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Privacy Policy

Last updated: September 2026

 

SheRACES (“SheRACES”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

 

This Privacy Policy explains how we collect, use and protect personal information when you visit the SheRACES Trail Series website, contact us, or enter and participate in a SheRACES event.

 

We aim to keep this notice clear and straightforward. It should be read alongside our Race Terms & Conditions and, where you enter through RaceNation, the RaceNation Privacy Policy.

 

1. Who we are

SheRACES is the organiser of the SheRACES Trail Series.

 

For questions about how we use your personal information, please contact: hello@sheracestrailseries.com

 

Where appropriate, we will work with our service providers, including RaceNation, to manage information relating to your event entry.

 

2. What information we collect

Depending on how you interact with us, we may collect and use information including:

  • your name and contact details;

  • your date of birth and age category;

  • your race entry, distance and race results;

  • club or team affiliation, where provided;

  • emergency contact details;

  • information you provide when contacting us or making an enquiry;

  • information relating to transfers, deferrals, refunds or other changes to your entry;

  • relevant information you choose to provide about a medical condition, allergy, medication, injury or other health matter where this is necessary for your safety at an event;

  • photographs and video footage taken at our events; and

  • technical information about your use of our website, including IP address, browser/device information and website usage information, where applicable.

 

RaceNation

Race registration and payment are processed through RaceNation. RaceNation operates the registration platform and holds registration information in accordance with its own privacy policy.

 

We have access to relevant registration information through the RaceNation organiser platform so that we can administer and safely deliver the event. This may include information such as your name, contact details, race entry, emergency contact details and other information you provide as part of your registration.

 

You should read the RaceNation Privacy Policy for information about how RaceNation collects, stores and processes your information through its platform.

 

3. How we use your information

We use personal information where necessary to:

  • administer your event entry and participation;

  • communicate with you about your entry and the event;

  • provide race instructions, safety information and other important event communications;

  • manage transfers, deferrals and refunds;

  • organise race numbers, timing, results and participant tracking;

  • contact your emergency contact where reasonably necessary for your health or safety;

  • provide relevant information to our medical team, marshals and other event personnel where necessary to keep you safe;

  • manage incidents, withdrawals and emergencies;

  • meet our legal, regulatory, insurance and licensing obligations;

  • respond to enquiries and provide customer support;

  • improve the organisation and delivery of future SheRACES events;

  • maintain the security and operation of our website and systems; and

  • where you have given permission, send you marketing communications about SheRACES and future events.

 

We will not use your personal information for purposes that are incompatible with those described in this Privacy Policy without providing further information where required.

 

4. Our legal bases for using your information

Depending on what we are doing, we rely on one or more of the following lawful bases under UK data protection law:

Contract: where we need your information to provide the event you have entered, administer your entry or fulfil our obligations to you.

 

Legitimate interests: where it is necessary for us to run and improve our events, communicate with participants, maintain event security, protect participants and staff, manage our organisation and keep appropriate records.

 

Legal obligation: where we need to use or retain information to comply with a legal, regulatory, insurance or licensing requirement.

 

Consent: where we ask for your consent, for example for certain marketing communications or non-essential cookies. Where we rely on consent, you can withdraw it at any time.

 

5. Health and medical information

Some information relating to your health is considered special category data and receives additional protection under UK data protection law.

 

You may choose to provide relevant medical information when entering or participating in an event so that we and our medical or event teams can respond appropriately if you become unwell or are injured.

 

We will only use this information where necessary and for appropriate purposes, such as protecting your health and safety, responding to an emergency, providing appropriate medical assistance, or meeting our legal obligations.

 

Access to medical information will be limited to people who reasonably need it for these purposes, such as relevant members of the event medical team.

 

We will not use health information for marketing purposes.

