Privacy Policy

Who We Are

Race Calendar (racecalendar.co.uk) and its entry service (enter.racecalendar.co.uk) are operated by RYM Property Limited, registered in England and Wales (company number 15613602). Our registered office address is on the public register at Companies House. We are registered with the Information Commissioner's Office (ICO) under registration number ZC121941.

This policy covers both sites: the event listings on racecalendar.co.uk, accounts and race entries made through enter.racecalendar.co.uk, and The RC Project, our 1-1 running coaching (see The RC Project below).

Information We Collect

When you browse

• Browser type and version, device type and operating system
• IP address (anonymised where possible)
• Pages visited, time spent on our site, and the referring website

When you contact us or submit an event

• Contact information (name, email address)
• Event details you submit for listing
• Any other information you choose to provide in forms or communications

When you create an account

• Your name and email address, and a password (stored only in securely hashed form)
• Events you save as favourites
• A record that you agreed to our booking terms and this policy, and when
• Your email preference: whether you have asked to receive Race Calendar news, and when you set or changed that

When you enter an event

• The entrant's name, date of birth, gender, email address and phone number
• Running club and England Athletics registration number (URN), where provided
• Emergency contact details: a name, phone number and relationship. By providing these you confirm you have that person's permission to share them with us and with the event organiser
• Medical information you choose to provide (for example conditions, allergies or medication relevant to your participation), so that the organiser and their first-aid or medical team can keep you safe on the event day. This is optional: you can instead confirm that you have no conditions to declare
• Details of your entry: the event, distance, entry type, any add-ons, discount codes used, and your agreement to the terms shown before payment
• A postal address, only where the organiser of the event you are entering has asked for one (for example to post race numbers or prizes)
• Whether you chose to receive Race Calendar news at checkout

If you enter an event on behalf of someone else (for example a family member, a linked account, or an athlete you manage), you confirm you have their permission to provide their details, and this policy applies to their information in the same way.

When you join a waiting list or enter a ballot

• The entrant's name, date of birth, gender, email address and phone number
• Your place in the queue or ballot, the distance chosen, and the outcome (for ballots, your randomly drawn position and whether you were offered a place)

No payment is taken at this stage. If you are offered a place and choose to take it, the entry and payment sections above apply. To keep ballots fair, we check registrations for duplicates by comparing names, dates of birth and email addresses.

When you pay

Payments are processed by Stripe. Your card details are entered directly into Stripe's secure payment form and are never stored on our servers. We keep a record of the payment reference, the amount paid, and any refunds, as part of your entry.

How We Use Your Information

• To process and administer your race entries, including confirmations and entry changes
• To administer waiting lists and ballots: recording registrations, running random draws, sending results, and making time-limited offers of places by email
• To share your entry details with the event organiser so they can administer the event (see below)
• To pass any medical information you choose to provide to the event organiser, so their first-aid or medical team can keep you safe on the event day
• To verify an England Athletics registration number where you provide one, by checking it with England Athletics
• To process and publish event submissions, and respond to enquiries
• To keep financial records of payments and refunds
• To improve our sites, analyse usage, and prevent spam, fraud and abuse
• To send you Race Calendar news by email where you have asked for it, or where you have entered an event through us and have not opted out (see Marketing emails below)

Marketing Emails

Race Calendar news means emails from us about new races, entry openings and organiser updates. We send it in two situations:

• If you created an account and ticked the box asking for it. This is optional and unticked by default.
• If you entered an event through us and left the "keep me posted" box ticked at checkout. Because you have bought a service from us, we may email you about similar services unless you tell us not to; the box at checkout is where you can say no.

Every marketing email includes an unsubscribe link, and if you have an account you can change your preference at any time in your account settings. Entry confirmations and messages about events you have entered are not marketing and are always sent. We never pass your email address to event organisers or anyone else for their own marketing.

Our Legal Bases

Under UK data protection law (UK GDPR), we rely on: contract, to take and administer your entry and payment, including steps taken at your request before a contract, such as waiting-list places and ballot registrations; legitimate interests, to run and improve the sites and prevent abuse; legal obligation, to keep financial records; consent, for non-essential cookies and for Race Calendar news where you asked for it when creating an account; and legitimate interests for Race Calendar news to people who have entered an event through us, relying on the "soft opt-in" rule in the Privacy and Electronic Communications Regulations, always with the chance to opt out at checkout and in every email.

Where you choose to provide medical information, this is special category data concerning your health. We process it only with your explicit consent, which you give when you choose to provide it and make the declaration shown at entry. Providing it is optional, and you can withdraw it at any time by removing it from your entry or your profile (we may keep a record that a declaration was made).

Who We Share Information With

• Event organisers: when you enter an event, your entry details (including entrant details, emergency contact, and any medical information you choose to provide) are shared with the organiser of that event so they can administer your entry and run the event safely. This includes their event's waiting list and ballot registrations, and the results of any draw. Where you provide medical information, it is shared only with the organiser of that event so their first-aid or medical team can keep you safe on the day. Where the organiser has asked for a postal address, that is shared with them too. The organiser is a separate data controller for the copy of entrant information they receive, including anything they download or export from their organiser account, and is responsible for their own use of it under their own privacy policy, including handling any medical information in line with the additional protections that apply to health data.
• Stripe: our payment provider, which processes your payment under its own privacy policy.
• England Athletics: where you provide a URN, we check it with England Athletics to confirm affiliation.
• Service providers: we use trusted providers for website hosting, content delivery and security, transactional email delivery, and analytics (including Google Analytics). They process data only on our instructions.

We do not sell your personal information.

