BST GDPR POLICY

Last Updated: 14:04:2026

1. Who we are

BST Spartathlon Team CIC is a Community Interest Company registered in England and Wales (Company Number 14846597). We coordinate and support British runners participating in the annual Spartathlon ultramarathon in Greece.

For any questions about this privacy policy or how we handle your personal data, please contact us at: britishspartathlonteam@gmail.com

2. What personal data we collect

We may collect and process the following personal data:

Team members and applicants: Name, contact details (email, phone, address), date of birth, emergency contact details, race history and qualifying times, kit sizes, dietary requirements, and any medical information you choose to share for safety purposes.

Crew and volunteers: Name, contact details, and any information needed to coordinate support during the event.

Website visitors and mailing list subscribers: Email address and name (if provided).

Facebook group members: We do not separately collect data from Facebook group members; your participation is governed by Facebook’s privacy policy.

Historical race results: Names, finish times, and years of participation, which form part of the public sporting record.

3. Why we collect your data and our legal basis

We process your personal data for the following purposes:

Team coordination and administration – to organise the British Spartathlon Team, distribute kit, coordinate travel and logistics, and communicate important information. Legal basis: Legitimate interest.

Safety and welfare – to hold emergency contact and relevant medical information during the event. Legal basis: Legitimate interest (vital interests during the event).

Mailing list communications – to send updates, news, and information about Spartathlon and the British team. Legal basis: Consent (you can unsubscribe at any time).

Historical records – to maintain records of British participation in Spartathlon as part of the sporting historical record. Legal basis: Legitimate interest.

Financial administration – to process sponsorship, kit payments, and maintain accounting records as required by law. Legal basis: Legal obligation / Legitimate interest.

4. Who we share your data with

We may share your personal data with:

• The International Spartathlon Association (race organisers in Greece) – as required for race entry and administration

• Kit suppliers – names and sizes only, for kit production and delivery

• Other team members and crew – contact details shared within the team for coordination purposes

• Our accountants – financial records only, as required for statutory accounts

We do not sell your personal data or share it with third parties for marketing purposes.

5. How long we keep your data

We retain personal data only for as long as necessary:

• Team member contact details: Duration of involvement plus 1 year

• Unsuccessful applicants: 2 years from application

• Mailing list subscribers: Until you unsubscribe

• Financial records: 6 years (legal requirement)

• Historical race results: Indefinitely, as part of the public sporting record

6. Your rights

Under UK data protection law, you have the right to:

• Access – request a copy of the personal data we hold about you

• Rectification – ask us to correct inaccurate data

• Erasure – ask us to delete your data (subject to legal retention requirements)

• Withdraw consent – for any processing based on consent, you can withdraw at any time

• Object – to processing based on legitimate interest

• Complain – to the Information Commissioner’s Office (ICO) if you believe we have mishandled your data

To exercise any of these rights, please email us at britishspartathlonteam@gmail.com. We will respond within one month.

7. Photos and videos

Photos and videos taken at Spartathlon events may be shared on our website, social media, and with sponsors. By participating as a team member, you consent to the use of images in which you appear for promotional and historical purposes. If you wish to have a specific image removed, please contact us and we will consider your request.

8. Cookies

Our website may use cookies to improve your experience. These are small files stored on your device. You can control cookies through your browser settings. We do not use cookies for advertising or tracking across other websites.

9. International data transfers

Some of your data may be shared with the International Spartathlon Association in Greece. Greece is within the European Economic Area and has equivalent data protection standards to the UK. We do not transfer data to countries outside the UK/EEA without appropriate safeguards.