2019 Terms and Conditions

1.0  Participation

1.1  Participants of the 10K Race must be 15 years of age or older on the day of the event.

1.2  There is no minimum age for the 2K Race, however, children under the age of 8 must be accompanied by an adult who is also registered to race.

1.3  Each participant must be registered and have agreed to the race terms & conditions before participating in the event.

1.4  By taking part, all participants confirm that their names, video footage or photographs taken during their participation may be used to publicise the Cardiff 10K or Race Owner’s work as a charity.

1.5  Participant race numbers are specific personal identifiers and may not be exchanged with or transferred/sold to any other person. Sale and/or transfer of race numbers is strictly prohibited and will result in the disqualification and/or banning of any individuals involved from future events.

1.6  Use of discount codes are restricted to the original recipient only. Misuse of these codes will result is disqualification from this event and any future events – refunds will not be issued.

1.7  Registrations will close on 15/08/2019 which is detailed on the event homepage. There are no exceptions once the closing date has passed.

1.8  Participants must not be under the influence of drugs or alcohol.

1.9  Participants accept that they must enter their postal address correctly when registering in order to receive their race pack on time. Any packs not received but be collected on the day of the race.

 

2.0  PAYMENT AND REGISTRATION FEES

2.1  All entry fees are non-refundable unless the participant withdraws according to section 3.1 within the allotted time. Entries may be deferred toward the following year and will be charged an admin fee as stated in section 3.4.

2.2  Use of discount codes are restricted to the original recipient only, misuse of these codes will result is disqualification from this event –  refunds will not be issued.

2.3  Entry fees are subject to change. The race organisers have the right to amend the price and to offer discounts during open registration. Refunds will not be given to those who have signed up at a different rate.

 

3.0  PARTICIPANT WITHDRAWAL

3.1  A participant may withdraw free-of-charge (with exception of the processing fee taken by TDL) up to 7 days after payment of the event fee, unless entering within two weeks of the closing date at which point packs will be immediately put into production. Notice of withdrawal from the event must be communicated by emailing cardiff10k@kidneywales.cymru stating clearly the desire to withdraw and putting the word WITHDRAWAL in subject line of the email. Withdrawals will not be accepted by telephone. After the expiry of the 7 day post payment period, the entry fee will not be refunded. Participants can withdraw at any point prior to the race.

3.2  Any participant who fails to arrive at the start line on time will be assumed withdrawn from the race and will not be eligible to a refund of any kind. No late starters will be permitted to cross the start line.

3.3  Participants will be able to transfer their entry to another participant up until the Transfer Deadline of midnight on 25/07/2019. Any transfer to another participant will be subject to a transfer fee. Transfers are conducted through the online OnReg system by the withdrawing participant who will receive a voucher code to forward on to the new participant. No transfers will be possible outside of the above stated period.

3.4  Entries can be deferred until the following year’s event up until the the Transfer Deadline of midnight on 25/07/2019. Deferrals will be charged an admin fee of £5.50, which must be paid in full over the telephone or by bank transfer to race organisers, Kidney Wales, before the deferral can be processed. Entrants can only defer their entry once. If you have already deferred from the 2018 to 2019 race, you will not be permitted to defer to the 2020 race.

3.5  The processing fee which is added onto the entry fee and any extra items you purchase at point of entry is non-refundable.

3.6  The participant acknowledges that the refund scheme set out above is fair and reasonable, and the monies the Organiser may retain in respect of any withdrawal represents a reasonable pre-estimate of the Organiser’s loss in each case.

4.0  CANCELLATION AND ALTERATIONS OF THE EVENT

4.1  If the event is cancelled because of circumstance beyond the reasonable control of the Organiser; including and not limited to, an act of God, explosion, acts of a public enemy, war, insurrection, terrorist act or threat of terrorist act, sabotage, epidemic, embargoes, strikes or the death of a leading member of the British Royal Family then the participant will not be entitled to a refund of the entry fee and compensation of other losses, such as travel or accommodation expenses.

