Run FC Ltd Extended Privacy Policy (Last updated: 14 July 2025)

About Run FC Ltd

Run FC Ltd respects your privacy and is committed to protecting your personal data. This privacy notice explains how we collect, use, and protect your personal data and tells you about your rights under UK data protection law.

Full name of legal entity: Run FC Ltd

ICO registration number: ZA354549

Email contact:gdpr@sportforcharity.com

Postal address: 33 Wood Street, Barnet, London EN5 4BE

If you have questions about this policy or GDPR in general, please email gdpr@sportforcharity.com. If you want to exercise any of your legal rights — including requesting access to data we hold on you, rectification, erasure, restriction, or transfer — please email gdpr@sportforcharity.com and request GDPR Form 0012. We will only accept requests from the individual concerned and require the completed form for security.

Our Commitment

We provide a secure platform for you to register your interest in events you can take part in for charity. We ask for personal information to pass to the charity and/or event organiser you choose. We keep your data for as long as a charity is part of our membership programme, or for an event organiser to process your details, plus up to three years after the relationship ends, unless required longer by law. We only use your data to communicate about relevant future events on behalf of our charity partners. For our own direct purposes, we typically hold only your name and email address.

Statement of Intent

We do not sell and will never sell your personal information to any third party.

Your data will only be sent to:

1. The event you have explicitly chosen to take part in
2. A charity you have explicitly given permission to have your data
3. A charity selected by Run FC Ltd based on a category you have requested
4. A partner of Run FC Ltd providing a benefit or service to support you or the charity in your fundraising
5. Your employer, if you register through a corporate wellbeing or fundraising scheme (Sport for Charity)

By giving your details to us, you consent to the charity or event (or their agency) contacting you about the event(s) you expressed interest in, and potentially discussing other relevant fundraising activities. Once your data has been passed to your chosen charity, we are no longer responsible for it. We only hold any other information in trust for the charity or event organiser until they request its deletion or no longer require our services.

Data We Collect

We may collect, use, store and transfer different kinds of personal data about you, depending on how you interact with our platform and what is needed for your event. This may include:

• Identity Data: First and last name, gender, date of birth
• Contact Data: Email address, phone number, postal address
• Event Details: Chosen charity or event, expected finish time, t-shirt size, whether you have raced before, passport number (where required for travel or international events), emergency contact name and phone number
• Demographic Data: Gender, age
• Fundraising Data: Which charity you are supporting and how much you have raised
• Technical Data: IP address, browser type and version, time zone, device information
• Usage Data: How you use our website and services
• Marketing and Communications Data: Preferences in receiving marketing from us or your selected charity
• Financial and Transaction Data: Payment details for event fees and transactions
• Sensitive Data: Relevant medical or dietary information you choose to provide for safety or event requirements

We may aggregate data for reporting but do not use it to identify you personally.

How We Collect Data

• Direct interactions: Forms, email, phone or post
• Automated technologies: Cookies, server logs, analytics
• Third parties: Analytics providers, search providers, payment processors

How We Use Your Data

We will only use your personal data where the law allows us to. The main purposes are:

1. Performance of a contract: To register you for an event and pass your details to your chosen charity or event organiser.
2. Legitimate interests: To manage our relationship with you, send relevant marketing, and improve our services — balanced against your rights.
3. Legal obligations: To comply with UK law.

We do not rely on consent except for marketing. You can withdraw consent at any time.

How Long We Keep Your Data

We will retain your personal data for as long as necessary for the purposes we collected it for, including to meet any legal, accounting or reporting requirements.

Participant data is kept for as long as the charity remains an active member of our platform, plus up to three years after membership ends, unless we need to keep it longer by law. HMRC requires financial data to be kept for up to six years for tax purposes. If you are under 18, we keep your data until three years after your 18th birthday if that period is longer.

How We Keep Your Data Secure

We have measures in place to prevent your data being accidentally lost, used, or accessed in an unauthorised way. Access is limited to staff, contractors, and third parties who need it for business purposes. Our hosting provider, DigitalOcean, maintains ISO/IEC 27001 certification and undergoes annual PCI-DSS assessments. We use encryption, access controls, and regular reviews to protect your information.

Who We Share Your Data With

We may share your data with:

• The charity you choose to support
• The event organiser
• Your employer (if you sign up through Sport for Charity)
• Partners providing services that directly benefit you or your chosen charity
• Service providers (e.g., hosting, email, CRM, payment processors) who must comply with UK GDPR
• Professional advisers and regulators, if required by law

We require all third parties to treat your data lawfully and only process it for specified purposes and in line with our instructions.

International Transfers

We may transfer your personal data outside the UK if our third-party providers are based abroad. Where we do, we ensure appropriate safeguards are in place to protect your data, such as standard contractual clauses approved by the ICO or adequacy decisions.

Cookies

Our websites use cookies to improve your experience, analyse usage, and deliver better services. See our Cookie Policy for full details and how to manage your preferences.

Your Legal Rights

Under UK GDPR, you have rights including:

• Request access to your data (Subject Access Request)
• Request correction of inaccurate or incomplete data
• Request erasure of your data
• Object to processing or request restriction
• Request transfer of your data to you or another party
• Withdraw consent for marketing at any time

To exercise these rights, email gdpr@sportforcharity.com and request GDPR Form 0012.

Changes to This Policy

We may update this Privacy Policy from time to time. This version is effective as of 14 July 2025. Significant changes will be communicated through our website or by email where possible.

Questions?

Contact: gdpr@sportforcharity.com

Address: 33 Wood Street, Barnet, London EN5 4BE

ICO Registration Number: ZA354549