Privacy Policy & Marketing Consent

Last updated: 19th December 2025

GB Ultras (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, and protect your data when you visit our website GBUltras.com (the “Site”) or submit an entry to take part in our Events and take part in our Events or interact with us in any way .

This website is not intended for use by people under 20 years of age and we do not knowingly collect data relating to minors.

GBUltras is the Data Controller for the purpose of applicable law.

We may appoint a data protection officer (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 us or if we post contact details for the DPO please contact the DPO using the information set out in the contact details section.

Information We Collect
- We may collect and process the following types of information:
- We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
  - Identity Data includes first name, last name, any previous names, username or similar identifier, marital status, title, date of birth and gender.
  - Contact Data includes billing address, delivery address, email address and telephone numbers.
  - Financial Data includes bank account and payment card details.
  - Transaction Data includes details about payments to and from you and other details of Events you have entered and products and services you have purchased from us.
  - 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, device ID and other technology on the devices you use to access this website.
  - Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  - Usage Data includes information about how you interact with and use our website, products and services.
  - Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
- We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.
- We also collect, use and share aggregated results and other data from our Events that does reveal your identity as set out below.
Information You Provide to Us
- Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide as follows:
  - Your name, email address, postal address, and phone number when you:
    - Create an account on our website;
    - Register for an event or race or make another purchase
    - Volunteer at an event;
    - Subscribe to our newsletter or request other marketing;
    - Make a purchase or donation;
    - Enter a competition, promotion or survey;
    - Contact us via the website or social media including giving feedback.

Information Collected Automatically
- As you interact with our website, we will 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 [LINK] for further details.
- When you visit our website, we may automatically collect:
  - Your IP address;
  - Browser type and version;
  - Device information;
  - Pages you visit and the time spent on them;
  - Cookies and similar technologies (see section 6 below).

Payment Information
- Payments are processed securely through third-party payment processors. We do not store or have access to your full payment card details.
Participant,
- Live tracking – includes picture /name/nationality, gender, club online.
- Participant Data shall be shared with Event Personnel and Medical Personnel assigned to the race for Event Management and Safety purposes. Data includes but not limited to name, date of birth nationality, gender, medical conditions, allergies, next of kin name and mobile number. Data may be shared during an Event as the need arises for effective Event management and safety .
- Support Crews – During Events, where GB Ultras permit, it is at the discretion of the participant if they wish to assign a Support Crew or have supporters including friends and family to support them and/or assist them during the event. GB Ultras rely on compliance and have a legitimate interest assessment at sensitive locations where safety maybe impacted to take a photo of said support crew members to show their non-compliance and help to identify the participant they are supporting, to ensure the safe running of the event. Also a Participant may gain an advantage through un-authorised support.
- During the Race Across Scotland 215 mile and possibly other Events , we require Support Crew details including Name, email address, vehicle registration, contact mobile, who they are supporting to ensure the safe running of the event. Registered or unregistered support crews, including supporters, friends and family, once identified as supporting a participant, fall under the Support crew category.

Results sent to International Trail Running Association (ITRA), Ultra-Trail du Mont Blanc (UTMB) and Deutsche Ultramarathon Vereinigung (DUV).Qualifying points and results – sent to ITRA/UTMB/DUV include the above results data and date of birth;
Trail Running Association and Run Britain ranking results – sent include the above data.

Third parties or publicly available sources
- We will receive personal data about you from various third parties and public sources as set out below:
  - Technical Data is collected from the following parties:
    - analytics providers such as Google based outside the UK;
    - advertising networks; and
    - search information providers.
  - Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services based inside and outside the UK.
  - Identity and Contact Data is collected from data brokers or aggregators inside and outside the UK.

How We Use Your Information

Legal basis

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you, including your Event entry.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud or breach of the Event Terms Of Entry and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) 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).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter or we use your Race Results data.
Purposes for which we will use your personal data:
- We have set out below, in a table format, a description of all the ways we plan to use the various categories of 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.
- In summary we use your personal data to:
  - Register and manage your participation in Events as a competitor or member of the Event Team;
  - Ensure compliance with the Event Terms Of Entry.
  - Process orders, payments, and refunds;
  - Send race updates, newsletters, and marketing (if you’ve opted in);
  - Respond to your enquiries or support requests;
  - Improve our website, Events and other services;
  - Comply with legal and safety obligations;

Purpose/Use

Type of data

Legal basis and retention period

(a) Identity

(b) Contact

We have a legitimate business interest to use your personal data to study how visitors interact with our website, to provide you with our services in relation to the Events and other aspects of our website you are interested in and to grow our business by staging more events.

The Event entry form and Terms of Entry which apply to the particular Event constitutes a contract between us governing your entry and participation in the Event.

