Who we are and how to contact us
Lancashire Trails organises trail running and ultra events. This notice explains the intended handling of personal information when you contact us, enter an event or use our website.
For privacy enquiries, contact Lancashire Trails, FCR BaseCamp, Levens House, Clifton Road, Blackpool, FY4 4QA. Email admin@lancashiretrails.com or telephone 01253 394038.
The full legal identity of the organisation responsible for this information must be confirmed before this draft is issued as the live privacy notice.
Information covered by this notice
Depending on the event and the form you complete, information may include your name, date of birth or age category, contact details, club, chosen event, entry reference, emergency contact, correspondence, transfer or deferral requests, payment status, bib number and race results.
Information may come directly from you, from someone booking on your behalf, or from an entry, timing or event service provider. If you supply another person's information, make sure they know you have done so and can read this notice.
Health and accessibility information needs additional protection. Please do not send detailed medical records to our general email address. Any collection of health information needs a specific explanation of its purpose, access, retention and legal conditions at the point it is requested.
Why information is used
Entry information is used to administer bookings, communicate event arrangements, identify participants, process permitted changes, organise timing and results, and deliver the event. Information is also needed to answer enquiries and manage complaints and safety incidents.
The proposed legal bases are performance of a contract for event bookings and associated administration; legal obligations where a specific duty applies; and legitimate interests for responding to enquiries, preventing misuse and administering event safety and results. These interests must be balanced against participants' rights.
Marketing that requires consent must be a separate choice. Essential messages about an existing entry are event administration, not a subscription to promotional emails. Where processing relies on consent, you can withdraw it by contacting us; withdrawal does not affect the lawfulness of earlier processing.
Health information requires both a general lawful basis and an additional special-category condition. Those conditions must be confirmed for each intended use before collection. Emergency use to protect vital interests is limited to circumstances in which the relevant legal conditions apply.
Results, photographs and publicity
Event result lists may identify participants through their name, bib number, category, club, placing and time. Linked result files and photo galleries can be publicly accessible and shared by others. Contact us if you have a privacy or safety concern about an identifiable result or image.
The intended purposes and legal basis for event photography, publication and promotional reuse must be confirmed before this draft becomes the live notice. An event entry should not be described as blanket consent to every future use of a photograph.
Who may receive information
Information needed to deliver an event may be shared with entry and payment service providers, timing providers, authorised event staff and medical teams. Relevant information may also be needed by insurers, professional advisers or public authorities when handling an incident, claim or legal requirement. Sharing should be limited to what each recipient needs.
Entry and change links on this website currently lead to external forms, including Cognito Forms. Photo links lead to Flickr, and some location links lead to Google Maps. Read the notices on those services before providing information. A linked service may process information for its own purposes as well as supporting an event.
The final provider list, each provider's role, and any international processing arrangements still need to be confirmed. This draft does not assert that all information remains in the UK.
How long information is kept
Retention should depend on the purpose of the record: administering an entry, dealing with a query or complaint, meeting accounting duties, handling an incident or claim, or maintaining an event results archive. Information should then be deleted or anonymised when no longer required.
Before launch, Lancashire Trails must confirm the actual retention periods or usable criteria for entry records, correspondence, emergency contacts, health and incident records, financial records, results and photographs. No fixed retention period has been assumed in this draft.
Website visits and external services
Route videos are delivered from Wix’s video service when you play them, which sends your browser’s request information to that service. The current pages load fonts from Google Fonts. Your browser connects to that service to request font files. Hosting and delivery services also handle technical information needed to serve and secure pages, such as network and request information. Hosting retention and international transfer details must be checked before public launch.
The current site code contains no analytics or advertising scripts and does not directly set cookies or browser storage. Hosting and sign-in features are separate from that code. See our Cookie Policy for the scope of this statement.
Your rights and complaints
Depending on the circumstances, you may ask for access to your personal information, correction of inaccurate information, deletion, restriction of processing or a portable copy. You may object to processing based on legitimate interests and to direct marketing, and withdraw consent where it is relied on. These rights are subject to the applicable legal conditions.
Contact admin@lancashiretrails.com to make a request or raise a concern. We may need information to establish your identity. You can also complain to the Information Commissioner's Office.
Updates to this notice
This draft was prepared on 23 September 2026. It needs to be finalised against the entry system and actual operating practices before public launch. Material changes will be reflected in an updated notice.