Data Protection & PRIVACY Notice

Pegasus Ultra Running Ltd and Stable Adventures Ltd process personal data in compliance with the principles set out by the UK Information Commissioner’s Office (ICO) regulations.

Our Commitments

• Retain only the minimum personal data necessary and delete it when the need has passed.
• Process all personal data fairly and transparently.
• Design our systems and processes to comply fully with data protection principles.
• Ensure all volunteers agree to and comply with our Data Protection Code of Practice.
• Take immediate corrective action if we discover any non-compliance with our policies.

What Personal Data We Hold and How We Obtain It

When you register for a Pegasus Ultra Running Ltd or Stable Adventures Ltd event, volunteer with us, or contact us, we may collect personal data from you. This may be through a third-party such as SBAR Endurance Ltd trading as Let’s Do This (participant registration) and Spond Ltd (volunteer recruitment and coordination).

Types of personal data we process include:

• Contact details: Name, postal address, telephone numbers, and email address.
• Demographic information: Sex/gender, date of birth/age for categorisation
• Personal information: Dietary requirements or other information such as vehicle registrations for event organisation.
• Special category data (extra sensitive): Health data such as medical conditions and allergies for participant safety.

Types of anonymised data we collect include:

• Age, sex/gender, and ethnic group.

Volunteer Equal Opportunity Forms:

We may ask volunteers to complete an optional form for monitoring purposes. This is not a precondition of service, and any data provided is completely anonymous. However, this anonymous data may include special category data (extra sensitive), which Pegasus Ultra Running handles with strict security measures.

If you provide us with personal data about other individuals (such as emergency contacts), please ensure they are aware of this notice.

How Long We Keep Your Personal Data

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, to address any potential questions or complaints, or to comply with our legal, accounting, or reporting obligations.

How We Will Use Your Personal Data

We process your personal data to fulfil our operational and legal obligations, for example:

• Contacting you regarding events, volunteering, enquiries or feedback.
• Fulfilling our health and safety obligations.
• Managing event logistics, safety monitoring, communications and publishing results.
• Administering volunteering activities.
• Addressing and responding to your queries.
• Statistical and reference purposes.
• Capturing and using event photography and promotional images.

WHO WE Share Your Personal Data With

We may share your personal data with trusted partner organisations and service providers who assist us in operating our bookings and events. Some organisations act as data processors on our behalf and follow strict procedures.

We disclose personal data only when reasonably required, specifically to:

• Our volunteers: Where specific information is vital and required for their duties.
• Our partners/providers: Strictly in line with agreed procedures and safeguards.
• Medical personnel and emergency services: To keep you safe during our events.
• Authorities: As required by law, such as the Police or Courts.

The Legal Basis for Processing Your Personal Data

As data controllers, Pegasus Ultra Running Ltd and Stable Adventures Ltd process your data based on one or more of the following legal grounds:

• Consent: You have explicitly given us permission to process your data for a specific purpose (such as direct marketing).
• Contract: Processing is necessary to meet our commitments to you (such as event participation or volunteering).
• Vital interests: Processing medical and emergency contact details is necessary to protect your safety or life.
• Legitimate interests: Processing is necessary to operate without overriding your fundamental rights.

You retain full control over your contact information and can opt out of direct marketing communications at any time.

Your Rights

Under data protection law, you have several rights regarding your personal data:

• Right of access: You can request copies of the personal data we hold about you.
• Right to rectification: You can ask us to correct inaccurate or incomplete data.
• Right to erasure or restriction: In certain circumstances, you can ask us to delete or restrict the processing of your data.
• Right to object: You can object to our processing of your data based on legitimate interests or direct marketing.

If you wish to exercise any of these rights, please contact us at info@pegasusultrarunning.com.

You also have the right to lodge a complaint with the UK regulator, the Information Commissioner’s Office (ICO). You can find out more on the Information Commissioner’s Office Website or call their helpline on 0303 123 1113.

For further information please contact us at info@pegasusultrarunning.com.