Privacy Policy

This policy explains how Acorn Trails ("the organiser", "we", "us"), using the RaceHere platform, collects and uses your personal data when you create an account, enter an event, or buy anything through the platform. It should be read alongside our Terms and Conditions.

Who controls your data

The organiser is the data controller for the personal data collected through its events. You can contact us about this policy or your data at [organisation contact email].

What we collect

• Account details: your email address and name.
• Runner details: name, date of birth, gender, club, and contact phone number.
• Safety information: an emergency contact name and number, and any medical information you provide.
• Entry answers: your responses to the questions an organiser sets for a race.
• Donation details: where you make a Gift Aid declaration, your name, home address, postcode, and taxpayer confirmation.
• Payment information: order and payment records. Card details are entered with and handled by Stripe and are not stored by us.
• Records of activity: orders, refunds, transfers, and an audit log of actions taken on your entries.

Some of this data may be provided about you by someone else: when another person enters you for a race, or when an organiser invites you to a complimentary place by email. In those cases we hold the details they provide and, where you go on to complete the entry yourself, the details you then add.

Why we use it and our lawful bases

• To perform our contract with you: processing entries, taking payment, sending confirmations and receipts, and handling refunds and transfers.
• With your consent: handling medical information you provide and recording a Gift Aid declaration. You can withdraw consent by contacting us, though some information is needed to keep your entry valid.
• For our legitimate interests: running events safely, managing waiting lists, preventing misuse, and improving the service.
• To meet legal obligations: keeping financial and Gift Aid records for as long as the law requires.

Who we share it with

We share personal data only as needed to run events and the platform:

• Stripe, to process payments and refunds.
• Our email provider (Resend, via Anymail), to send transactional emails such as receipts and notifications.
• The chosen charity and HMRC, where you make a Gift Aid declaration, so the charity can reclaim Gift Aid.
• Service providers that host the platform and help us monitor and fix errors.

We do not sell your personal data.

How long we keep it

We keep your data for as long as needed for the purposes above. Financial records, refund records, and audit logs are kept for as long as the law requires and are not deleted, so that we have a complete and accurate record of payments. Other personal data is kept while your account is active and for a reasonable period afterwards.

Your rights

Under UK data protection law you have the right to access your personal data, to have inaccurate data corrected, to ask for erasure where we are not required to keep it, to object to or restrict certain processing, and to data portability. To exercise any of these, contact us at [organisation contact email]. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

Cookies

We use only the essential cookies needed for the site to work, such as keeping you signed in and protecting forms against cross-site request forgery. We do not use third-party advertising or analytics cookies.

Changes to this policy

We may update this policy from time to time. The current version is always available on this page, with the date it was last updated shown above.