Privacy | Ashby 20

Ashby 20 – GDPR Privacy Policy

Last updated: 30 March 2026

The Ashby 20 (“we”, “us”, “the organisers”) is committed to protecting and

respecting your privacy. This Privacy Policy sets out how we collect, use, store, and

share personal information in connection with the Aldi Ashby 20 road race.

For any questions or requests relating to your data, please contact:

info@ashby20.co.uk

1. Data Controller

The Ashby 20 Organising Committee acts as the Data Controller and is responsible for all data processing activities related to the event and acts as the Data Controller for personal data collected and processed for race administration, safety, communications, timing, and results.

2. What Data We Collect

2.1 Data Collected by SI Entries

All race entry data is collected and processed using SI Entries, our official entry management system.

SI Entries collects the information you provide when entering the race, including:

• Name

• Date of birth

• Gender

• Postal address

• Email address

• Phone number

• Running club (if supplied)

• UKA membership number (if applicable)

• Emergency contact name and number

• Optional medical details you choose to provide

Entrants must be aged 18 or over on race day.

You can view the SI Entries Privacy Policy here:

https://www.sientries.co.uk/privacy.php [sientries.co.uk]

2.2 Data Generated Through Participation

During the event, we generate or collect:

• Race number

• Timing and performance data

• Age category and club

• Photographs and video footage

• Incident or medical records (if applicable)

2.3 Volunteer Data

We also collect personal data relating to volunteers, marshals, and event staff (including those from partner organisations such as clubs or community groups), including:

• Name

• Email address

• Phone number (if provided)

• Assigned role or duties

3. How We Use Your Personal Data

3.1 Race Administration

We use your data to:

• Process your race entry (via SI Entries)

• Allocate race numbers

• Verify UKA affiliation

• Communicate updates or critical event information

• Manage postal dispatch of race packs

3.2 Timing & Results (2026 Provider: HS Sport)

For 2026, HS Sport is our timing and results partner.

We share necessary data (name, age category, club, gender, race number) so they can:

• Produce live and final results

• Publish results online

• Upload results to UK Athletics (UKA)

HS Sport does not receive medical or emergency contact data.

This includes compliance with UK Athletics rules and, where applicable, BARR (British Association of Road Races) standards for race results and rankings.

3.3 Communications

Your contact details are used to:

• Send pre-race instructions

• Notify you of changes

• Provide post-race updates

3.4 Medical and Safety (LeicSAR)

Our medical team may access:

• Your emergency contact details

• Optional medical notes you provided

This is solely for emergency treatment and safety purposes.

3.5 Photography (Your Race Day)

We share limited data (mainly race number, linked to your entry) with Your Race Day so that:

• Photos can be tagged and identified

• You can search for and purchase your images

Images may also be used for event reporting or promotion.

You can request removal of an image at any time.

3.6 Volunteer Management

• Allocating roles and responsibilities

• Communicating instructions and updates

• Managing event delivery

4. Legal Basis for Processing

We process personal data under the following lawful bases:

Race entry and administration → Contractual necessity
Compliance with UKA and insurance requirements - Legal obligation
Results publication → Legitimate interests
Safety and medical support → Vital interests
Optional medical information → Explicit consent
Photography → Legitimate interests
Volunteer management → Legitimate interests

We process medical information under:

Explicit consent – where you choose to provide it
Vital interests – where necessary to protect your life in an emergency
Provision of health care – where medical teams require access during the event

5. Who We Share Your Data With

5.1 SI Entries

Collects and processes your entry data.

5.2 HS Sport (Timing & Results – 2026)

Receives only the data required to produce accurate results.

5.3 UK Athletics (UKA)

Receives results for ranking and verification.

5.4 Medical Team

Accesses emergency and voluntary medical details only where needed.

5.5 Your Race Day (Photography Partner)

Receives race numbers and associated identifiers to tag photos.

5.6 Postal & Print Providers (Ivanhoe Runners)

Used to send physical race packs and materials.

All third-party providers are required to process data in accordance with UK GDPR.

We never sell your data.

6. International Data Transfers

Some of our third-party service providers (such as entry systems, timing providers, or photography services) may store or process personal data outside of the United Kingdom.

Where this occurs, we ensure that appropriate safeguards are in place to protect your personal data in accordance with UK data protection law. These safeguards may include:

Transfers to countries that have been deemed to provide an adequate level of protection by the UK Government; or
The use of standard contractual clauses or other legally approved mechanisms to ensure your data is protected

We only work with providers who demonstrate appropriate data protection standards.

Some of our service providers may store or process data outside of the United Kingdom. Where this occurs, appropriate safeguards are in place to ensure your data is protected in accordance with UK GDPR.

7. Data Retention

We retain personal data only for as long as necessary for the purposes set out in this policy. Retention periods vary depending on the type of data:

Race Results Data
(including name, age category, club, finishing time and position)
→ May be retained indefinitely as part of the public sporting record.
Results may be published online and shared with relevant governing bodies, including UK Athletics and British Association of Road Races.
Entry and Contact Data
(including email address, postal address and phone number)
→ Retained for up to 2–3 years after the event to allow for administration, queries, and future event planning.
Financial Records
(including payment and transaction information)
→ Retained for up to 7 years to comply with UK accounting and legal requirements.
Medical Information
→ Deleted one month after the event, unless required for incident reporting or insurance purposes.
Emergency Contact Details
→ Deleted within 1 month after the event.
Incident and Accident Reports
→ Retained for up to 7 years (or longer where required by insurers or legal obligations).

Where third-party providers (such as entry systems, timing companies, or photographers) process data on our behalf, they retain data in accordance with their own privacy policies and applicable legal obligations.

8. Data Security

We apply appropriate security measures, including:

• Controlled internal access

• Secure encrypted transfers

• GDPR-compliant third-party processors

9. Data Breaches

In the event of a data breach that poses a risk to individuals, we will notify affected parties and the ICO where required and we will

• Assess the risk to individuals

• Take appropriate corrective action

• Notify affected individuals where necessary

• Report to the Information Commissioner’s Office within 72 hours where legally required

10. Your Rights

You may:

• Access your personal data

• Request correction

• Request deletion (where legally allowed)

• Object or restrict processing

• Request data portability

• Withdraw consent (where applicable)

Submit requests to: info@ashby20.co.uk

11. Photography & Media

Event photos may be used for:

• Participant galleries

• Promotional materials

• Event reporting

You have the right to object to the use of your image for promotional purposes. We will consider all requests and remove images where appropriate. Please contact us at:info@ashby20.co.uk

12. Complaints

If you are unhappy with how we handle your personal data, please contact us first so we can resolve your concern.

You also have the right to lodge a complaint with the UK supervisory authority:
Information Commissioner’s Office (ICO)
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

13. Updates to This Policy

We review this policy regularly. The most current version will always be available at: