1. Introduction
1.1 We are committed to safeguarding the privacy of participants for our event.
1.2 This policy applies where we are acting as a data controller with respect to the personal data of our participants; in other words, where we determine the purposes and means of the processing of that personal data.
1.3 In this policy, “we”, “us” and “our” refer to SUP Event Management Ltd who are the event organiser for the Head of the Dart SUP Challenge. For more information about us, see Section 7.
2. How we use your personal data
2.1 In this Section 2 we have set out: (a) the general categories of personal data that we may process; (b) the purposes for which we may process personal data; and (c) the legal bases of the processing.
2.2 We may process your registration data (“profile data“). The profile data may include name, age, board make, race category, SUP club and answers to any specific questions asked. The source of the profile data is from you via our event registration platform Webscorer (details on their privacy policy can be found here https://www.webscorer.com/privacy). This profile data may be processed for the purposes of analysing participation (event confirmation lists) and to facilitate the organising of the event (registration, safety briefings, results etc). To aid with the event, details relating to event confirmation and results will be published online via Webscorer, social media platforms and the event website (https://headofthedart.wordpress.com/). The legal basis for this processing is consent, given at the point of registration.
2.3 We may process your personal data that is provided in the course of registering for the event (“personal data“). The personal data may include name, date of birth, address, mobile number, next of kin and medical conditions disclosed relevant to the activities. The source of the personal data is you via our event registration platform Webscorer (SaaS solution). The personal data may be processed to enable event organisers and their safety providers to provide appropriate safety cover. The legal basis for this processing is consent, given at the point of registration.
2.4 We may process information that you provide to us for the purpose of email notifications relating to event information (“notification data“). The notification data may be processed for the purposes of sending you relevant event details and paddler information packs. The legal basis for this processing is consent, given at the point of registration.
3. Providing your personal data to others
3.1 We may disclose your personal data to our event partners (including but not limited to Waterborn SUP, Coast to Coast Water Safety Ltd, First Aid provider) and volunteers insofar as reasonably necessary for the purposes of maintaining participants safety, insurance coverage and managing risks, and on the legal bases, set out in this policy.
3.2 Financial transactions relating to registering for the event may be handled by our payment services providers, PayPal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments and refunding such payments. You can find information about the payment services providers’ privacy policies and practices at https://www.paypal.com/uk/webapps/mpp/ua/privacy-full.
3.3 In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4. Retaining and deleting personal data
4.1 This Section 4 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
4.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
4.3 We will retain your personal data as follows: (a) profile and personal data category will be retained for a minimum period of one (1) years following the date of registration, and for a maximum period of seven (7) following the date of registration.
4.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
5. Amendments
5.1 We may update this policy from time to time by publishing a new version on our website.
5.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
5.3 We may notify you of changes to this policy upon registration.
6. Your rights
You have the following rights in accordance with data protection legislation. Please note that some of the rights may only apply under certain circumstances:
6.1 The right to obtain a copy of the personal data we have collected about you, and to transmit said copy to another data controller; the right to update or amend the personal data we have collected about you if it is inaccurate or incomplete; the right to erase, or restrict the processing of, the personal data we have collected about you; the right to object to the processing of the personal data we have collected about you, including in respect of any data processed for direct marketing purposes;
the right to withdraw any consents you have provided in respect of our processing of your personal data, and; the right to lodge a complaint with the ICO (www.ico.org.uk).
6.2 Provision of any data information requests, contact the DPO. Any request will be subject to: (a) the payment of a fee (currently fixed at GBP 10); and (b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
6.3 We may withhold personal information that you request to the extent permitted by law.
6.4 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
7.Our details
7.1.The event website is hosted by WordPress.
7.2 The event is organised by SUP Event Management Ltd who maintain the Head of the Dart SUP Challenge social media accounts and website.
7.3 We are registered in England and Wales under registration number 13723843, and our registered office is at 2 Rivermead Road, Woodley, READING RG54DH,UNITED KINGDOM.
7. 4 Our principal place of business is as above as well as Tushingham Sales Ltd (Unit B, Halwell Business Park, Totnes TQ9 7LQ) for the week before the event
7.5 You can contact us: (a) by post, to the postal address given above; (b) by email to supeventmanagement@gmail.com or headofthedartsup@gmail.com
8.Data protection officer
8.1 Our data protection officer’s contact details are: supeventmanagement@gmail.com.