Focal Events Ltd (hereinafter “We” or “Focal Events”) collects some of your personal data in order for us to fulfill our side of the ‘event entry’ contract and improve your experience of our events.
Who processes your data?
We are the controller of the processing of your data and are registered in England and Wales under company number 10236224. Our registered office is at 2 Stang End, Little Langdale. Ambleside LA22 9NT.
For what purposes do we use your data?
We use your data:
1. For the performance of our contract in order to:
– to manage your event registration,
– to receive your payments and to provide customer support, among others to provide customer service communication (including by email or other means), such as to send you the confirmations of registration as well as the reminders for the events and to manage the possible requests regarding accessibility and to manage cashless payments;
– to manage the event and, among other things, to allow localisation of the participants and to ensure the security of the event;
– to take photos and videos of the event and to produce other audio-visual material about the event;
– for the publication of photos, videos or other audio-visual materials on the event’s site and in other media channels.
2. For the fulfilment of our legitimate interests:
– to inform you about our other events and activities that may be of interest to you. You can unsubscribe from our newsletter at any time if you do not wish to receive such information;
– To use the photos and videos on which you are pictured as mood images for the promotion of the event and its future editions (including in social media);
– To provide you with information about the services and products of the partners and sponsors with whom we work for the event you participate in;
– For analysis and market research to improve and adapt our products and services;
3. And, on occasion provided you have consented hereto:
– To process your health data to respond to requests for accessibility or allergies;
– To transfer your data to the partners and sponsors with whom we work to allow them to provide a safe event environment;
– To send images to partners for later use by them (including for photos and other audio-visual material on which you appear as the central element); You always have the right to withdraw your consent.
What data do we use?
We use the data entered during the registration process, including:
– Name and surname;
– E-mail address;
– Telephone number;
– Emergency Phone number;
– Team name (if a member of a team);
– Participant number;
– Information you send us as part of your communications with us such as medical information.
In addition to this information, we sometimes use the following personal data:
– Photo, video and other audio-visual material;
– Localisation during the event;
– Results for publication;
– When you use a social media feature on our website or in apps and post information on social media, the social media site provides us with information about you.
– If you have accessibility requests, we want to make sure you have the best experience when attending our events. To do this, we need to collect data about your needs (which may include processing information about your health).
– In the rare cases where we collect personal information from children, we always ask permission from their parents and we always collect this information only for the purposes specified at the time we collect it. This information will be provided by a parent or guardian.
How long do we keep these data?
We will not retain your data for longer than necessary to (i) provide you with the services you have requested, (ii) for the purposes described in this document, and (iii) for the legal purposes for which we are required to retain these data.
Your details (last name, first name, e-mail and event for which you have registered) are stored indefinitely to inform you about other events.
You have the right to, at any time, request not to receive such information. Your contact information will then be deleted. By exception, photos and other audio-visual material can be used as atmosphere images and for promotional purposes for an unlimited period of time.
We will delete your data in a secure manner when they are no longer required for such purposes, and in accordance with the policies of our company.
Who do we share your information with and why?
Essential third-party data managers that we appoint regularly as data processors as part of administering your involvement in an event include organisations such as Eventrac (responsible for event entries and responsible for race timing and GPS Tracking) and Event Safety Group(responsible for Medical and Emergency).
Additionally, we may share limited personal information about you, such as your name, result, gender, nationality and experience (as you submitted on an event entry form) with professional members of the press reporting on the event.
Publication of results
For the Frontier 300 we publicise a link to the results hosted on a third party website. At any time, as this is a non-competitive event, we can remove your details from the results with written confirmation to [email protected].
Using photos and videos
Photos and videos can be taken in the course of the event and any other audio-visual material can be produced.
The event takes place in places accessible to the public. By participating in a public event, you agree that photos, videos and any other audio-visual material of the event are taken on which you are visible but wherein your person is not the central point of focus. We have a legitimate interest in using such photos, videos and other audio-visual material for the promotion and experience of our events.
Pictures and other audio-visual material wherein you are the central point of focus can also be taken. We have a legitimate interest to use these photos and audio-visual material in brochures, posters, general marketing material and on the event website for the promotion of the event and the future editions of it. You have the right to request the removal of these photos up to 6 weeks after the event. You can do so by sending an e-mail to [email protected] with your surname, name and the name of the event in which you participated as well as the indication of the photo or video in question. Proof of your identity may be requested.
The photos or audio-visual material that are not mood images and wherein you are not the central point of focus will not be shared with partners or sponsors of the event, unless you have consented with such sharing.
People under 18 are generally not permitted to enter our events unless under the direct supervision of a parent or guardian who must complete their entry form. On occasion U18s are allowed to enter specific events when they show exceptional levels of experience. We do not routinely collect any data relating to U18’s except when they are entering an event accompanied by their parent or guardian, or their parent or guardian has given express consent for them to participate.
You have the right to access your personal data and have them corrected. You also have the right in certain circumstances, to oppose their use or request their deletion and the right to request a limitation of processing, as well as the right to request the transfer of your data, in accordance with Articles 15 to 20 of the GDPR (General Regulation on Data Protection).
If you have questions or complaints regarding the processing of your personal data, we are happy to assist you. Contact us at [email protected]. If you think that contacting us will not offer a proper solution, the law gives you the right to file a complaint with the competent supervisory authority.