Privacy Statement

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

purepeakgrit@gmail.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

Names and contact details

Gender

Addresses

Date of birth

Emergency contact details

Next of kin details

Health information (including medical conditions, test results, allergies, medical requirements and medical history)

Dietary information (including allergies and health conditions)

Information about lifestyle, interests or personal history

Records of meetings and decisions

Website user information (including user journeys and cookie tracking)

Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

Names and contact details

Addresses

Donation history

Tax payer information (for Gift Aid purposes)

We collect or use the following personal information for service updates or marketing purposes:

Names and contact details

Marketing preferences

Recorded images, such as photos or videos

Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

Name

Contact information

Any other personal information required to comply with legal obligations

Health and safety information

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details

Address

Payment details

Purchase or service history

Financial transaction information

Information relating to health and safety (including incident investigation details and reports and accident book records)

Correspondence

We also collect or use the following special category information for dealing with queries, complaints or claims. This information is subject to additional protection due to its sensitive nature:

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

Information provided allows screening of potential applicants for Pure Peak Grit cycling event and to make provision of services based on the demograph of entrants (experience, expected ride time and specific facilities required for e.g gender or additional support/adjustments). The risk of not having this information could impact safety provision and adequate provisions of services during the event. Holding and processing contact details for the participants is necessary for efficient communication. The safety of entrants is ensured by collecting details regarding medical conditions, dietary requirements\/allergies and details of emergency contacts. The risk of not holding this data puts the safety of participants at risk.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

The optional provision of social media details is intended to benefit both participants and external partners if consent is given. Media produced during the event (photos\/videos) are made accessible for each participant’s personal benefit as well as benefiting charity\/partners of the event.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

Directly from you

Publicly available sources

How long we keep information

We will retain your information for a maximum of 5 years after the event date. After this time the following details may be retained indefinitely and displayed on our website:

Name
Gender
Finishing time
Year of ride

Accompanying photos and media will also be retained indefinitely for marketing purposes unless you have opted out initially or at registration.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

The Entry Point

This data processor does the following activities for us: Collects personal information directly via their website and provides us with the information when participants sign up to the event.

Follow My Challenge

This data processor does the following activities for us: Processes name and gender information to display the real time location of participants on their website (via .gpx tracker), which also acts as a safety feature for the event.

Others we share personal information with

Emergency services

Publicly on our website, social media or other marketing and information media

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

01/10/25

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