We collect your personal data every time you interact with us, be it by way of participating in one of our events, visiting our website, entering into a sweepstake or speaking to one of our staff over the phone. The purpose of this policy is to explain how we use and store your data. It’s important to us that you are fully informed so there is a lot of detail below but if you have any questions at all please do just get in touch with us at DPO@virginsport.com.
Here at Virgin Sport UK Limited (a company incorporated in England and Wales with company number 08371074 and whose registered office is at The Battleship Building, 179 Harrow Road, London, W2 6NB), ("Virgin Sport", "we" or "us"), we take your privacy seriously. We're committed to protecting the privacy of any personal data you give us and we comply with all applicable data protection legislation. We are registered on the public register of data controllers maintained by the Information Commissioner in the UK.
We have a philosophy here about the way we use your consent to be contacted for marketing purposes (if you give us that consent). If you hear from us, we will always aim to be respectful, relevant and appropriate. If at any time you don't feel we've lived up to our philosophy, please let us know straight away by getting in touch with us. You always have the right to withdraw your consent to us contacting you for marketing purposes at any time. Do this by clicking on the unsubscribe link at the bottom of the correspondence sent to you or by contacting us at email@example.com.
This policy may change from time to time and, if it does, the up-to-date version will always be available on the Site. Please note that by continuing to use the Site you are agreeing to any updated versions.
1. “Personal data” we mean data about a living individual who can be identified from that data (either by itself or when it is combined with other data); and
2. the “Virgin Group” we mean: (a) any entity over which Sir Richard Branson and/or any of his family members have control (whether direct or indirect ownership of shares, or direct or indirect management of that entity); (b) any entity in the Virgin family of companies which is authorised to use the name "Virgin"; and (c) the Virgin Foundation (a registered charity trading as Virgin Unite).
Personal data relating to minors?
Protecting the online privacy of children is especially important. To become a registered user of Virgin Sport, you will need to be over the age of 13. If you are under 13 years old, please do not provide us with your name, contact details or any other data about yourself. To find out more, please read our Terms and Conditions. If you are over 13, your personal data will be collected and used in accordance with this policy.
Age restrictions are in operation for every Virgin Sport event, which may differ according to the event. Please ensure that you read the age restrictions (to be found on the FAQs in respect of the relevant event) for each event carefully before registering.
We may collect and process personal data of children under 13 in connection with our Schools’ Challenge events. The following processing shall only be undertaken where consent has been given by the parent/guardian of the relevant child:
What data will we collect from you?
We may collect and process the following personal data about you:
Data you give us
You may give us data about yourself by filling in forms on the Site or by communicating with us verbally, by phone, by email, by your actions or otherwise. This includes data you provide when you create an account, register for an event (as a participant or a spectator), participate in or spectate at a Virgin Sport event, update your profile, enter a competition, promotion or survey and when you report a problem with our Site. You may also give us data about yourself when registering for an event or participate in or spectate at a Virgin Sport event when you do so via the websites of our suppliers. The data you give us may include the following:
Data we collect about you
With regard to each of your visits to the Site we may automatically collect the following data:
With regard to you participating in or spectating at an event, we may collect the following data:
Data we receive from other sources
We work closely with third parties (including, for example, analytics providers and photo, video and timing partners) and may receive data about you from them. If you log in to the Site through a social network site (such as Facebook), we may receive personal data about you from the relevant social network site.
We may also receive personal data about you or on your behalf in the following circumstances:
in which case they will have provided us with your name and contact details. We will only use these details for the purposes of, as relevant, contacting you: in the case of an emergency; in respect of your entry (where it has been brought for you as a gift or as a member of a group); or, where you are contacted as a parent/guardian, to check you agree to their participation.
Will we use your data for marketing?
We may send you marketing information or other email communication based on your use of the Site if you’ve consented to us doing so. You may opt out of marketing communications at any time via the unsubscribe link at the bottom of the relevant email or by emailing us at firstname.lastname@example.org.
We may also participate in Facebook's ‘Custom Audience’ service from time to time. This service enables us to display our advertisements to you when you visit Facebook. It works by converting your email address to a unique number that Facebook uses to match to unique numbers that Facebook generates from email addresses of its users.