4.2  The organisers reserve the right to alter aspects of the race at any time. Any alterations, such as a change in start time, will be communicated to participants in good time to allow for plans to be revised.

4.3  The organiser reserves the right to amend the event format at their discretion. If the event format is changed the participant will not be entitled to any refund and no liability can be taken.

5.0  DISQUALIFICATION

5.1  The Organisers reserve the right to disqualify any participant found to be in breach of the terms and conditions.

5.2  Disqualification can be enforced upon partaking in any of the following:

5.2.1        Urination in any area other than designated toilets en-route.

5.2.2        Swapping numbers with another runner, without prior consent from the organiser or through the approved transfer link.

5.2.3        Possession of any banned item, such as dogs, baby joggers, baby strollers, skateboards, Nordic sticks, Kangoo Jump boots, rollerblades, hand cycles, unauthorised bicycles or any other wheeled device on the course, except for hand-propelled wheelchairs in the wheelchair race.

5.2.4        Deviation from the designated route.

5.2.5        Tampering with the timing chip.

5.2.6        Not adhering to the issued timing pen when asked to do so.

5.2.7        Refusing to obey the directions of the event official, city official or course marshal/steward, or who conducts himself/herself in an unsportsmanlike manner, or who uses offensive actions or language to officials, volunteers, participants or spectators may be disqualified from the event.

 

6.0  EVENT DAY

6.1  Participants must follow instructions as given from all event officials including race staff, volunteers, medical personnel, security officers and city officials before, during and after the event.

6.2  All participants are expected to conduct themselves in a professional and courteous manner during their participation in the event. This means, for example, that urinating or defecating anywhere on or near the course shall be strictly prohibited except in toilet facilities. Anyone violating this rule of conduct shall be disqualified from the event and will be asked to leave the course.

6.3  Every participant shall be provided with a race number which MUST be worn on the front of shirts and be visible at all times during the event. The race number is to be worn as issued. No participant shall be permitted to participate in the event without the appropriate number.

6.4  All participants must write their name and details of any health problems or medication on the reverse of the race number, which must be secured to the front of shirts during the race.

6.5  Participants should also inform the race organisers of any special medical conditions.

6.6  Participants must begin the event during the official recognised starting times.

6.7  Roads closed for the race will begin to reopen 2 hours after the race starts. Anyone who is deemed to be unable to complete the course within the required 20-minute-per-mile pace will be approached by a race steward and told that they must use the pavement if they decide to continue as the roads will be opening up and their safety cannot be guaranteed. In the event of you being so far behind we strongly advise you against continuing and you should ask the steward to radio through for a pick up vehicle to come and take you back to the finish line. Before starting the race please give careful consideration to your ability to complete the course in the allotted time.

 

7.0  PARTICIPANT OBLIGATIONS – All participants must oblige to the following:

7.1  Advice provided by the Organiser as well as instructions and directions given by officials and race marshals of the event.

7.2  Avoid using headphones whilst running, to limit the risk of injury to yourself and other participants. The Organiser will not be held responsible for incidents caused as a result of the use of headphones which inhibit the communication of important warnings or information from emergency services or course marshals.

7.3  Display the correct race number provided by the organisers, with appropriate medical information completed on the reverse.

7.4  Avoid deviation from the designated race route

7.5  No participant may bring dogs, baby joggers, baby strollers, skateboards, Nordic sticks, rollerblades, hand cycles, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device on the course, except for hand propelled wheelchairs in the mass race (within a designated pen assigned by the Organiser).

7.6  No participant may bring dogs, baby joggers, baby strollers, Nordic sticks, crutches, unauthorised bicycles, mobility scooters or any other wheeled device on the 10K course, except for hand propelled wheelchairs (within a designated pen assigned by the Organiser). The aforementioned may be permitted on the 2K course, provided they do not pose any danger to participants.

