PRIVACY POLICY
Last updated on [16 November 2022]
INTRODUCTION
Welcome to the privacy policy (the “Privacy Policy”) of World Marathon Majors which is made up of the following different legal entities:
- World Marathon Majors LLC of 21660 W Field Parkway, Deer Park IL 60010; and
- World Marathon Majors(UK) Limited of 200 Strand, London, United Kingdom, WC2R 1DJ,
(collectively, the “WMM Group”)
This Privacy Policy is issued on behalf of the WMM Group so when We refer to “We”, “Us” or “Our” in this Privacy Policy, We are referring to the relevant company in the WMM Group responsible for processing your data.
We respect your privacy and are committed to protecting your personal data. This Privacy Policy will inform you as to how We look after your personal data after we collect it via various channels, including when you visit Our website at www.worldmarathonmajors.com (the “Site”), regardless of where you visit it from, and tell you about your privacy rights and how the law protects you.
This Privacy Policy is provided in a layered format so you can click through to the specific areas set out below. Alternatively you can download a pdf version of the policy.
Please also use the Glossary to understand the meaning of some of the terms used in this Privacy Policy.
1. IMPORTANT INFORMATION AND WHO WE ARE
1.1 PURPOSE OF THIS PRIVACY POLICY
(a) This Privacy Policy aims to give you information on how We collect and process your personal data, including any data you may provide through the Site as described at paragraph 3.1(a).
(b) This Site is not intended for children and We do not knowingly collect data relating to children.
(c) It is important that you read this Privacy Policy together with any other privacy notice or fair processing notice We may provide on specific occasions when We are collecting or processing personal data about you so that you are fully aware of how and why We are using your data. This Privacy Policy supplements the other notices and is not intended to override them.
1.2 CONTROLLERS
(a) World Marathon Majors LLC and World Marathon Majors (UK) Limited are joint controllers and responsible for your personal data.
(b) We have appointed a data protection officer (the “DPO”) who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, including any requests to exercise [your legal rights], please contact the DPO using the following details:
(c) You have the right to make a complaint at any time to the Information Commissioner's Office (or equivalent) in your jurisdiction. We would, however, appreciate the chance to deal with your concerns before you approach the information commissioner’s office so please contact Us in the first instance.
1.3 CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
It is important that the personal data We hold about you is accurate and current. Please keep Us informed if your personal data changes during your relationship with Us.
1.4 THIRD-PARTY LINKS
The Site may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave the Site, We encourage you to read the privacy policy of every website you visit.
2. THE DATA WE COLLECT ABOUT YOU
2.1 Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
2.2 We may collect, use, store and transfer different kinds of personal data about you which We have grouped together as follows:
(a) "Identity Data" includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth, photographs, vehicle registration number(s), age and gender.
(b)"Contact Data" includes billing address, residential address, delivery address, email address, social media handles and telephone numbers.
(c) "Financial Data" includes bank account and payment card details.
(d) "Transaction Data" includes details about payments to and from you and other details of products and services you have purchased from us.
(e) "Technical Data" includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, full 'Uniform Resource Locators' clickstream to, through and from the Site (including date and time) and other technology on the devices you use to access the Site.
(f) "Profile Data" includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses, products you viewed or searched for; page response times; download errors; length of visits to certain pages; page interaction information (such as scrolling, clicks, mouse-overs and methods used to browse away from the page).
(g) "Usage Data" includes information about how you use the Site, products and services.
(h) "Marketing and Communications Data" includes your preferences in receiving marketing from us and Our third parties and your communication preferences.
2.3 We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, We may aggregate your Usage Data to calculate the percentage of users accessing a specific Site feature. However, if We combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, We treat the combined data as personal data which will be used in accordance with this Privacy Policy.
2.4 As further detailed in the table at paragraph 4.4, We may also collect “Sensitive” or “Special Category” personal data about you such as details about your race or ethnicity, and information about your health and certain medical and health information (including whether or not you are a wheelchair user). However, We do not collect any information about criminal convictions and offences.
2.5 IF YOU FAIL TO PROVIDE PERSONAL DATA
Where We need to collect personal data by law, or under the terms of a contract We have with you and you fail to provide that data when requested, We may not be able to perform the contract We have or are trying to enter into with you (for example, to provide you with goods or services). In this case, We may have to cancel a product or service you have with Us but We will notify you if this is the case at the time.
3. HOW IS YOUR PERSONAL DATA COLLECTED?
3.1 We use different methods to collect data from and about you including through:
(a) Direct interactions. You may give Us your Identity Data, Contact Data, Financial Data and other personal data listed in paragraph 2 by filling informs or by corresponding with Us by post, phone, email or otherwise. This includes personal data you provide when you:
(i) apply for Our products or services;
(ii) create an account on the Site;
(iii) subscribe to Our service or publications;
(iv) request marketing to be sent to you;
(v) enter a competition, promotion or survey; or
(vi) give Us some feedback.
(b) Automated technologies or interactions. As you interact with the Site, We may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. [We may also receive Technical Data about you if you visit other websites employing Our cookies.] Please see Our Cookie Policy (the “Cookie Policy”) for further details.