How else will we use your data?
We may also use your data for the following purposes:
We will not, however, keep hold of your personal data for longer than is reasonably necessary or required by law.
Will we share your data with anyone else?
Our default position is to only share your data anonymously or if…
We may also share some broader statistics and customer profiling data with third parties (including sponsors and charity partners) and other members of the Virgin Group - but we'll keep it anonymous, so you won't be identifiable from that data.
We may disclose your personal data to third parties:
How will we make sure your personal data is secure?
We follow strict security procedures as to how your personal data is stored and used, and who sees it, to help stop any unauthorised person getting hold of it. We have also put in place various security measures to protect your personal data. We take security extremely seriously but as no system is 100% secure, we can't completely guarantee the protection of your personal data, any more than any other organisation can. As such, we can't accept any liability for the loss, theft or misuse of the personal data which you've registered on this website if there is a security breach.
Will we be transferring any personal data outside the EEA?
The data that we collect from you may need be transferred to, and stored at, a destination outside the European Economic Area (EEA). For example, one of suppliers, involved in the processing of your data in connection with the service they provide, may be based outside the EEA.
We transfer the personal data we collect to our registration platform supplier in Canada, which is a country deemed by the European Commission to have provided equivalent level of protection to individuals’ personal data to that of the EU. We also transfer the personal data to companies registered in the US but only if these companies are certified under the EU-US Privacy shield regime. This means that such companies will protect your personal data to the same level that is required under EU data protection law.
Are you protected by this policy outside www.virginsport.com?
Our Site contains links to other websites. Obviously, we don't have any control over them and take no responsibility for any data you give them. Other sites have different privacy and security policies, which we advise you to read.
What are our legal grounds for processing your personal data?
Under EU data protection laws, we can only process your personal data where we have a legal basis for doing so. We will, in the majority of instances, rely on the following legal bases:
Consent: there are certain instances where we will be processing your personal data because you have told us you’re happy for us to do so. This includes where we send you marketing emails after you have consented to receiving such emails.
Legitimate Interest: there will be instances where we will need to process your data in order to pursue our legitimate interests, in a way which might reasonably be expected as part of the running of our business and provided it does not materially impact your rights, freedoms or interests. This includes:
In such instances, the legitimate interest being pursued is the staging of our events, the promotion and development of our business and/or the facilitation of your participation in an event (in each case in line with your reasonable expectations, including, for example, the publication of results, live tracking during events, the provision of race photographs and the promotion of our events (other than by email, where we only act in accordance with your explicit consent)).
Performance of a Contract: there will be instances where we will need to process your data in order to comply with our contractual obligations to you. For example, where you purchase entrance to an event, we use your postal address to deliver your race pack.
Compliance with a Legal Obligation: there may be instances where we are required to collect and process your data by law. For example, where we receive a valid legal request to disclose data.
How long do we keep your personal data for?
We only keep your personal data for as long as is necessary for the purpose for which it was collected. After such period, your data is deleted or anonymised (for example by removing all data that is personal to you, ahead of its use for statistical purposes). In determining the retention period for the various categories of personal data we process we consider the purpose for which it has been collected, the legal basis on which we are processing it and the potential risk of harm to you.
By way of general example, the personal data:
Please do get in touch with us at DPO@virginsport.com if you have any specific questions about the period for which your personal data will be retained.
What rights do you have in respect of your personal data?
You have certain rights in respect of your personal data that is held by us. You will generally have a right to request:
You may have additional rights, depending on the basis on which we are processing the relevant data, as follows:
To request a copy of any personal data we hold or to make any other request in respect of your personal data, please email us at DPO@virginsport.com or write to us at Virgin Sport, Battleship Building, 179 Harrow Road, London W2 6NB. In each case, your request should be addressed to the Data Protection Officer. If we choose not to action your request, we will explain the reason(s) for our refusal.
If you want to complain about how we have handled your personal data, please contact us using the above details or alternatively contact the Information Commissioner’s Office. Contact details can be found on their website, here.
Sometimes you may be asked to provide proof of identity before we show you your personal data - that's so we can prevent unauthorised access.
Talk to us
This policy was last updated on 21 August 2019.