7.7  No participant may bring skateboards, rollerblades, hand cycles, Kangoo Jumps or stilts to either race.

 

8.0  COURSE MONITORING

8.1  Any participant who refuses to obey the directions of the event official, city official or course marshal/steward; or who conducts themselves in an unsportsmanlike manner, or who uses offensive actions or language to officials, volunteers, participants or spectators may be disqualified from the event and future participation at the discretion of race officials.

8.2  Any participant who has been found by a course marshal/steward, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”) shall be immediately disqualified from the event.

8.3  Any person who participates in the event either a) without a current official race number and timing device or b) with a chip or race number not officially assigned to them is subject to removal and disqualification from future events.

8.4  No persons are authorised to be on either course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event, nor shall any participant be allowed, without the permission of the event management, to receive assistance from anyone during the progress of the event. Any person not properly displaying an authorised and issued race number shall be directed to leave the course.

8.5  A hands-on medical examination during the progress of an event by officially designated medical personnel shall not be considered assistance and will not result in disqualification if participant is deemed medically fit. If a participant becomes ill during or after the event and/or receives medical attention or treatment either from event medical staff, medical providers or any doctor or hospital, they authorise such persons to provide details (including details of medical treatment) to the Medical Director of the Cardiff 10K or others authorised by them.

 

9.0  PARTICIPANT SAFETY

9.1  The use of wheeled devices by participants or any other person authorised to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorised course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device will not be permitted for the 10K race. Not all devices are prohibited from the 2K Fun Run. Please refer to sections 7.6 and 7.7 for details of the 2K race.

9.2  Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.

9.3  Medical personnel authorized by the event to do so may examine any participant who appears to be in distress. If in the sole opinion of authorised medical personnel it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.

9.4  Participants must retire at once from the race if ordered to do so by a member of the event’s official staff, official medical staff, or any person in authority, including fire and police officers.

9.5  Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services.

9.6  In the interest of safety, the Race Director and event officials, in consultation with the Police and Emergency Services, reserve the right to delay, cancel, or suspend the race due to extreme inclement weather or a major incident on or near the event route. In these circumstances no refunds will be issued.

9.7  In the event of any major occurrences along the route, the Race Director and the Emergency Services reserve the right to alter/shorten the route, but still provide a race if possible. In these circumstances no refunds will be issued.

9.8  The Race Director and the Emergency Services reserve the right to stop the race at any time, if deemed necessary. These would be in circumstances beyond our control and no refunds would be given.

 

10.0          LIABILITY

10.1          Participation is at the participants own risk. Participants under the age of 18 must have permission from their legal parent or guardian to take part.

10.2          The organiser, its staff, agents or contactors shall not be liable for indirect or consequential loss or damage.

10.3          The Organiser will not be liable for any computer result anomalies or any technical malfunctions.

10.4          Whilst the Organiser takes every care with staging the event, the participant acknowledges that personal accident and personal items insurance is their own responsibility. The organiser shall not be liable to the participant for any loss or damage of or to personal equipment belonging to the participant, or any indirect or consequential loss or damage whatsoever arising out of the participant taking part in the event, or for any loss of business, revenue or profit, loss of reputation, anticipated savings or wasted expenditure, pledges made on your behalf or to charity.

10.5          The Organiser will not be responsible for the behaviour of any spectators or third parties.

10.6          The Organiser cannot be held responsible for any issues or allergies resulting from food and drink products given out on the day of the event.

11.0          COLLECTION AND USE OF DATA – The participant agrees and consents to the Organiser using his/her personal details provided in his/her online registration form for the following purposes:

11.1          Event Administration: The Organiser requires a record of each participants registration details including third party emergency contact information for administration purposes in order to properly and safely conduct the event. By registering for the Cardiff 10K you acknowledge and agree that personal information (including medical information entered against your race number or collected by event medical staff during or after the Event) can be stored and used by Race Organisers Kidney Wales and our delivery partners Front Runner Events and TDL in connection with the organisation, promotion and administration of the Event and for the compilation of statistical information. Any personal data, with the exception of Names, race times, age category, will be deleted within 5 years on the first working day of January of that year. All data is held on password protected computer systems. You can obtain the information that is held about you, request its rectification and request it’s erasure by contacting cardiff10k@kidneywales.cymru. Participants confirm that their name and video footage, audio recordings or photographs taken during their participation may be used to publicise the event, event sponsors/partners and Kidney Wales and the Cardiff 10K generally, including television, website and DVD/video broadcasts.