The RC Project (1-1 Coaching)

The RC Project is 1-1 running coaching provided by RYM Property Limited (Race Calendar). Your contract is with Race Calendar, which holds your information and takes your payments. Some athletes are coached by Tom Boardman of Boardman Coaching Limited, who coaches on our behalf. This section explains what is different from the rest of this policy when you register interest in, or join, The RC Project.

When you register interest or request a call

• Your name, email address and phone number
• Your running: main distance, weekly volume, your goal and any notes you add
• Your preferred days and times for a call, and any coach preference
• A record that you agreed to be contacted about The RC Project, and when

We use this only to contact you about The RC Project. We do not add you to Race Calendar news from this form.

When you sign up

• Your name, email address, phone number, date of birth, sex and postal address (to post your milestone kit)
• Your running history, personal bests, goals, watch and kit sizes
• Health answers: questions about your health, injuries and medical advice, so your training can be planned safely
• Your agreement to the RC Project terms and the Athlete Responsibility and Assumption of Risk Policy, your typed signature, and when you agreed
• How you would like to appear on our squad page (by name or anonymously) and whether your times are shown
• Whether you're happy to be featured on our social media

While you are coached

• Your payment history: amounts, dates, and any failed or refunded payments. Card details are handled by Stripe and never stored on our servers
• Your coach, your status (active or paused), and milestone kit sent to you
• New personal bests, which your coach may add
• A photo for the squad page, only if you ask us to add one

Your health answers

Health answers are special category data. We process them only with your explicit consent, which you give when you confirm them at sign-up. They are seen only by your coaches, used only to plan your training safely, and deleted when you stop being coached. They are also deleted if you are paused for more than three months. If you come back, you simply fill them in again.

The squad page

Everyone we coach appears on our public squad page, which shows time in The RC Project, how many personal bests each athlete has run since joining and how much faster they have got. You choose whether you are shown by first name and initial or anonymously (as "RC Athlete"), and whether your actual times are shown. A photo is only added if you ask for one. When you stop being coached you are removed from the squad page and any photo is deleted.

Social media

If you say yes at sign-up, we may feature you on The RC Project's social media, for example a post celebrating a new personal best. We always ask before using a photo of you. You can change your mind at any time by telling your coach or replying to any RC Project email, and we'll stop featuring you in new posts.

Who we share it with

• Boardman Coaching Limited: our coaching partner, who coaches on our behalf. Your coach, and where needed the other RC Project coach, can see your sign-up answers, health answers and training information so they can coach you.
• Final Surge: the online training platform where your plan is delivered. Your coach sets you up on it with your name and email address, and your use of it is covered by its own privacy policy.
• Stripe: takes your monthly payments and sends your receipts, under its own privacy policy.
• WhatsApp: if you choose to message your coach on WhatsApp, those messages are covered by WhatsApp's own privacy policy.

We do not share your RC Project information outside The RC Project, and we never sell it.

Our legal bases for The RC Project

Contract, to provide your coaching and take your payments, including steps taken at your request before you join, such as arranging a call; explicit consent for your health answers and for a squad-page photo; legal obligation, to keep financial records; and legitimate interests, to run and improve The RC Project and prevent abuse.

How long we keep it

Health answers and any squad-page photo are deleted as soon as you stop being coached, as described above. Payment records are kept for six years to meet our financial record-keeping obligations. Your other RC Project details are kept while you are coached and for a reasonable period afterwards so you can rejoin easily, then deleted. If you registered interest but did not join, we keep your details only while we are in touch with you about The RC Project. You can ask us to delete your information at any time (see Your Rights below).

You need to be 16 or over to join The RC Project.

Children

Entries for anyone under 18 must be made by a parent or guardian, who provides the child's details and agrees to the terms on their behalf. Beyond entries made this way, our sites are not intended for children under 13 and we do not knowingly collect their information.

Cookies

We use cookies to make the sites work and to improve them. Cookies are small text files stored on your device. We use:

• Essential cookies: required for the website to function, including keeping you signed in across racecalendar.co.uk and enter.racecalendar.co.uk
• Preference cookies: remember your choices (like cookie consent)
• Analytics cookies: help us understand how visitors use our sites

You can control cookies through your browser settings. Declining cookies may affect some website functionality.

How Long We Keep Information

Entry and payment records are kept for as long as needed to administer the event and afterwards to meet our legal and financial record-keeping obligations (normally six years for financial records). Waiting-list and ballot records are kept to administer the queue or draw, and for a reasonable period afterwards so that the fairness of a draw can be evidenced, then deleted or anonymised. Event submission data is retained while the event is listed and for a reasonable period afterwards. Postal addresses collected for an event are removed from the platform 90 days after the event date; the organiser may hold their own copy under their own policy. Account data, including your terms agreement and email preference, is kept while your account is open; if you withdraw consent to marketing we keep a record of that so we do not email you again. Other information is kept only as long as necessary for the purposes in this policy.

Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to processing of your data
• Request restriction of processing
• Data portability

To exercise any of these rights, please contact us. You also have the right to complain to the ICO (ico.org.uk) if you are unhappy with how we handle your data.

Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. Emergency contact and medical information are additionally encrypted where they are stored, so they are not readable directly from our database.

Advertising and Affiliate Links

Some of the products and services shown on Race Calendar are advertisements, and some of our links are affiliate links. Advertisements are labelled "Sponsored" or "Ad". If you click an affiliate link and then make a purchase, Race Calendar may earn a commission from the retailer. This does not change the price you pay.

We count how many times each advertisement is shown and clicked, as totals only; we do not record who viewed or clicked it. When you follow an advertisement or affiliate link, the retailer, or the affiliate network that manages the link, may use cookies or similar technology on their own website to record that you came from Race Calendar. Their use of that information is covered by their own privacy policies.

External Links

Our sites contain links to external websites, including event organisers and third-party entry platforms. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us.