To process and deliver your Event entry including:

(a) Manage payments, fees and charges.

(b) Collect and recover money owed to us.

(a) Identity

(b) Contact

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you. Processing is necessary in order to provide you with the Event services.

(b) Necessary for our legitimate interests (to receive payments and recover debts due to us).

When you pay for your entry, the data is submitted to us and processed by us and a third-party payment gateways including raceresult, PayPal, square, Stripe, ClearPay, Payl8r, We may change the accepted third party payment gateways from time to time.We retain some of the payment data such as card details. It is not used to authorize any other payments. The data is used by the third-party gateway to authorise entry payment and any additional payments you have authorized on the Entry Form. You should review the third-party privacy policy of the third party payment gateway before using that service where know. The following third party payment gateways can be found here:
PayPal: https://www.paypal.com/uk/legalhub/paypal/privacy-full
Square: https://squareup.com/gb/en/legal/general/privacy
Stripe: https://stripe.com/gb/legal/privacy-center
ClearPay: https://www.clearpay.co.uk/en-GB/privacy-policy
Payl8r: https://www.payl8r.com/privacy-policy/

To manage our relationship with you which will include:

(a) Notifying you about changes to our Website Terms and Conditions or Event Terms Of Entry or this privacy policy.

(b) Dealing with your requests, complaints and queries.

(a) Identity

(b) Contact

(d) Marketing and Communications

(a) Performance of a contract with you.

(b) Necessary to comply with a legal obligation.

To enable you to partake in a prize draw, competition or complete a survey.

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(a) Performance of a contract with you.

(b) Necessary for our legitimate interests (to study what Participants think about our Events and other services, to develop them and grow our business).

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

(a) Identity

(b) Contact

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud.

(b) Necessary to comply with a legal obligation.

To deliver relevant website content and online advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

(a) Identity

(b) Contact

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).

To use data analytics to improve our website, products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing.

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).

To send you relevant marketing communications and make personalised suggestions and recommendations to you about Events or services that may be of interest to you based on your Profile Data.

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and Communications

Necessary for our legitimate interests (to carry out direct marketing, develop our products/services and grow our business) and Consent, having obtained your prior consent to receiving direct marketing communications.

To carry out market research through your voluntary participation in surveys.

(a) Identity

(b) Contact

(d) Usage

(e) Profile

(f) Marketing and Communications

Necessary for our legitimate interests (to study how customers use our products/services and to help us improve and develop our products and services).

To carry out online live tracking of you during the Event that you participate in as a competitor or member of the Event Team.

(a) Identity, including name, nationality, gender, club, entry number

(b) Contact

Necessary for our legitimate business interest to use your personal data to provide you with our services for administering the Event in accordance with the Event Terms of Entry, Rules and Regulations.

In some cases and instances, we may also have a legal obligation to obtain this data, for example our insurance and safety obligations and other lawful business requirements.

Participant Data shall be shared with Event Personnel and Medical Personnel assigned to the race

(a) Identity, including name, date of birth nationality, gender, medical conditions, allergies, next of kin name and mobile number

(b) Live tracking data

Necessary for our legitimate business purposes to use your personal data to provide you with our services for administering the Event in accordance with the Event Terms of Entry, Rules and Regulations.

Necessary for our legitimate purpose of Event safety.

In some cases and instances, we may also have a legal obligation to obtain this data, for example our insurance and safety obligations and other lawful business requirements.

Race Results data – online at GB Ultras website and Raceresult website:

– Results sent to ITRA/UTMB/DUV qualifying points and results – sent to ITRA/UTMB/DUV.

– Trail Running Association and Run Britain ranking results.

(a) Identity, including name, nationality, gender, address, club, age category, date of .and entry number.

(b) Contact.

Also necessary for our legitimate business interests and the Event Terms Of Entry under our arrangements with other associations and sports governing bodies that we may be affiliated or associated with that use the date provided for ranking and other purposes in accordance with their own Privacy Policies which can be accessed at [ insert parties named in first column’s privacy policies].

In some cases and instances, we may also have a legal obligation to obtain this data, for example our insurance and safety obligations and other lawful business requirements.

Support Crews. Registered or unregistered support crews, including supporters, friends and family, once identified as supporting a participant, fall under the Support crew category.

(a) Identity, including name, nationality, gender, address, date of birth email address, vehicle registration, contact mobile, the Participant they are supporting.

(b) Contact

We rely on compliance by Participants to be responsible for Support Crews complying with the Event Terms of Entry to ensure a safe and fair Event for all Participants and have a legitimate business interest to collect data of Support Crews to be able to assess compliance at sensitive locations where safety maybe impacted including taking photos and videos of said Support Crew members.