11.2          Email/SMS Communication: The organiser will use the participants contact data submitted on the online form to send the participant information relating to the event. Contact data may also be used to contact the participant about other events and any further categories of news and promotional information as the participant may have requested on the Online Registration form. The participant acknowledges and agrees that the race organisers may contact the participant following the event inviting the participant to submit or renew his/her registration for future events. If you wish to be excluded from these event messages please contact cardiff10k@kidneywales.cymru. The participant accepts that the Cardiff 10K’s photography partner will be able to email them post event regarding the purchase of participant photos from the event.

 

12.0          RESULT TIMING

12.1          All participants are assigned a chip timing device prior to the event in their race pack.

12.2          Gun time is the official time used for all prize results. Official times are calculated from the start of the race by the starting claxon to the point where the participant crosses the finish line.

12.3          Times shall be rounded up to the next highest second.

12.4          Participants must wear their assigned timing device continuously attached to their runner number from start line to finish line, to receive an accurate finish time.

12.5          Participants found to be wearing two or more timing devices during the race will be disqualified and their results will not be recorded.

12.6          Participants must begin the event during the official recognised starting time in order to register an official course completion time.

12.7          For practical purposes finishing times are only recorded up to 5 hours from the start of the race.

 

13.0          EXCEPTION

13.1          Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.

 

14.0          AMENDMENTS/RESERVATIONS/ACKNOWLEDGEMENTS

14.1          Event officials reserve the right to modify, supplement or waive all or part of the event rules without notice. It is participants’ responsibility to check the event website for any changes. Participants shall be bound by any modification or supplement of the event rules published prior to the event. Failure to follow these event rules, as may be amended, will result in immediate disqualification, loss of prize money and removal from official results.

 

 

7.0 PARTICIPANT OBLIGATIONS

All participants must oblige to the following:

7.1 Advice provided by the Organiser as well as instructions and directions given by officials and race marshals of the event.

7.2 Avoid using headphones whilst running, to limit the risk of injury to yourself and other participants. The Organiser will not be held responsible for incidents caused as a result of the use of headphones which inhibit the communication of important warnings or information from emergency services or course marshals.

7.3 Display the correct race number provided by the organisers, with appropriate medical information completed on the reverse.

7.4 Avoid deviation from the designated race route

7.5 No participant may bring dogs, baby joggers, baby strollers, skateboards, Nordic sticks, rollerblades, hand cycles, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device on the course, except for hand propelled wheelchairs in the mass race (within a designated pen assigned by the Organiser).

 

 

9.0 COURSE MONITORING

9.1 Any participant who refuses to obey the directions of the event official, city official or course marshal/steward; or who conducts himself/herself in an unsportsmanlike manner, or who uses offensive actions or language to officials, volunteers, participants or spectators may be disqualified from the event and future participation at the discretion of race officials.

9.2 Any participant who has been found by a course marshal/steward, event official or surveillance equipment to have gained an unfair advantage by intentionally shortening the route of the race (“cutting the course”) shall be immediately disqualified from the event.

9.3 Any person who participates in the event either a) without a current official race number and timing device or b) with a chip or race number not officially assigned to him/her is subject to removal and disqualification from future events.

9.4 No persons are authorised to be on the course unless they are registered participants. Therefore, no person shall be allowed to accompany a participant if he/she is not registered in the event, nor shall any participant be allowed, without the permission of the event management, to receive assistance from anyone during the progress of the event. Any person not properly displaying an authorised and issued race number shall be directed to leave the course.

