Personal data means any information capable of identifying you.
The information provided herein is our interpretation of data protection legislation. You can find out more about your rights under data protection legislation from the Information Commissioner’s Office website : www.ico.org.uk
Our site may link to other websites : we are not responsible for their data policies or procedures or their content.
Who we all are
We, LuSH race timing, are a “data controller” under the Data Protection Act 1998 ( and, once in force, to the General Data Protection Regulation, otherwise known as GDPR ) are registered in England and Wales (company number tbc) and our registered address is Harvee, 23 Huntsmans Meet, Andoversford, Glos, GL54 4JR. You may contact us here.
Sporting event organisers (“host”) are responsible for collecting your personal data as participants of their event. We do not collect, store or process data that identifies a host.
You are known by legislation as the “data subject” and the data that can identify you and the processes involving your personal data will be described in this document.
What we do
Information we may collect about you
We may collect your data in the following ways :
Information you give us. You may give us information about yourself by corresponding with us by phone, e-mail or otherwise. It is not usual for you to contact us directly prior to the competition. You will probably be contacting us due to an error concerning your performance in an event we have already processed. The information you give us may include your name, date of birth, gender, club name, competition name, competition Bib Number, e-mail address and phone number.
Information we collect about you. We do not collect any information about you when you visit our website www.lushracetiming.co.uk.
Information we receive from other sources. Prior to the competition, the host will send your personal data to us by email, in the form of a spreadsheet. The information (“essential data”) may include your name, date of birth, gender, club name, competition name, competition Bib Number, e-mail address and phone number. If the source of your personal data has been via an internet online entry system then there may be other data (“non-essential data”) not required by us to process the results of the competition. Non-essential data may include address details, success or otherwise of event payment, answers to any questions required by the host such as garment size where garments may be given as competition mementoes.
Securing your information
We will extract only your essential data supplied by the host and store it internally within one laptop computer (“PC”). This PC is under password control.
Third party partner and scoring/timing software Agee Race Timing (“ART”) is responsible for the importation of your personal data. This will be held in an encrypted database file specifically for the competition concerned.
If you have entered the event after online entries have closed, if indeed this method was used, you are likely to provide personal data on paper entry forms. We extract your essential personal data from these entry forms and key it directly into ART.
What we use your information for
Using the latest RFID technology, ART will record you crossing the finish line and thereby calculate your finish time for the event.
Using your name, gender, date of birth, club name and Bib No and knowledge of your finishing time, ART will digitally produce an overall results listing for the competition. If prizes are being issued by the host, then ART will digitally produce a prizes listing for the competition. For example, prizes may be determined by age and/or gender as well as overall position in the event.
Your personal data is not used by any of our third party partners for analytical purposes other than ART recognising your position within your age category and gender. Nor is your data passed onto another organisation or third party software to determine analytics.
We may use your email address with third party partner and mass mailing software Gmass, to inform you how to wear the RFID chip tags used during the competition. This information is in the form of a PDF attachment. This information can also be found referenced from our website here.
If we notice there is incorrectness with your personal data, for example you have provided the wrong gender or date of birth, we may contact you directly or do so via the host.
Creation of Adobe PDF documents will be via third party partner Microsoft Excel and/or Microsoft Word.
We also video the event for the purpose of backing up the results compiled by ART and providing, should we wish to publish, of you crossing the finish line.
The host may choose to provide manual recording, whereby recording sheets – which have your Bib Number recorded, as well as your finish time – help to provide a backup the results compiled by ART.
Disclosure of your personal data
We do not use any of your personal data for marketing our services as a race timing company. Nor do we pass your information on to other organisations. However, we will disclose your personal information, without notice, only if required to do so by law or in good faith in the belief that such action is necessary ( for example, to hospital / first aiders / police ) in order to: (a) conform to the edicts of the law or comply with legal process served on us or our website; (b) protect and defend our rights or our property; and, (c) act under exigent circumstances to protect the personal safety of our users or the public.
We will present the competition overall results on our website using our third party partner Race Roster. We will not present these results to any organisation or social medium other than to the host. The race video may also be published on our website via Race Roster as a record of showing you crossing the finish line.
We may, using ART, dynamically publish your competition finishing time to third party partner Arrow Live Results.
We do not pass the race video on to the host or any organisation or social medium.
If paper entry forms were used to convey your personal data, these are returned back to the host.
How long your information is kept
As stated, your essential personal information is held on the specific competition database. Access to this competition database, using ART, will continue after the competition has been completed until such time as the results are finalised. Access is required in order to amend personal details if incorrect and new digital results listings produced.
After the results have been finalised, we shall archive the competition database for future reference. The original data sent by the host and the videos produced by ourselves will also be archived in case we have to re-create the competition environment or check results.
Any manual recording sheets are passed back to the host or are destroyed.
Even though we are processing your personal data, you are not a customer of ours. As such, if any financial information was supplied to us, it is not required to be kept by us in law.
Under the Data Protection Act 1998 you have the following rights :
– To obtain access to, and copies of, the personal information that we hold about you
– To require that we cease processing your personal information if the processing is causing you damage or distress
– To require us not to send you marketing communications
Once the GDPR comes into force on 25 May 2018, you will additionally have the following rights :
– To require us to erase your personal information
– To require us to restrict or object to our data processing activities
– To receive from us the personal information we hold about you which you have provided us, in a reasonable format specified by you, including for the purpose of you transmitting that personal information to another data controller. To require us to correct the personal information we hold about you if it is incorrect
Please note that these rights may be limited by data protection legislation, and we may be entitled to refuse requests where exceptions apply.