Our legitimate business interest is also that the data may be used to show their non-compliance and help to identify the Participant they are supporting, to ensure the safe running of the Event and to assess whether a Participants may gain an advantage through support that breaches the Event Terms of Entry.

Photographic, Video and interview Content on the Event Day featuring you.

Publish Photos and Videos and Interviews to be provided with or without accompanying verbal commentary or written narrative. to 3rd party publications such as running magazines including [ list as many as possible].

Photographic and video content may be taken by our appointed and authorised event team photographers, event team members and medical team.

Photographic video/pictures/interviews pf Participant may be added to social media forms including Facebook, Instagram, X, TikTok, and our YouTube channel and our Website and include accompanying commentary or written narrative and be in the form of posts, stories, clips and other known forms of media.

a) Identity, including name, nationality, gender, club, entry number

(b) performance data

Necessary for our legitimate Business Interests to obtain evidence that may be used to consider issues of compliance with the Event Terms of Entry.

Necessary for our legitimate business interests to assist with any insurance matters and we may have a legal obligation to have some visual records of matters taking place at Events.

Necessary for our legitimate business interests to publish content from the Events to promote the Events and to publicise achievements and incidents that may be of public interest that occur during the Events.

Necessary for our legitimate business interests with our business associates and partners who wish to publish content from the Events to promote the Events and to publicise achievements and incidents that may be of public interest and fellow runner’s interest that occur during the Events.

Each publisher will have their own terms of use and privacy policy which will govern the publication on that platform and particular media.

Direct marketing
- You will receive marketing communications from us if you have requested information from us when you completed the Event Entry Form or purchased other services from us and you have not opted out of receiving the marketing.
- We may also analyse your Identity, Contact, Technical, Usage and Profile Data to form a view which products, services and offers may be of interest to you so that we can then send you relevant marketing communications.
Third-party marketing
- We will get your express consent before we share your personal data with any third party for their own direct marketing purposes.
Opting out of marketing
- You can ask to stop sending you marketing communications at any time by following the opt-out links within any marketing communication sent to you or by contacting us at info@gbultras.com.
- If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes for example relating to entry confirmations updates to our Website Terms and Conditions, checking that your contact details are correct or matters arising from the Event Terms of Entry.
Sharing Your Information
- We may share your personal data where necessary with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.
- We may share your information with:
  - Service providerswho help us run our events and website (e.g. timing companies, payment processors, email services);
  - Senior Event Team Personnel and Medical Service Providers to ensure the safe and fair running of the event;
  - Event partners(e.g. sponsors race photographers) where relevant and appropriate;
  - Authorities or law enforcement, if required by law or to protect our rights and safety;
  - 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.
- 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.
- We will never sell your personal information.
- We do not transfer your personal data outside the . We may send your data to GB Racetracker who may transfer your data outside the UK, including to its parent company Racetracker Norway, You should view GB Racetracker Privacy Policy at https://racetracker.no/
Data Retention
- 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.
- 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.
- We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
- 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, regulatory, tax, accounting or other requirements.
- By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
- In some circumstances you can ask us to delete your data.
- In some circumstances we will 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.
Your Rights
- To exercise these rights, please contact us at: info@gbultras.com
- You have a number of rights under data protection laws in relation to your personal data.
- You have the right to:
  - Request access to your personal data (commonly known as a “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;
  - 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;
  - Request erasure of your personal data in certain circumstances. 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;
  - Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object;
  - You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes (see OPTING OUT OF MARKETING above for details of how to object to receiving direct marketing communications);
  - 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;
  - Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 2 for details of when we rely on your consent as the legal basis for using your 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];
  - Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
    - If you want us to establish the data’s accuracy;
    - Where our use of the data is unlawful but you do not want us to erase it;
    - 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
    - You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  - If you wish to exercise any of the rights set out above, please contact us at: info@gbultras.com

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 could refuse to comply with your request in these circumstances.
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.
Time limit to respond
- We try to respond to all legitimate requests within one month. Occasionally it could 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.
Cookies
- Our website uses cookies and similar technologies to enhance your browsing experience, analyse site traffic, and understand where visitors come from.
- You can control cookies through your browser settings or by using cookie consent tools on our website.
Security
- 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.
- 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.
Links to Other Websites
- This website 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 our website, we encourage you to read the privacy policy of every website you visit.
Updates to This Policy
- We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated “Last Updated” date.
Complaints and Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your personal information, please contact us at:

GB Ultras
Website: www.GBUltras.com
Email: info@gbultras.com

Postal address GB Ultras Ltd, Enfield Villa, Tweedsmuir Close, Cinnamon Brow, Warrington WA2 0EL.

You have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint.

END

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