9.5 A hands-on medical examination during the progress of an event by officially designated medical personnel shall not be considered assistance and will not result in disqualification if participant is deemed medically fit. If a participant becomes ill during or after the event and/or receives medical attention or treatment either from event medical staff, medical providers or any doctor or hospital, they authorise such persons to provide details (including details of medical treatment) to the Medical Director of the Cardiff 10K or others authorised by them.

 

10. PARTICIPANT SAFETY

10.1 The use of wheeled devices by participants or any other person authorised to be on the course shall be strictly limited to (a) authorised and registered competitive wheelchair participants and (b) authorised course marshals on bicycles. Baby joggers, baby strollers, skateboards, rollerblades, Kangoo Jumps, stilts, crutches, unauthorised bicycles or any other wheeled device will not be permitted.

10.2 Participants are responsible for their recognition and understanding of event signage, symbols and colour relating to participant maps, facilities and direction.

10.3 Medical personnel authorized by the event to do so may examine any participant who appears to be in distress. If in the sole opinion of authorised medical personnel it is in the best interest of the participant’s health and welfare, medical personnel may remove the participant from the event.

10.4 Participants must retire at once from race if ordered to do so by a member of the event’s official staff, official medical staff, or any person in authority, including fire and police officers.

10.5 Participants are responsible and assume liability for any and all medical expenses incurred as a result of training for and/or participation in the event, including but not limited to ambulance transport, hospital stays, physician and pharmaceutical goods and services.

10.6 In the interest of safety, the Race Director and event officials, in consultation with the Police and Emergency Services, reserve the right to delay, cancel, or suspend the race due to extreme inclement weather or a major incident on or near the event route. In these circumstances no refunds will be issued.

10.7 In the event of any major occurrences along the route, the Race Director and the Emergency Services reserve the right to alter/shorten the route, but still provide a race if possible. In these circumstances no refunds will be issued.

10.8 The Race Director and the Emergency Services reserve the right to stop the race at any time, if deemed necessary.  These would be in circumstances beyond our control and no refunds would be given.

 

11. LIABILITY

11.1 Participation is at the participants own risk.

11.2 The organiser, its staff, agents or contactors shall not be liable for indirect or consequential loss or damage.

11.3 The Organiser will not be liable for any computer result anomalies or any technical malfunctions.

11.4 Whilst the Organiser takes every care with staging the event, the participant acknowledges that personal accident and personal items insurance is their own responsibility. The organiser shall not be liable to the participant for any loss or damage of or to personal equipment belonging to the participant, or any indirect or consequential loss or damage whatsoever arising out of the participant taking part in the event, or for any loss of business, revenue or profit, loss of reputation, anticipated savings or wasted expenditure, pledges made on your behalf or to charity.

11.5 The Organiser will not be responsible for the behaviour of any spectators or third parties.

11.6 The Organiser cannot be held responsible for any issues or allergies resulting from food and drink products given out on the day of the event.

 

12. COLLECTION AND USE OF DATA

The participant agrees and consents to the Organiser using his/her personal details provided in his/her online registration form for the following purposes:

12.1 Event Administration

The Organiser requires a record of each participants registration details including third party emergency contact information for administration purposes in order to properly and safely conduct the event.

By participating in the Cardiff 10K you acknowledge and agree that personal information (including medical information entered against your race number or collected by event medical staff during or after the Event) can be stored and used by Race Organisers Kidney Wales and our delivery partner Run 4 Wales Ltd in connection with the organisation, promotion and administration of the Event and for the compilation of statistical information.

I confirm that my name and television, video footage, audio recordings or photographs taken during my participation may be used to publicise the event, event sponsors/partners and Kidney Wales and the Cardiff 10K generally, including television, website and DVD/video broadcasts.