 

6. Who we share information with

We may share relevant personal information with trusted organisations and service providers where necessary to organise and deliver the event. These may include:

  • RaceNation, which provides our registration platform;

  • event timing and tracking providers;

  • event medical and first aid providers;

  • marshals and event staff where necessary for event operations and safety;

  • governing bodies, licensing organisations or insurers where required;

  • photographers and videographers where relevant to event photography and filming;

  • technology, website, email and communications providers;

  • professional advisers, such as insurers, accountants or legal advisers; and

  • emergency services or other authorities where reasonably necessary or legally required.

 

We only share information that is reasonably necessary for the relevant purpose.

 

We do not sell your personal information.

 

7. Event results

Race results may be published and may include information such as your name, race category, finishing time and club affiliation where provided.

 

You may request that your name is not publicly displayed in the event results by contacting us at hello@sheracestrailseries.com

 

Please note that results may also be provided to relevant governing bodies, licensing organisations or timing providers where necessary for the administration or validation of the event.

 

8. Photography and filming

Photography and filming may take place at SheRACES events.

 

Images and footage may be used to document and promote SheRACES, including on our website, social media channels and other promotional materials.

 

If you do not wish to appear in promotional photography or filming, or you would like a particular image not to be used for promotional purposes, please contact us at hello@sheracestrailseries.com before the event wherever possible.

 

We will make reasonable efforts to accommodate requests received before publication, but cannot guarantee removal of material that has already been published or shared by third parties.

 

9. Marketing

We may contact you about future SheRACES events, news and related information where we are legally permitted to do so.

 

Where we rely on your consent for marketing, you can withdraw that consent at any time by contacting us or using the unsubscribe option in a marketing email.

 

You will continue to receive essential communications relating to an event you have entered, even if you opt out of marketing.

 

10. Cookies and website technologies

Our website may use cookies and similar technologies.

 

Some cookies are strictly necessary for the website to operate properly. Other cookies, such as analytics or marketing cookies, may help us understand how people use our website or measure the effectiveness of our communications.

Where required by law, we will ask for your consent before using non-essential cookies or similar technologies.

 

You can manage your cookie preferences through our cookie settings and can also control cookies through your browser settings.

 

The exact cookies used on our website may change from time to time. Our cookie settings will provide the most up-to-date information about the cookies in use and the choices available to you.

 

11. How long we keep your information

We keep personal information only for as long as we reasonably need it for the purposes described in this Privacy Notice, including to:

  • administer and evidence your participation in an event;

  • deal with queries, complaints or incidents;

  • meet legal, insurance, accounting and regulatory requirements;

  • maintain appropriate event records; and

  • resolve disputes or protect our legal rights.

 

Different types of information may therefore be retained for different periods.

 

Where information is no longer required, we will securely delete it or, where appropriate, anonymise it.

RaceNation's retention of information held on its systems is governed by its own privacy arrangements and retention policies.

 

12. Keeping your information secure

We take reasonable and appropriate steps to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

 

Access to personal information is restricted to people and organisations who need it for legitimate event, business, safety or legal purposes.

 

However, no method of transmitting or storing information can be guaranteed to be completely secure.

 

13. Your rights

Depending on the circumstances, you have rights under UK data protection law including the right to:

  • ask for access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information where there is no lawful reason for us to continue using it;

  • ask us to restrict how we use your information in certain circumstances;

  • object to certain processing, including processing based on legitimate interests;

  • withdraw consent where we rely on consent; and

  • receive certain information in a portable format where the right applies.

These rights are subject to certain legal exceptions and limitations.

 

If you would like to exercise a right or ask us a privacy question, please contact:

hello@sheracestrailseries.com

 

Where your request relates specifically to information held and controlled by RaceNation, we may direct you to RaceNation or work with them to help deal with your request. You can also contact RaceNation directly through the details in its Privacy Policy.

 

14. Complaints

If you have concerns about how we have used your personal information, please contact us first at:

hello@sheracestrailseries.com

 

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

 

The ICO's website is:

Information Commissioner's Office

 

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time, for example if our website, event operations or the way we use personal information changes.

 

The latest version will always be published on our website, with the date of the most recent update shown at the top of the notice.

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