Last updated: April 2026
This privacy policy explains how the organisers of Rowbotham’s Round Rotherham 50 (“we”, “us”), as data controller, collect and use personal data in connection with the Rowbotham’s Round Rotherham 50 event and this website at roundrotherham.com.
Data controller
Data controller: Rowbotham’s Round Rotherham 50 (Steve Rowbotham, event organiser)
Contact for data matters: roundrotherham50@gmail.com
We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
What data we hold and why
Race results (published on this website)
Data: Finisher name, affiliated running club, finish time, finishing position, and age/gender category.
Lawful basis: Legitimate interests (UK GDPR Article 6(1)(f)). Publishing race results is a standard, expected practice in competitive athletics. Participants enter a competitive event with a reasonable expectation that their result will be publicly recorded. We have assessed that this interest is not overridden by participants’ privacy rights, given that (a) results contain no sensitive or financial data, (b) publication is limited to performance data directly related to the event, and (c) participants can request removal (see “Your rights” below).
Retention: Race results form part of the permanent historical record of the event, which dates to 1983. Results are retained indefinitely unless a removal request is received and upheld.
Event entry data
Data: Name, date of birth, emergency contact, club affiliation, medical declarations, entry payment records.
Lawful basis: Contract performance (Article 6(1)(b)) — processing necessary to manage your race entry; and Legal obligation (Article 6(1)(c)) — emergency contact and medical data held for participant safety and insurance compliance.
Retention: Entry records are held for 7 years after the event for financial and insurance purposes, then securely deleted. Medical declarations are deleted within 30 days of the event unless a safety incident occurred.
Online entries are processed through Fabian4. Please review their privacy policy when entering. We receive only the data required to manage race day operations.
Website technical data
Data: IP addresses and server access logs collected automatically by the web server.
Lawful basis: Legitimate interests (Article 6(1)(f)) — security monitoring and prevention of abuse.
Retention: Server access logs are retained for 90 days then automatically purged.
Contact enquiries
Data: Name, email address, and message content submitted via any contact form on this site.
Lawful basis: Legitimate interests (Article 6(1)(f)) — responding to enquiries about the event.
Retention: Contact form submissions are retained for 12 months then deleted.
Cookies
Strictly necessary cookies
WordPress sets session cookies required for the site to function correctly (e.g. wordpress_*, wp-settings-*). These are set automatically and do not require your consent under UK GDPR.
We do not use analytics, advertising, or tracking cookies. No browsing data is shared with third parties for marketing purposes.
Who we share data with
We do not sell or rent your personal data. We share data only where necessary:
- Race results: Published publicly on this site and may be submitted to athletics databases (DUV Ultra Statistics, ITRA) as is standard practice for ultra-marathon events.
- Entry platform: Your entry data is processed by Fabian4 under their own terms.
- Hosting provider: This site is hosted on a dedicated server in the EU. Our hosting provider processes data only on our instruction and under a data processing agreement.
- Emergency services: Emergency contact and medical data may be disclosed to emergency services if required during the event.
Your rights
Under UK GDPR you have the right to:
- Access a copy of the personal data we hold about you.
- Rectification of inaccurate data (e.g. a misspelled name in the results).
- Erasure — request removal of your data where our legitimate interest is overridden by your privacy interests (see below).
- Restriction of processing while an erasure or rectification request is being considered.
- Object to processing based on legitimate interests.
- Portability of data you have provided directly (contact form data and entry data).
Requesting removal from race results
To request removal of your name from published race results, please email roundrotherham@rotherhamharriers.co.uk with the subject line “Results removal request” and include:
- Your full name as it appears in the results
- The year(s) and event name(s) you wish to be removed from
- A brief reason (optional, but helps us respond appropriately)
We will respond within 30 days. Where removal is granted, your entry will be anonymised (replaced with “Anonymous finisher”) to preserve the statistical integrity of the results record. Finisher counts and aggregate statistics are not altered.
Please note that results may also appear in third-party athletics databases (DUV, ITRA) — you will need to contact those organisations separately.
International transfers
This site is hosted on a server within the EU. Published race results are accessible globally via this website as is standard for public sports records. No personal data is transferred to third-country processors without appropriate safeguards.
Complaints
If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or call 0303 123 1113.
Changes to this policy
We may update this policy when our processing activities change. Material changes will be noted at the top of this page with a revised “Last updated” date. The cookie consent banner will re-appear if the policy version changes in a way that affects analytics consent.