Privacy Policy.

Welcome to Black Trail Runners (BTR) Hello, and welcome to Black Trail Runners (BTR) (Charity Number 1194094) and Black To The Trails Limited (Company Number 16349481) 7 Bell Yard, London, WC2A 2JR.

We’re a community and registered charity dedicated to increasing inclusion, participation, and representation of Black people and People of Colour in trail running. Whether you’re joining our runs, buying merchandise, or signing up for our programmes, your privacy matters to us.

This Privacy Policy explains how we collect, use, store, and safeguard your personal information when you:

  • Visit our website

  • Purchase memberships, merchandise, or event entries

  • Sign up for BTR programmes, including the Youth Collective

  • Participate in community runs, races, or events

We value your trust and are committed to keeping your information safe while helping you enjoy trail running and the outdoors.

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1. What personal data we collect

We may collect:

  • Your name, email address, date of birth, nationality and contact details

  • Payment information for memberships, merchandise, or events

  • Age or date of birth where relevant for programmes or events

  • Emergency contact details for run or event safety

  • Communications between us (emails, messages, forms)

  • Any health or accessibility information you provide that’s relevant for safe participation in runs or programmes

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2. How we collect your data

We collect data when you:

  • Contact us via our website, email, or phone

  • Sign up for membership, merchandise, or programmes

  • Complete registration, consent, or safety forms

  • Communicate with us before, during, or after an event or programme

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3. How we use your data

We use your personal information to:

  • Process memberships, purchases, and event entries

  • Deliver BTR programmes, community runs, and events safely

  • Communicate important updates about your participation or purchases

  • Tailor experiences and ensure safety considerations are met

  • Maintain records for legal, charity, and insurance purposes

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4. Legal basis for processing

We process your data under:

  • Contract – to deliver the services, memberships, or merchandise you’ve signed up for

  • Legal obligation – to comply with UK charity law, health & safety, accounting, or safeguarding requirements

  • Consent – where you’ve agreed to receive marketing or share personal information for participation purposes

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5. Sharing your data

We will never sell your data. We may share it with:

  • Payment processors (e.g. Stripe, PayPal)

  • Email service providers to communicate membership or programme updates

  • Relevant authorities if there are safeguarding or safety concerns

  • Insurers or legal advisors if required by law

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6. Data retention

We keep your personal data only as long as necessary:

  • Memberships, programme, and event records: 7 years (for insurance, charity, and legal compliance)

  • Marketing consent: until you withdraw consent

  • Enquiry emails: up to 12 months

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7. Your rights

Under UK GDPR, you have rights over your data:

  • Right to be informed: clear information about how we use your data

  • Right of access: ask for a copy of your personal data

  • Right to rectification: correct inaccurate or incomplete data

  • Right to erasure: request deletion where legally possible

  • Right to restrict processing: pause certain uses of your data

  • Right to data portability: receive your data in a structured format

  • Right to object: object to direct marketing or other processing

  • Rights in relation to automated decision making: not currently used, but we will notify you if it changes

  • Right to withdraw consent: you can withdraw marketing or participation consent at any time; it won’t affect data processed while consent was valid

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8. Cookies and website tracking

Our website uses cookies to improve your experience and monitor performance. You can adjust your browser settings to refuse cookies if you prefer.

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9. Security and storage

We take the security of your personal information seriously, limiting access to staff, volunteers, and trusted third parties only. All are bound by confidentiality obligations.

While we take every precaution, we cannot guarantee complete security of information sent via the internet (including email or forms).

We will retain your personal information only as long as necessary for the purposes it was collected, including legal, insurance, and charity record-keeping requirements.

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10. Changes to this policy

We may update this policy from time to time. The latest version will always be posted on our website.

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11. Complaints

If you have concerns about how your data is handled, please contact us first by email at admin@blacktrailrunners.run; or by writing to 7 Bell Yard, London, WC2A 2JR.

You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk

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