12.2 Email/SMS Communication

The organiser will use the participants contact data submitted on the online form to send the participant information by email and or SMS relating to the event, other events and any further categories of news and promotional information as the participant may have requested on the Online Registration form.

The participant acknowledges and agrees that the organiser may send an email or SMS notification following the event inviting the participant to submit or renew his/her registration for any future events.

The participant accepts that the Cardiff 10K’s photography partner will be able to email them post event regarding the purchase of participant photos from the event

 

13. RESULT TIMING

13.1 All participants are assigned a chip timing device prior to the event in their race pack.

13.2 Gun time is the official time used for all prize results. Official times are calculated from the start of the race by the starting claxon to the point where the participant crosses the finish line.

13.3 Times shall be rounded up to the next highest second.

13.4 Participants must wear their assigned timing device continuously attached to their runner number from start line to finish line, to receive an accurate finish time.

13.5 Participants found to be wearing two or more timing devices during the race will be disqualified and their results will not be recorded.

13.6 Participants must begin the event during the official recognised starting time in order to register an official course completion time.

13.7 For practical purposes finishing times are only recorded up to 5 hours from the start of the race.

 

14. EXCEPTION

14.1 Any individual requesting a waiver of any of these rules from the event shall submit a written request no less than 30 days prior to the event date specifying the nature of and reasons for the request.

 

15. AMENDMENTS/RESERVATIONS/ACKNOWLEDGEMENTS

15.1 Event officials reserve the right to modify, supplement or waive all or part of the event rules without notice. It is participants’ responsibility to check the event website for any changes. Participants shall be bound by any modification or supplement of the event rules published prior to the event. Failure to follow these event rules, as may be amended, will result in immediate disqualification, loss of prize money and removal from official results.

Privacy Notice

This privacy notice explains how Kidney Wales (we or us) of 2 Radnor Court, 256 Cowbridge Road East, Cardiff, CF51GZ, collects, stores and uses your personal information.
We are the data controller of your personal information.
If you have any queries about this privacy notice or wish to exercise any of the rights mentioned in it,
please contact our Data Protection Officer, either in writing at 2 Radnor Court, 256 Cowbridge Road East, Cardiff CF5 1GZ or via email at team@kidneywales.cymru

