Runspire Together

Privacy Policy

Policy Effective Date: 12 February 2026
Review Date: 12 February 2027
Organisation: Runspire Together
Contact Email: hello@runspire-notts.com
Website: www.runspiretogether.com

1. Introduction

Runspire Together is committed to protecting and respecting your privacy.

This policy explains how we collect, use, store, and protect personal data in accordance with:

The UK General Data Protection Regulation (UK GDPR)
The Data Protection Act 2018
The Privacy and Electronic Communications Regulations (PECR)

Runspire Together acts as the Data Controller for the personal data we collect.

2. What Information We Collect

We may collect and process the following types of personal data:

a) Identity & Contact Data

Name
Email address
Telephone number
Emergency contact details
Date of birth (for events, safeguarding and insurance purposes)

b) Health Information (Special Category Data)

Relevant medical conditions
Allergies
Injuries
Physical limitations

This information is collected solely to ensure your safety during sessions and events.

c) Participation Data

Attendance records
Event registrations
Course participation
Volunteer records

d) Media Content

Photographs and videos taken during sessions or events (with consent).

e) Website Data

Cookies
IP address
Website usage analytics

3. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Consent – for marketing communications, photography, and health information.
Contract – where processing is necessary to deliver a session, programme, or event you have registered for.
Legal Obligation – where required for safeguarding, insurance, health and safety, or financial record keeping.
Legitimate Interests – for managing attendance, improving services, reporting impact, and ensuring participant safety.
Vital Interests – where medical information is required in an emergency.

Special category health data is processed under Article 9(2)(a) (explicit consent) and Article 9(2)(c) (vital interests).

4. How We Use Your Information

We use personal data to:

Deliver running, walking, Nordic walking, and fitness sessions
Administer Couch to 5K and progression programmes
Organise community events
Contact emergency services if required
Communicate important updates
Process payments
Manage volunteers
Promote Runspire Together activities (where consent has been provided)
Meet safeguarding, insurance, and governance requirements
Demonstrate community impact to funders (see Section 6)

We will never sell your data.

5. Data Sharing

We may share information where necessary and lawful with:

Emergency services in case of an incident
Insurance providers where required
Professional advisers (e.g. accountants or legal advisers)
Regulatory authorities where required by law

All data sharing is limited to what is necessary and proportionate.

6. Funders and Partners

Runspire Together may receive funding or work in partnership with:

Local authorities
Grant-making trusts and foundations
Corporate sponsors
Community organisations
National governing bodies

To meet funding requirements, we may share:

Anonymous statistical data (e.g. number of participants, age ranges, postcode areas, participation outcomes)
Aggregated impact reports
Case studies (with explicit consent)
Photographs or testimonials (with explicit consent)

We do not share identifiable personal data with funders or partners unless:

You have given explicit consent, or
It is required by law, or
It is necessary for safeguarding or insurance purposes.

Where partnerships require data sharing, a written agreement will be in place to ensure UK GDPR compliance.

7. Data Retention

We retain personal data only as long as necessary:

Participant records: up to 3 years after last engagement
Accident/incident reports: minimum 3 years (longer where minors are involved)
Financial records: 6 years (HMRC requirement)
Safeguarding records: in line with safeguarding legislation and guidance

After this period, data will be securely deleted or anonymised.

8. Data Security

We implement appropriate technical and organisational measures, including:

Password-protected systems
Restricted access to trustees and authorised volunteers
Secure storage of paper records
Secure cloud-based systems where possible

9. Your Rights Under UK GDPR

You have the right to:

Access your personal data
Request correction of inaccurate data
Request deletion (where applicable)
Restrict processing
Object to processing
Withdraw consent at any time
Request data portability
Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://www.ico.org.uk

10. Marketing Communications

We will only send marketing communications where:

You have given consent, or
We have a legitimate interest and you have not opted out.

You may unsubscribe at any time.

11. Photography and Media

Photos and videos may be taken during sessions and events for marketing and promotional purposes.

Where required, we will:

Seek explicit consent
Provide opt-out options
Respect safeguarding requirements for children

12. Children’s Data

Where participants are under 18:

Parental or guardian consent will be obtained
Safeguarding policies will apply
Data will be handled with additional care

13. Changes to This Policy

We may update this policy periodically. The most recent version will always be available on our website.