Privacy Policy

Last updated: 4 October 2026

This policy explains how Ring O’ Fire collects, uses and protects personal data about runners, volunteers and visitors to this website. We are committed to handling your data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who we are

Ring O’ Fire is organised by James Bingham, who is the data controller for the personal data described in this policy. If you have any questions about this policy or how we use your data, please get in touch via our contact page.

2. What data we collect

  • Entry details – name, date of birth, gender, address, email, phone number, club, race category and entry history, collected through our entry platform, Nifty Events.
  • Medical information – any medical conditions, medications or other health information you choose to tell us so that our safety and medical team can look after you. This is “special category” data and is given extra protection (see section 4).
  • Emergency contact details – the name and phone number of someone we can contact if you are unwell or injured. Please make sure they are happy for you to share their details with us.
  • Race and tracking data – bib number, split and finish times, and GPS location during the event, recorded by our timing and tracking provider, OpenTracking.
  • Photos and video – images taken by official event photographers and film crew.
  • Short bio and profile image – if you choose to provide them.
  • Communications – messages you send us through our contact page, by email or on social media.
  • Volunteer details – name, contact details, emergency contact and any relevant skills or qualifications, for people who volunteer or marshal at the event.

Payments are taken by Nifty Events. We do not see or store your full card or bank details.

3. How we use your data and our lawful basis

  • Processing your entry and running the event (entry administration, race briefings, timing, kit checks, transfers) – performance of a contract with you.
  • Keeping you safe (medical information, emergency contacts, live tracking by race control) – explicit consent given at entry and, in an emergency, to protect your vital interests.
  • Publishing results and live tracking (name, category, club and times on our website and the OpenTracking live map) – our legitimate interests in running an open, competitive event. You can ask for your results to be shown anonymously.
  • Event photography and video used on our website, social media and promotional material – our legitimate interests in promoting the event. You can ask us to remove any image of you.
  • Using your short bio and profile image to promote Ring O’ Fire – your consent, which you can withdraw at any time.
  • Sending news about future events by email – your consent, or for past entrants, the “soft opt-in” under PECR. Every email includes an unsubscribe link.
  • Dealing with incidents, insurance claims and legal requirements – legal obligation and our legitimate interests.

All entrants must be 18 or over. We do not knowingly collect data from children.

4. Medical information

Medical information is only collected with your explicit consent, is only shared with our medical and safety team (and emergency services if needed), and is kept securely. We delete it within 3 months of the event unless it is needed in connection with an incident or claim.

5. Who we share your data with

  • Nifty Events – our entry and payment platform.
  • OpenTracking – timing, GPS trackers, live tracking and results.
  • Brevo – to send event information and newsletters.
  • Our medical and safety team, mountain rescue and emergency services – where needed for your safety.
  • Our insurers and professional advisers – if there is an incident or claim.
  • Authorities – where we are required to by law.

These providers act on our instructions and must keep your data secure. We never sell your data, and we do not pass your details to sponsors or other third parties for marketing. Some providers may store data outside the UK; where they do, we make sure appropriate safeguards (such as UK adequacy regulations or approved contract clauses) are in place.

6. How long we keep your data

  • Medical information and emergency contacts – deleted within 3 months of the event.
  • Entry records – 3 years after the event, in case of accident or insurance claims.
  • Race results – kept indefinitely as a historical record of the event.
  • Marketing contact details – until you unsubscribe.
  • Photos and video – kept as part of the event archive unless you ask us to remove them.

7. Your rights

You have the right to:

  • ask for a copy of the data we hold about you;
  • ask us to correct or delete your data;
  • object to or ask us to restrict how we use your data;
  • withdraw your consent at any time (this does not affect anything we did before you withdrew it);
  • ask us to transfer your data to another organisation.

To use any of these rights, please contact us via our contact page. We will respond within one month. We do not use automated decision-making or profiling.

8. Cookies

Cookies are small files stored on your device when you visit a website. This website only uses cookies that are strictly necessary for it to work and stay secure. We do not use analytics, advertising or tracking cookies. If this changes, we will update this policy and ask for your consent first.

Our entry pages on Nifty Events and live tracking on OpenTracking are run by those providers, who set their own cookies under their own privacy policies.

9. Keeping your data secure

We use appropriate technical and organisational measures to protect your data, including access controls and secure, reputable service providers. Only people who need your data to run the event can access it.

10. Complaints

If you are unhappy with how we have handled your data, please contact us first and we will do our best to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.