Collection of your personal information
We use personal information about you in the following ways:
• to confirm your identity when you sign up to a race;
• to consider and assess your application to enter a race;
• to provide you with information that you ask us for and notify you about changes to our services;
• to publish race results, photographs and videos
• to provide you with information about other events that we think you may be interested in;
• to communicate with you in response to any request, query or complaint that you may have;
• to improve our website and social media channels to ensure that content is presented in the
• most effective manner for you and for your computer; and
• to keep our website safe and secure.
Your personal information may be converted into statistical or aggregated data which cannot be used
to re-identify you. It may then be used to produce statistical research and reports. This anonymised
data may be used in all the ways described in this privacy notice.
• What personal information do we collect?
We collect the following information from you:
• Your title, full name, your contact details, including for instance your email address, home and mobile telephone numbers, next of kin details;
• Your home address, correspondence address (where different from your home address) and
address history;
• Your date of birth and/or age;
• Your gender
• Your nationality, if this is necessary for us to comply with our legal and regulatory requirements;
and
• Some special categories of personal data such as about your health such as any known
• medical conditions and any medication that you may be taking.
• Do you have to provide your personal information to us?
If you do not provide us with the personal information we need, we may be unable to provide you with our services or we may be unable to process your application to enter into our race.
• Where do we collect your personal information from?
We will generally collect your personal information directly from you.
• Keeping in contact
We may use your home address, phone numbers and email address to provide you with important information.
In addition, we may use your contact details to contact you to provide you with marketing information about our other events which may be of interest to you. You will have the opportunity to opt out of receiving such marketing information when you first provide your details to us, and you can change your mind at any time by contacting our Data Protection Officer.
• What are our legal grounds for collecting and using your personal data?
We are required under data protection legislation to explain our legal grounds for processing your
personal information.
The legal grounds that are relevant to us are:
Processing which is necessary to perform our contract with you. We use this ground for:
• administering and managing your account;
• providing you with information in relation to the event/s that you have entered;
• sharing your personal information with other payment services providers; and
• sharing your personal information with other service providers who assist with the
administration, organising and running our events.
Processing which is necessary to comply with our legal obligations. We use this ground for:
• compliance with laws that apply to us;
• to deal with requests from you to exercise your rights under data protection laws;
• notifying you about any changes to our terms or our privacy notice;
• communicating with you in response to any query, request or complaint you may have.
Processing which is necessary for our own legitimate interests where these interests are not outweighed by any prejudice to your rights and freedoms. We use this ground for:
• administering and managing your account and updating your records;
• to test the performance of our services and internal processes;
• to adhere to guidelines and best practice under the regimes of regulatory bodies;
• for market research and analysis and developing statistics;
• for direct marketing communications; and
• communicating with you in response to any query, request or complaint you may have.
Processing with your consent. We use this ground for:
• when you request that we share your personal information with someone else and consent to
that; and
• some of our processing of special categories of personal information such as about your health
or if you are a vulnerable customer (and it will be explained to you when we ask for that explicit
consent what purposes, sharing and use it is for).
Processing which is for a substantial public interest under laws that apply to us where this help us to meet our broader social obligations. We use this ground for:
• processing of special categories of personal information such as about your health.
• How and when can you withdraw your consent?
As we explain above, much of what we do with your personal information is not based on your consent.
Instead, it is based on other legal grounds. For processing that is based on your consent, you have the right to withdraw your consent at any time. You can do this by contacting us using the details above.
The consequence of withdrawing your consent might be that we cannot send you some marketing communications or that we cannot take into account special categories of personal data such as about your health (but these outcomes will be relevant only in cases where we rely on explicit consent for this).
• Who do we share your personal information with?
We may share your personal information with:
• Race entry platform partner
• Race photographer
• Race timing & results
• Race pack fulfilment
• Official race charities (Where applicable)
• Race medical partner
• Race licence provider and/or insurer
• CRM provider
• Is your personal information transferred outside the European Economic Area?
Some of the information you provide to us may be transferred to, stored and processed by third
party organisations which process data for us and on our behalf. These third parties may be based (or store or process information) in the UK or elsewhere including outside of the EEA. As with many organisations, these third parties may include third party IT platforms (including cloud-based platforms), suppliers of administrative and support services and suppliers of other specialists
products.
• Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being
accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal
information to those who have a genuine business need to know it. Those processing your
information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
• What should you do if your personal information changes?
You should tell us without delay so that we can update our records. The contact details for this purpose are team@kidneywales.cymru
• For how long is your personal information retained by us?
We will generally hold your information for a period of seven years in line with regulatory requirements.
In some circumstances, we may keep your information for longer than this, for instance where we are required by law to do so.
• Your rights
You have the following rights under current data protection legislation:
• The right to be informed.
• The right to ask us to correct your personal information if it is inaccurate and to have incomplete
• personal information completed.
• The right to object to our processing of your personal information.
• The right to restrict processing of your personal information in certain circumstances.
• The right ask us to have your personal information erased. This right is not absolute – it applies only in particular circumstances and, where it does not apply, we will tell you. We will not be able to comply if we are required to keep your personal information in order to comply with a legal obligation or to exercise or defend legal claims.
• The right to request access to the personal information held about you. This is often described as a Subject Access Request.
• The right to ask for your personal information in a reusable format (known as the right to data portability). This right only applies where personal information is being processed based on your consent or for performance of a contract and is carried out by automated means. This is separate to a Subject Access Request.
If you are unhappy with the way that we are handling your personal information, please contact our Data Protection Officer in the first instance and we will try to resolve your complaint. However, you do also have the right to complain to the Information Commissioner’s Office, which is the regulator for data protection laws: https://ico.org.uk/