Community Traverse Privacy Policy & Cookies

1. Introduction

Community Traverse Ltd ("Community Traverse", "we", "our" or "us") is committed to protecting the privacy and personal information of all participants, volunteers, supporters and visitors to our website.

This Privacy & Cookie Policy explains how we collect, use, store and protect personal information when you enter one of our Events, visit our website or otherwise interact with Community Traverse.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

By registering for an Event or using our website, you acknowledge that your personal information will be processed in accordance with this Privacy & Cookie Policy.

2. Who We Are

Community Traverse Ltd is the organiser of endurance events, races, expeditions and outdoor challenges.

For any questions regarding this Privacy Policy or your personal information, please contact:

Community Traverse Ltd

Email: info@communitytraverse.co.uk

Website: www.communitytraverse.co.uk

3. Information We Collect

Depending upon your interaction with Community Traverse, we may collect the following information.

Personal Information

  • Name

  • Postal address

  • Email address

  • Telephone number

  • Date of birth

  • Gender (where relevant)

  • Club or team affiliation (where applicable)

Emergency Information

  • Emergency contact name

  • Emergency contact telephone number

  • Relationship to emergency contact

Medical Information

Where necessary for participant safety, we may collect information relating to:

  • Medical conditions

  • Allergies

  • Medication

  • Dietary requirements

  • Any other information relevant to your safe participation

Medical information is treated as Special Category Data under UK GDPR.

Event Information

We may also collect:

  • Race number

  • Event entered

  • Checkpoint times

  • Finish times

  • GPS tracking data

  • Results

  • Incident reports

  • Disciplinary records where necessary

Website Information

When visiting our website we may collect:

  • IP address

  • Browser type

  • Device information

  • Website usage statistics

  • Cookie data

Payment Information

Payments are securely processed by third-party payment providers.

Community Traverse does not store your full debit or credit card details.

4. How We Collect Information

We collect information directly from you when you:

  • Register for an Event

  • Complete entry forms

  • Contact us by email or telephone

  • Visit our website

  • Subscribe to updates (where available)

  • Complete medical forms

  • Volunteer at one of our Events

Information may also be generated during an Event, including:

  • Timing information

  • GPS tracking

  • Incident reports

  • Medical treatment records

  • Photographs and video footage

5. Why We Use Your Information

We process personal information to:

  • Administer Event entries

  • Verify eligibility

  • Contact participants

  • Organise Events

  • Produce start lists

  • Allocate race numbers

  • Operate timing systems

  • Provide live GPS tracking

  • Manage checkpoints

  • Respond to emergencies

  • Arrange medical treatment where necessary

  • Protect participant safety

  • Produce race results

  • Investigate incidents

  • Meet insurance requirements

  • Prevent fraud

  • Comply with legal obligations

  • Improve future Events

We do not currently send marketing emails unless you have specifically requested to receive them.

6. Medical Information

Medical information is collected solely for participant welfare and safety.

We only request information that is reasonably necessary to:

  • Assess participant safety

  • Assist Event medical teams

  • Respond to emergencies

  • Provide appropriate treatment where required

Medical information may be shared with:

  • Event medical personnel

  • Ambulance services

  • Hospitals

  • Emergency services

  • Other healthcare professionals where reasonably necessary to protect your health or safety

7. Our Legal Basis for Processing

Depending on the circumstances, Community Traverse processes personal information under one or more of the following lawful bases:

  • Performance of a contract

  • Compliance with legal obligations

  • Legitimate interests

  • Protection of vital interests during emergencies

  • Consent where required

Special Category Data, including medical information, is processed only where permitted by UK data protection law.

8. Who We Share Information With

We only share personal information where necessary.

This may include:

  • SI Entries

  • Stripe

  • Squarespace

  • Event timing providers

  • GPS tracking providers

  • Event medical personnel

  • Event volunteers where operationally necessary

  • Ambulance services

  • Hospitals

  • Police

  • Mountain Rescue Teams

  • Coastguard

  • Search and Rescue organisations

  • Insurance providers

  • Professional advisers

  • Regulatory authorities where legally required

We do not sell your personal information to third parties.

9. International Transfers

Some of the third-party service providers used by Community Traverse may process personal information outside the United Kingdom.

Where this occurs, appropriate safeguards will be implemented to ensure personal information receives an equivalent level of protection in accordance with UK GDPR.

10. Photography, Video & Live Tracking

Community Traverse regularly photographs and films its Events.

Images, video and audio recordings may be used for:

  • Event promotion

  • Community Traverse website

  • Social media

  • Printed publications

  • Press releases

  • Historical records

  • Future Event marketing

By entering an Event, participants acknowledge that photographs or video containing their image may be published without further notice or compensation.

Where live GPS tracking is provided, participant locations may be visible to:

  • Event Officials

  • Support crews

  • Family members

  • Spectators

  • Members of the public

Race results may also be published and may include:

  • Participant name

  • Age category

  • Club (where applicable)

  • Finish time

  • Overall placing

11. How Long We Keep Information

Community Traverse retains personal information only for as long as reasonably necessary.

Retention periods may vary depending upon:

  • Legal obligations

  • Insurance requirements

  • Incident investigations

  • Financial record keeping

  • Event administration

Where information is no longer required, it will be securely deleted or anonymised.

12. Keeping Your Information Secure

Community Traverse takes reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access

  • Accidental loss

  • Misuse

  • Alteration

  • Unlawful disclosure

Although we take appropriate security measures, no method of electronic transmission or storage can be guaranteed to be completely secure.

13. Your Rights

Under UK GDPR, you may have the right to:

  • Request access to your personal information

  • Request correction of inaccurate information

  • Request deletion of information where applicable

  • Request restriction of processing

  • Object to certain processing activities

  • Request transfer of your information where legally applicable

  • Withdraw consent where processing relies upon consent

These rights are subject to certain legal exemptions.

Requests should be submitted to:

info@communitytraverse.co.uk

14. Cookies & Website Technologies

Our website uses cookies and similar technologies to improve functionality, enhance user experience and help us understand how visitors use our website.

Cookies may include:

  • Essential Cookies

Required for the operation of the website, including secure login, navigation and payment processing.

  • Performance & Analytics Cookies

These help us understand how visitors use our website so we can improve its performance and functionality.

  • Third-Party Cookies

Some third-party services integrated into our website, such as payment processors or registration platforms, may also use cookies in accordance with their own privacy policies.

Most web browsers allow you to control or disable cookies through your browser settings. Disabling certain cookies may affect the functionality of the website.

15. Third-Party Websites

Our website may contain links to external websites operated by third parties.

Community Traverse is not responsible for the privacy practices or content of external websites.

Users should review the privacy policies of any third-party websites they visit.

16. Changes to this Policy

Community Traverse may update this Privacy & Cookie Policy from time to time.

The most current version will always be published on our website.

Where significant changes are made, we will take reasonable steps to notify affected participants where appropriate.

17. Contact Us

If you have any questions regarding this Privacy & Cookie Policy or wish to exercise your data protection rights, please contact:

Community Traverse Ltd

Email: info@communitytraverse.co.uk

Website: www.communitytraverse.co.uk

If you are dissatisfied with the way your personal information has been handled, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority responsible for data protection.