(c) Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as analytics providers, advertising networks, technical, payment and delivery services, data brokers or aggregators and publicly availably sources. Please Contact Us to find out more about the various third parties and public sources from which We may receive personal data about you.
4. HOW WE USE YOUR PERSONAL DATA
4.1 We will only use your personal data when the law allows us to. Most commonly, We will use your personal data in the following circumstances:
(a) Where We need to perform the contract We are about to enter into or have entered into with you.
(b) Where it is necessary for Our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests.
(c) Where We need to Comply with a Legal or Regulatory Obligation.
4.2 Please Contact Us to find out more about the types of lawful basis that We will rely on to process your personal data.
4.3 Generally, We do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by Contacting Us.
4.4 PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
(a) We have set out below, in a table format, a description of all the ways We plan to use your personal data, and which of the legal bases We rely on to do so. We have also identified what Our Legitimate Interests are where appropriate, and the period for which We retain your personal data. For the avoidance of doubt, please be aware that where We use a specific type of personal data for more than one reason and there is a conflict between the retention period for each such use in the table below, the longest retention period shall prevail.
(b) Note that We may process your personal data for more than one lawful ground depending on the specific purpose for which We are using your data. Please Contact Us if you need details about the specific legal ground We are relying on to process your personal data where more than one ground has been set out in the table below.
4.5 AUTOMATED DECISION MAKING
We use your personal data to make the following automated decisions:
(a) Competitions: We may, from time to time, run competitions where each participant's personal data is uploaded to Our database and a successful participant is automatically selected at random;
(b) Selection procedures: Entry to the Age Group World Championships will depend on ranking points achieved in the Age Group World Rankings. In this case each applicant's personal data is uploaded to Our database and qualifying participants may be selected by automated means;
(c) Seeding: Start times or start positions at our events may be dependent upon estimated finishing time or age group category. In this case each participant’s personal data is uploaded to Our database and a participant's starting place/group is selected by automated means;
(d) Reminders: We may send participants an automated email when they have run anywhere from one to five of the World Marathon Majors races to alert them to entry periods for future World Marathon Majors races.
4.6 MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
4.7 PROMOTIONAL OFFERS FROM US
(a) We may use your Identity Data, Contact Data, Technical Data, Usage Data and Profile Data to form a view on what We think you may want or need, or what may be of interest to you. This is how We decide which products, services and offers may be relevant for you (We call this marketing).
(b) You will receive marketing communications from Us if you have requested information from Us or purchased goods or services from Us or if you provided Us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
4.8 THIRD-PARTY MARKETING
We will get your express opt-in consent before We share your personal data with any third party company outside the WMM Group for marketing purposes .We may, from time to time need share statistical information about our data to the six races that comprise the World Marathon Majors and our title Sponsor Abbott, but this data will be anonymised.
4.9 OPTING OUT
(a) You can ask us or third parties to stop sending you marketing messages at any time by Contacting Us at any time.
(b) Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a product/service purchase, product/service experience or other transactions.
4.10 COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Site may become inaccessible or not function properly. For more information about the cookies We use, please see Our Cookie Policy.
4.11 CHANGE OF PURPOSE
(a) We will only use your personal data for the purposes for which We collected it, unless We reasonably consider that We need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact Us.
(b) If We need to use your personal data for an unrelated purpose, We will notify you and We will explain the legal basis which allows Us to do so.
(c) Please note that We may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
5. DISCLOSURES OF YOUR PERSONAL DATA
5.1 We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4.4 above.
(a) Internal Third Parties as set out in paragraph 10.2.1 below.
(b) External Third Parties as set out in paragraph 10.2.2 below.
(c) Specific third parties listed in the table in paragraph 4.4 above.
(d) Third parties to whom We may choose to sell, transfer, or merge parts of Our business or Our assets. Alternatively, We may seek to acquire other businesses or merge with them. If a change happens to Our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
5.2 We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow Our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with Our instructions.
6. INTERNATIONAL TRANSFERS
6.1 We share your personal data within the WMM Group. This will involve transferring your data outside the European Economic Area (the "EEA").
6.2 Many of Our external third parties are based outside the EEA so their processing of your personal data will involve a transfer of data outside the EEA. Such destinations may not have laws which protect your information to the same extent as in the EEA.
6.3 Whenever We transfer your personal data out of the EEA, We ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
(a) We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries
(b) Where We use certain service providers, We may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, see European Commission: Model contracts for the transfer of personal data to third countries.
(c) Where We use providers based in the US, We may transfer data to them if our contracts with those providers incorporate the European Commission's Standard Contractual Clauses for the transfer of Personal Data from the European Union to processors established in third countries (controller-to-processor transfers), as set out in the Annex to Commission Decision 2010/87/EU, see European Commission: Standard Contractual Clauses.
6.4 Whenever We transfer your personal data to countries outside of the EEA, We ensure, where necessary, a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
(a) transfer of your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy decisions: How the EU determines if a non-EU country has an adequate level of data protection.
