Privacy & Data Policy
Last Updated: June 6, 2025
1. Our Commitment to Your Privacy
myRaceReel Ltd ("myRaceReel", "we", "us", "our") is committed to protecting and respecting your privacy. This policy explains what personal data we collect, why we collect it, how we use it, and how we keep it secure. Our registered office is at 52 The Downs, Altrincham, England, WA14 2QJ and our contact email for data protection matters is support@myracereel.com.
2. Our Role: Data Processor and Data Controller
It is important to understand our role.
- As a Data Processor: When we are contracted by an Event Organiser to create your personalised race video, the Event Organiser is the Data Controller, and we are the Data Processor acting on their instructions.
- As a Data Controller: We act as a Data Controller for the data we collect directly from you, for our own marketing purposes, for data from our website visitors, and for the anonymised data sets we create.
3. The Data We Collect
We may collect the following types of personal data:
- Race & Video Data: Your image and likeness as captured in video footage, your race bib number, and your race timing data (finish times, split times).
- Identification & Contact Data: Your name and email address, typically provided by the Event Organiser or by you directly, so we can deliver your video link.
- Future Account Data: If you create an account with us in the future, we will collect your contact details, password, and any interests you choose to provide.
- Website Usage Data: When you visit our website, we may collect technical information such as your IP address and Browse data via cookies.
We do not collect or process any special categories of personal data (e.g., health, ethnicity, religion).
4. How and Why We Use Your Data (Our Lawful Bases)
We only use your data when we have a valid legal reason to do so under UK GDPR.
Purpose of Use
Data Used
Lawful Basis
To Create & Deliver Your Personalised Video
Race & Video Data; Identification & Contact Data
Legitimate Interests. We have a legitimate interest in fulfilling our service agreement with the Event Organiser and providing you with a high-quality product that captures your achievement.
To Send a Sponsor's One-Off Offer/Voucher
Contact Data
Contractual Necessity / Legitimate Interests. Where a video is "gifted" in return for receiving an offer, sending the single email containing that offer is necessary to fulfil the arrangement.
To Send Ongoing Marketing Communications
Contact Data
Consent. We will only share your data with partners for their ongoing marketing, or send you our own marketing, if you have given us your explicit, opt-in consent to do so.
To Create Anonymised Commercial Insights
Race & Video Data
Legitimate Interests. We have a legitimate interest in analysing race data to produce valuable insights for the sports industry (e.g., "30% of runners wore X brand"). This data is always fully anonymised and aggregated, meaning you cannot be personally identified.
To Manage Our Website & Services
Website Usage Data
Legitimate Interests. To ensure our website is secure and functions correctly.
5. Who We Share Your Data With
We do not sell your personal data. We may share it with trusted third parties who help us provide our services:
- Event Organisers & Sponsors: We share the finished videos with our Clients as part of our service.
- Technology Partners: We work with specialist technology partners to process and render our videos. This includes partners based in Switzerland, a country with data protection laws deemed adequate by the UK.
- Service Providers: We use third-party companies for cloud hosting (e.g., AWS, Google Cloud, Azure), email delivery (e.g., SendGrid, Klaviyo), and website analytics (Google Analytics).
If any service provider transfers data outside the UK/EEA to a country without an adequacy decision (like the USA), we ensure that appropriate legal safeguards, such as Standard Contractual Clauses (SCCs), are in place to protect your data.
6. Data Security and Retention
We take data security seriously. We have implemented technical and organisational measures to protect your data, including encryption and access controls. We operate a policy of separating personal identifiers (like your name and email) from anonymised race data to enhance security.
We will only retain your data for as long as necessary:
- Personalised Videos & Associated Personal Data: Will be retained for a standard period of 12 months following the event, after which they may be deleted.
- Raw Video Footage: Is typically deleted within 6 months of the event.
- Anonymised Race Data: May be retained indefinitely for long-term trend analysis.
7. Your Data Protection Rights
Under UK law, you have rights over your personal data:
- The right to be informed: About how we use your data (which is what this policy does).
- The right of access: To request a copy of the data we hold about you.
- The right to rectification: To have inaccurate data corrected.
- The right to erasure: To request that we delete your personal data.
- The right to restrict processing: To limit how we use your data.
- The right to data portability: To receive your data in a machine-readable format.
- The right to object: To us processing your data, particularly on the grounds of legitimate interests.
To exercise any of these rights, please contact us at support@myracereel.com. We will respond to your request within one month.
8. Data from Children
We do not knowingly create videos for children under the age of 16 without consent from a parent or legal guardian. We rely on the Event Organiser (as the Data Controller) to have obtained this necessary consent as part of the event registration process.
9. Cookies
Our website uses cookies to improve your experience. Some are essential, while others are for analytics and marketing. We will ask for your consent before setting any non-essential cookies.
10. Contact Us
If you have any questions about this policy or how we handle your data, please contact us at support@myracereel.com. You also have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO) at www.ico.org.uk.
