Privacy policy

Privacy policy

This web page gives some information about the privacy policy of this website. It provides information under the following headings:

• Use of personal data - publication of photos of runners
• Use of personal data - collection of race results and publishing details of those that have done well
• Use of personal data - submission of photos to the press
• Use of personal data - publishing the results of races
• How long is the personal data kept
• International transfers
• Use of cookies
• Updates to the policy and queries about it

Use of personal data - publication of photos of runners

I take photos of runners at races and make these available at www.oxonraces.com/photos. That web page has links to albums of photos that are actually stored on flickr and sometimes also on Facebook. The photos are free for people to download.

I regard the publication of these photos to be a legitimate interest. This is for a number of reasons.

1. Many runners expect race photos to be available.
2. Lots of runners enjoy seeing photos of them taking part in a race.
3. Some runners use the photos in posts to Facebook or in web pages or adopt a photo as their Facebook profile photo.
4. Some clubs use the photos on their website to promote their club and/or submit the photos to newspapers in stories to promote their club.

There are two ways in which a runner can opt out of having their photo published by this website. Before the race, they can indicate that they do not want photos published by providing a large thick red cross across their race number. If the race number has to be collected from the Race HQ before the race, then the race organiser will arrange for a red marker to be available at the Race HQ which will enable the runner to add a large thick red cross. After the race, a runner can indicate that they would like their photo removed from my website by e-mailing me the name of the race, their race number and the frame numbers of the photos that they would like removed.

UK Athletics has issued guidance that permission to publish photos should be obtained from a runner's parent/carer if the runner is under 18. I am ensuring that this is addressed using one of the following ways for each race:

1. The race organiser provides an area on the entry form where the parent/carer, as well as the runner, indicates that they do not wish photos to be published. If the runner/parent/carer indicates this, the race organiser adds a large thick red cross across the race number.
2. The race organiser indicates in the entry information that a runner who is under 18 needs to get permission from their parent/carer if they wish their photos to be published. The runner adds a large thick red cross if they or their parent/carer does not wish photos to be published.
3. The race organiser provides me with a list of the race numbers of runners that are under 18 and I will exclude photos of those runners from the photos that are published.

Use of personal data - collection of race results and publishing details of those that have done well

For some races, I obtain the results of the race. I then analyse these results to find those Oxfordshire club runners that have done well in the race. By "done well", I mean those runners that have finished towards the top of their age category. Those runners who have chosen not to have their photos published will not be included. The result and photo of those runners that have done well may appear on the web pages at www.oxonraces.com/news, www.oxonraces.com/blog and www.oxonraces.com/photos/reviews.

I regard collecting the results of races and publishing the details of those that have done well to be a legitimate interest as it promotes both the runner and their club.

A runner can opt out of being included on the web pages of those that have done well by e-mailing me.

Use of personal data - submission of photos to the press

For a race where I have taken photos, I submit suggestions to local newspapers as to which photos they might want to include in stories about this week's races. Those runners who have chosen not to have their photos published will not be included.

So I provide to the newspapers both photos and results of some runners.

I regard the publication of this personal data to be a legitimate interest as it promotes both the runner and their club.

A runner can opt out of being included in future suggestions to the newspapers by e-mailing me.

Use of personal data - publishing the results of races

When people take part in a race, they usually expect the race to be timed and for results to be published somewhere on the web. I regard the publication of the results to be part of the contract between the race organiser and the runner. Usually, the race organiser publishes the results on their website or on their Facebook group or links to the results that have been provided by a third party such as a chip timing company. Infrequently, the race organiser is unable to do this and asks me to upload the results to my website. So this website occasionally publishes the results of a race. Also infrequently, I pass on these results to the press to provide supporting information for stories they write about races. These results will include (but not be limited to) the following personal data for each runner: name, any club affiliation, race times, and age category.

How long is the personal data kept

Currently, it is planned to keep the data indefinitely.

International transfers

The photos of runners are stored on flickr. Here's a link to flickr's web page about privacy.
Some of the photos of runners are also stored on Facebook. Here's a link to Facebook's web page about GDPR.
The web pages at www.oxonraces.com are stored on servers at hostgator - here's a link to hostgator's web page about GDPR.
The web pages at www.oxonraces.co.uk are stored on servers at a2hosting - here's a link to a2hosting web page about GDPR.

Use of cookies

A cookie is a small data file that is written to the device you are using to access the website. I use cookies on some of the web pages of this website. Each web page that uses a cookie is using it to set a preference for your use of the website. Each web page that allows you to set a cookie explains what the cookie is being used for and allows you to decide whether you want to use a cookie to set this preference. It also allows you to delete the cookie if it has previously been created by the web page. There is more about how cookies are used by this website on the about web page. There is more about what a cookie is at www.allaboutcookies.org.

Tracking usage

I arrange for usage of this website to be tracked and recorded in the website's access log. The access log records your IP address, the type of web browser you are using, which web page directed you to my website and some other information. I use this information to troubleshoot and resolve any problems with the website and to summarize usage of the website.

Updates to the policy and queries about it

This privacy policy may be changed without prior notice. If you have a query about this website's privacy policy, please e-mail me.