Inclusivfit
Privacy Policy
This statement was updated on 10th December 2023. It outlines the policy that Inclusivfit (company number 15212501 registered in England and Wales) takes towards your privacy in line with the General Data Protection Regulation (GDPR). This is in relation to participant registrations processed for Inclusivfit sessions organised under the name Inclusivfit.
Our Commitment to Privacy
Your privacy is important to us. We never have, nor will we, share information with 3rd parties unless obliged or permitted to by law. We gather information from our runners in order to process their race applications which means that we have to publish a Privacy Policy, explaining what data we may collect, what we need it for and what we do with it. We follow best practices on handling and storing of your data.
Introduction
The website is maintained by Inclusivfit. For the purposes of data protection legislation, Inclusivfit is the data controller and the owner of Home (inclusivfit.org). Inclusivfit is committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). The registered company address is 25 West View Road, Batheaston, Bath, BA1 7PN.
This Policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation. Our Data Protection Statement describes your rights as a data subject.
Your consent
By submitting your information to us upon registration you consent to the use of that information as set out in this privacy policy. If we change this privacy policy we will post the changes on this page, and may place notices on other pages of the Website, so that you may be aware of the information we collect and how we use it used at all times. We may also email you should we make any changes so that you may consent to our use of your information in that way. Continued use of our Website will signify that you agree to any such changes
The information we collect about you
We may collect the following information about you in the following ways; registration forms, phone, email or other forms of direct communication. Together this information is known as your participants data.
Identity Data: May include your name, date of birth, gender and race
Contact Data: Email address, address, mobile number, emergency contact name, emergency contact phone number
Financial Data: May include your bank account details
Technical Data: May include your IP address, browser type and version, time zone setting and location, operating system. This is automated collected by 3rd party services that process registrations and enquiries by means of cookies and similar technologies.
Profile Data: May include purchases or orders, your current activity level, wellbeing score, interests, preferences and responses to survey questions
Usage Data: May include information on how you use our website, products and services.
Marketing and Communications Data: May include your preferences on how you receive marketing communications from ourselves and 3rd parties.
Activity Data: May include video and photography from the sessions, details of sessions you have attended.
Medical Data: May include information on sensitive medical conditions you chose to share with us on your registration forms. With your permission, this will be shared with the emergency services and your doctors if you are referred through your GP.
Our legal basis for processing your information
We will process your participant data on the basis of the following legitimate interests:
To process your registration for our sessions and to look after your welfare. Anonymised summary data across all registrations from our sessions may be shared with GP surgeries, our funders, Shareholders and may be used in applying for future grants.
We will share only what is needed for those purposes and, where possible, will anonymise the data before sharing. Under certain conditions, Inclusivfit may be required to share your personal information with the police and other law enforcement agencies for the purposes of crime prevention or detection.
How we use your information
Depending upon the nature of your request to us we may use your personal information for a number of purposes, including:
To process any request for advice or information supplied by us.
To process any registrations, you make to participate in any of our sessions.
To track your progress in any of our sessions.
To send you health and safety and other relevant session information for any Inclusivfit sessions that you are participating in.
To send your marketing information; notify you of new sessions, special offers and information on event partners that may be of interest to you should you consent to receiving these from us, only by means agreed with you.
To comply with our statutory and regulatory obligations.
In the case of Medical Data, to be used to allow medical assistance to be given to you if and when required when competing in one of our sessions.
If you have volunteered to parkrun, your parkrun barcode number and name will be shared with the parkrun team to ensure effective event communication.
For other purposes related to Legitimate Interest.
Share anonymised data summaries with our practice partners and local government to track local activity levels and sporting engagement
Share anonymised data summaries with potential future practice event partners to demonstrate the benefits that Inclusivfit sessions can offer to an area or location. Eg Local Authority, GP surgeries.
Analyse anonymised data to monitor session trends.
We will share your contact information with government Track and Trace programs if any person during our sessions reports a positive covid test result.
How do we store and protect your information
The internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the internet.
Your participant Data is held in protected folders within the cloud (Google Drive and/or Dropbox) and password protected 3rd party sites used for registration and email enquiries (EtchRock) email (Privacy Policy – Privacy & Terms – Google). You may review their privacy policies by clicking on the links. These storage systems have inbuilt security and access is restricted and controlled by Inclusivfit. Your data may also be printed and stored in our filing system.
Your image may be held on Facebook, Twitter, Instagram, Youtube, among other sites. It is recommended you review the Privacy Policy of these sites independently.
Where practicable, we protect your data via password-protection of file attachments and/or file encryption.
Owing to the global nature of the internet's infrastructure the information you provide may be temporarily transferred to and stored in countries outside the European Economic Area, for example if the location of the Internet service provider hosting our Website is outside of this area. By your continual use of our website you consent to any transfer of your personal information outside the European Economic Area.
By submitting your personal data, you agree to this transfer, storing and processing.
We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.
Mandatory Breach Notification: If a security breach that is likely to “result in a risk to the rights and freedom of individuals” occurs, it is compulsory to notify both users and data protection authorities within 72 hours.
Images
- You acknowledge that our sessions may be televised, filmed and/or otherwise recorded and photographs and/or footage may be taken, all of which may capture your participation in any such session. By registering for a session you grant us and those authorised by us the free and unfettered right to use such photographs, filming and recording for any purposes it deems reasonable including, but not limited to, publication, display, sale and distribution by means of film, television, radio, print media, internet, publicity material or any other new media now or in the future.
- You accept and acknowledge that our official photography supplier may take photographs of you during your participation in our sessions. In this connection you accept that Inclusivfit and our official photography supplier may upload this image onto the official photography supplier’s website or on the Inclusivfit website; and these photographs are intended for marketing only.
Finding out what information Inclusivfit hold about you
Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please email: inclusivefituk@gmail.com You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting.
Website Cookies
Our websites may transfer cookies to your device’s storage in order to remember who you are. We will not use the cookies in order to collect personally identifiable information about you. By continuing to use the website you consent to relevant cookies being set on your device. Other essential technical information is also collected by the website provider, such the page or service you are requesting, type of browser and operating system used, and the date and time of access.
Data Retention
Any data that we collect from you will be deleted in accordance with timescales set out below:
We will only retain your participants Data for as long as necessary to fulfill the purposes for which it was collected which includes satisfying any accounting, legal and reporting requirements. Please note by law we are required to hold basic information about our customers, including Contact, Identity and Transactional Date for six years for tax purposes.
If you have subscribed to our mailing list then you can unsubscribe at any time.
Your individual participants data pertaining to a particular session will be deleted within 18 months from the holding of that event. The anonymised data, representing a summary of all event participants, may be held indefinitely to track trends of participation and to show the benefits that sporting events can offer to locations and organisations.
Changes to this policy
This policy may be updated from time to time should any of the services we offer through this website change, or how we collect, use, store or process your participants Data, or if there are further changes to the data protections laws and regulations.
Change of business ownership and control
Should any part of the business change ownership, the participants Data provided by users will, where relevant, be transferred to the new owners and under the terms of the privacy policy by permitted to use the Data for which it was originally intended.