Phoenix Running

Privacy

Privacy & Data Protection (GDPR)

Phoenix Running and Phoenix Virtual Running are passionate about keeping personal information secure.

Below you will find how we handle, store & share personal data.

Data that we collect

Phoenix Running Ltd and Phoenix Virtual Running Ltd provide running event and virtual running event services and receive personal data for the management of online event entries and online goods orders.

As part of the entry and/or ordering process, the entrant or customer provides personal details pertaining to their entry to the event as required, or for the delivery of the goods as required.

    For online entry services
  • Name, Address, Contact details (phone & email), Gender, Date of Birth, Disclosed medical conditions, Club / Affiliation Reference

    For online goods ordering services
  • Name, Address, Contact details (phone & email), Gender, Clothing size where required
  • Date of birth is collected to verify that the entrant meets the minimum age requirements of the event and for results categorisation.
  • Gender and clothing size are collected where relevant to categorise the event entrant and/or to ensure the correct cut and sizing is provided for any items ordered.

Phoenix Running Ltd do not publish entrant lists

Entrants may choose whether to have their name published in the official results.

In order to complete the entry, our 3rd party, Event Entry servers communicate with PayPal and pass transactional data only. They do not pass personal information. Transactional data is subsequently passed from PayPal and stored on Event Entry servers. Phoenix Running Ltd, Phoenix Virtual Running Ltd and Event Entry DO NOT store physical payment details.

Our systems DO NOT use client-side cookies. We do however use 'sessions', which are a server-side cookie. These are used purely during the 'session' in operation and are cleared once the browser window is closed off.

We use Google Analytics to monitor the status and performance of our site. We do not monitor IP addresses, and have implemented the anonymise-IP feature within Analytics.

Where we store data

We use Gmail accounts which are located and securely stored on Google servers in their data-centre.

We store data on a secured & encrypted drive. Where data is stored on a laptop for any period this is password protected and the hard drive is encrypted.

How we share collected data

Details provided by the entrant are used for the purposes of effectively & safely staging/managing the event.

In some cases, portions of the entrant’s information may be shared with related third parties to facilitate official timing, results collation and medical provision.

In some cases, portions of the entrant’s information may be shared with related third parties to facilitate the ordering of personalised running apparel.

In some cases, portions of the entrant’s information may be shared with related third parties to facilitate the direct delivery of goods.

How long we keep data

Phoenix Running Ltd and Phoenix Virtual Running Ltd collect only the minimum data required to conduct our business and retain full entrant details for future verification purposes.

EventEntry retains full entrant details for a period 12 months post-event, after which time they remove potentially sensitive data, but retain name, address, email address and year of birth for future verification purposes.

Transactional data (via PayPal) is retained for a period of 7 years as is required by UK financial/tax legislation.

Marketing & Third Parties

Phoenix Running Ltd and Phoenix Virtual Running Ltd DO NOT use collected data for marketing purposes, nor do we share collected data with third parties, other than those required from time-to-time to complete our business services to the customer.

ICO Registration

Phoenix Running Ltd are registered with the UK ICO and certificated under registration reference : ZA363770

Phoenix Virtual Running Ltd are registered with the UK ICO and certificated under registration reference : ZA372212

Queries

Should you have any questions or queries relating to data protection and/or information security, please email directly to [email protected] or to [email protected]