1. Introduction
At [Insert Event/Organiser Name], we are committed to keeping your data safe. This statement explains how we collect, store, and use your personal information when you register your interest to take part in our upcoming fundraising hike.
2. Who We Are (Data Controller)
[Insert Event/Organiser Name] acts as the “data controller” for the information collected on this website.
- Contact Email: [Insert Event Support Email]
- Address: [Insert Physical or Business Address]
3. Personal Data We Collect
To manage this event safely, we collect the following information during registration:
- Contact Information: Your name, email address, phone number, and postal address.
- Emergency Contact Details: The name and phone number of someone we can contact in an emergency during the hike.
- Health and Accessibility Information (Special Category Data): Any medical conditions, allergies, or physical support needs you voluntarily share to ensure your safety on the trail. [1]
4. How and Why We Use Your Information (Lawful Basis)
We process your information under strict GDPR legal grounds:
- Legitimate Interests / Contractual Steps: We use your contact details to send you essential event logistics, route maps, safety briefings, and start times. [1]
- Explicit Consent: We will only process your health, medical, or dietary details if you explicitly tick the safety consent box on our form.
- Vital Interests: We will share your emergency contact and medical details with professional first-aid teams or emergency services during the event only if an accident occurs. [1]
- Marketing Consent: We only send you newsletters or future event invites if you actively choose to opt-in. [1]
5. Data Sharing and Safety Partners
Your data is strictly confidential. We do not sell or rent it. We only share relevant details with trusted partners necessary to run the event: [1]
- Safety & First Aid Teams: On-site medical staff will receive a list of relevant health conditions to ensure participant safety on the trail.
- The Beneficiary Charity: If this hike is raising funds for a specific charity, your contact data is only shared with them if you opt-in to their communications.
- Software Providers: Trusted platforms used to manage your registration (e.g., event management platforms or email systems).
6. Data Retention
We store your registration information only as long as necessary.
- Medical & Emergency Data: Securely deleted within [e.g., 30 days] after the hike concludes.
- Financial & General Records: Retained for [e.g., 2 years or 6 years if accounting rules apply] to meet legal and insurance requirements.
7. Your Rights
You hold complete control over your data. You can request to view, correct, or completely delete your registration records at any time before the event by emailing [Insert Event Support Email]. (Note: Deleting your data prior to the event will result in the cancellation of your registration, as we cannot safely permit participation without emergency details).