(b) incorporation of the European Commission’s standard contractual clauses for international transfers, as set out in the Annex to the Commission Implementing Decision 2021/914 on standard contractual clauses for the transfer of personal data to third countries pursuant to Regulation (EU) 2016/679, into Our contracts with third parties. For further details, see European Commission: Standard Contractual Clauses (SCC).
(c) any other appropriate safeguard for international data transfers, recognised under EU data protection laws. For further details, see European Commission: Rules on international transfers of personal data and Article 46 of the General Data Protection Regulation ((EU) 2016/679).
6.5 Please Contact Us if you want further information on the specific mechanism used by Us when transferring your personal data out of the UK or the EEA.
7. DATA SECURITY
7.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on Our instructions and they are subject to a duty of confidentiality.
7.2 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where We are legally required to do so.
8. DATA RETENTION
8.1 HOW LONG WILL YOU USE MY PERSONAL DATA FOR?
8.2 We will only retain your personal data for as long as necessary to fulfil the purposes We collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
8.3 To determine the appropriate retention period for personal data, We consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which We process your personal data and whether We can achieve those purposes through other means, and the applicable legal requirements.
8.4 Details of retention periods for different aspects of your personal data are set out in the table in paragraph 4.4 above.
8.5 By law We have to keep basic information about Our customers (including Contact Data, Identity Data, Financial Data and Transaction Data) for six years after they cease being customers for tax purposes.
8.6 In some circumstances you can ask Us to delete your data: see [Request erasure] below for further information.
8.7 In some circumstances We may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case We may use this information indefinitely without further notice to you.
9. YOUR LEGAL RIGHTS
9.1 Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
(a) Request access to your personal data.
(b) Request correction of your personal data.
(c) Request erasure of your personal data.
(d) Object to processing of your personal data.
(e) Request restriction of processing your personal data.
(f) Request transfer of your personal data.
(g) Right to withdraw consent.
9.2 If you wish to exercise any of the rights set out in paragraph 9.1 above, please Contact Us.
9.3 NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, We may refuse to comply with your request in these circumstances.
9.4 WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help Us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up Our response.
9.5 TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, We will notify you and keep you updated.
10. GLOSSARY
10.1 LAWFUL BASIS
(a) "Legitimate Interest" means the interest of Our business in conducting and managing Our business to enable Us to give you the best service/product and the best and most secure experience. We make sure We consider and balance any potential impact on you (both positive and negative) and your rights before We process your personal data for Our Legitimate Interests. We do not use your personal data for activities where Our interests are overridden by the impact on you (unless We have your consent or are otherwise required or permitted to by law). You can obtain further information about how We assess Our Legitimate Interests against any potential impact on you in respect of specific activities by Contacting Us
(b) "Performance of a Contract" means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
(c) "Comply with a Legal or Regulatory Obligation" means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that We are subject to.
10.2 THIRD PARTIES
(a) INTERNAL THIRD PARTIES
Other companies in the WMM Group acting as joint controllers or processors and who are based in the United States of America and the United Kingdom.
(b) EXTERNAL THIRD PARTIES:
(i) Service providers acting as processors who provide various services such as event entry, entry management and supporting services, grant management services, timing services, services with respect to the dissemination of photos, videos and other memorabilia, facilitation services for graphical representation of results, data analysis services, publication of race results services and IT and system administration services. Please Contact Us to find out more about the various third parties who may process your personal data.
(ii)Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United States of America and the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
(iii)Tax authorities, regulators and other authorities acting as processors or joint controllers based the United States of America and the United Kingdom who require reporting of processing activities in certain circumstances.
(iv) Third party athletic bodies and affiliations such as the marathons that make up the World Marathon Majors series of events to allow them to validate who is entitled to Six Star Finisher Status (or equivalent) and/or where runners are on the journey to such achievement:
(v) Where you have consented to pass your personal data to third parties (for example, hotel groups about accommodation in relation to WMM Series events).
(vi) Media where We deem that there is a human-interest story about your participation at one of Our events.
10.3 YOUR LEGAL RIGHTS
You have the right to:
(a) Request access to your personal data (commonly known as a data subject access request). This enables you to receive a copy of the personal data We hold about you and to check that We are lawfully processing it.
(b) Request correction of the personal data that We hold about you. This enables you to have any incomplete or inaccurate data We hold about you corrected, though We may need to verify the accuracy of the new data you provide to Us.
(c) Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for Us continuing to process it. You also have the right to ask Us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where We may have processed your information unlawfully or where We are required to erase your personal data to comply with local law. Note, however, that We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
(d) Object to processing of your personal data where We are relying on a Legitimate Interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where We are processing your personal data for direct marketing purposes. In some cases, We may demonstrate that We have compelling legitimate grounds to process your information which override your rights and freedoms.
(e) Request restriction of processing of your personal data. This enables you to ask Us to suspend the processing of your personal data in the following scenarios: (a) if you want Us to establish the data’s accuracy; (b) where Our use of the data is unlawful but you do not want Us to erase it; (c) where you need Us to hold the data even if We no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to Our use of your data but We need to verify whether We have overriding legitimate grounds to use it.
(f) Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for Us to use or where We used the information to perform a contract with you.
(g) Withdraw consent at any time where We are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, We may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
