interests do not override your rights.
Consent, particularly for optional marketing and certain uses of sensitive information.
Vital interests, where information must be used or shared to protect someone’s life in an emergency.
Health and medical information is treated as special-category data. We use it only where an additional legal condition applies, which may include your explicit consent, protecting vital interests, establishing or defending legal claims, or providing necessary health or safety support.
5. WHO WE SHARE INFORMATION WITH
We may share relevant information with trusted organisations involved in delivering our events, including:
Our registration partner, Njuko.
Payment, email, website, customer-support and IT service providers.
Timing and results providers.
Medical providers, emergency services and event welfare teams.
Event venues, delivery partners, contractors, marshals and volunteers where access is operationally necessary.
Photographers, videographers and media partners.
Insurers, professional advisers and governing bodies.
Police, regulators, courts or other authorities where disclosure is required or legally permitted.
Charity partners where you have obtained a charity place or have asked us to share your details.
These organisations may act as our processors or as separate controllers of your information. We require service providers acting on our behalf to protect personal information and use it only for authorised purposes.
We do not sell personal information.
6. RESULTS AND EVENT MEDIA
Event results form part of the public sporting record and may include your name, participant number, gender or category, age category, club, finishing position and finish time. Results may be published on our website and through an appointed timing provider or governing body.
Photography and filming may take place at our events. Images and recordings may be used for event reporting, editorial coverage, promotion and marketing by OneRace and its authorised partners.
If you have a safeguarding or other serious concern about a published result, photograph or recording, contact us and we will consider your request.
7. MARKETING
We may send you important information about an event you have entered. These operational messages are part of administering your entry and cannot normally be opted out of while your entry remains active.
We will send marketing about future events only where we have an appropriate lawful basis. You can unsubscribe at any time by using the link in a marketing email or contacting us. Unsubscribing from marketing will not stop essential communications about an event you have entered.
8. INTERNATIONAL TRANSFERS
Some technology or service providers may process information outside the United Kingdom. Where this occurs, we use providers and safeguards permitted under UK data-protection law, such as adequacy regulations or approved contractual protections.
9. HOW LONG WE KEEP INFORMATION
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, tax, insurance, safeguarding and dispute-resolution requirements.
Retention periods vary according to the type of information. Entry and transaction records may be retained for several years after an event. Medical information is kept only for as long as necessary for event safety, incident management and relevant legal or insurance requirements. Published results may be retained indefinitely as part of the historical sporting record.
10. SECURITY
We use appropriate organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. No internet-based system is completely secure, but we review our safeguards and restrict access to those who reasonably need the information.
11. YOUR RIGHTS
Depending on the circumstances, you may have the right to:
Ask for a copy of your personal information.
Ask us to correct inaccurate or incomplete information.
Ask us to delete information.
Ask us to restrict how information is used.
Object to certain uses of your information.
Receive certain information in a portable format.
Withdraw consent where our use is based on consent.
These rights are not absolute and may not apply in every situation. For example, we may need to retain information to meet a legal obligation or defend a legal claim.
You have the right to object at any time to the use of your personal information for direct marketing.
To exercise a right, please use our contact page and mark your message “Privacy”. We may need to verify your identity before completing your request.
12. COMPLAINTS
Please contact us first if you have concerns about how we use your information so that we can try to resolve them.
You may also complain to the Information Commissioner’s Office at ico.org.uk or by calling 0303 123 1113.
13. CHANGES TO THIS POLICY
We may update this Privacy Policy when our services, suppliers or legal obligations change. The latest version will always be published on our website with its revision date.