Who we are
Sport Systems are a data management and back office, software and event timing company principally providing services to the world of athletics and road running. We are best known for timing road races, eg 10K and Half Marathons. We time up to 100 events a year throughout the UK. We also hire clocks and race gantries/arches to events.
1) What are the sources of our information
a) Runners/Event Participants (The Competitors)
We describe Runners and Event participants as our Customers’ Customers and we collect information about them via the on line stores we run on behalf of events (our customers). Some competitors still enter races using a paper entry form so we also have paper records. We may also receive query emails from runners.
b) Events Organisers and other Customers or Prospective Customers and Past Customers (Our Customers)
We collect these details normally via email and telephone contacts, and through normal day to day business activities. Details for customers will be added to our accounting package and may be added to services like our courier’s delivery system when we ship items to them. Some of our customers are also active Competitors and will be included in a), above
c) Suppliers (Our Suppliers)
Like b) above we collect these details through our normal day to day business activity.
2) How we store and secure personal information
Competitor information is stored in our online stores (ie remotely on the Cloud) and server (ie locally in our office) and occasionally on paper when entries are received by post.
3) How long do we store your personal data
A large part of what we do with Competitor data is in fact to share and publish it. This is done in the form of published Entrants Lists and Results.
We have also accumulated result for several of the events that we time over many years and we know that the information we publish is referred to and appreciated by the participants.
Therefor most of our data eg race results and order information is stored indefinitely. We securely shred paper entry forms annually.
4) How we use your information
We use the Competitor information to manage events this ranges from preparing and posting out of race pack to timing the event to posting results, sending out post race emails and SMS text messages.
5) How we share information
The majority of the data we hold is held on behalf of our event organising customers for whom we act as an agency or bureau. The ultimate ownership on how the data is used is theirs however Sport Systems have varying degrees of control through advice and suggestions they make to our customers.
c) Instances where we are required to share your information
We have provided data to police and other government agencies in their criminal investigations eg suspected benefits fraud and assaults.
We display testimonials of satisfied customers on our website with consent.
6) Our legal basis for processing your data
Sport Systems processes Competitor personal data on behalf of the Event Organisers for the purposes of managing events as they have a Legitimate Interest meaning processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject.
We process Competitor personal data on our own behalf through Consent meaning the individual gives their consent to the processing of their data for a particular purpose.
We also process data on a Contractual Basis meaning processing is necessary in relation to a contract which the individual has entered into or because the individual has asked for something to be done so they can enter into a contract.
7) Your rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data we process on you;
- The right of access to the personal data we process on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
Further information on your rights is provided below.
a) Access to information
b) Information correction and deletion
Sport Systems will update your personal record within 14 days of receiving an updated resume.
c) Right of data portability
To allow you to transfer your personal data between us and our events controllers, we will provide you with your data in a commonly used machine-readable format.
d) Right to erasure
We will not erase your result just because you had a bad performance/run that day.
For the results the time is linked to a race number which is linked to a name. If a competitor gives their number to a different person and does not inform us or the organiser nor complete the appropriate form so we have a signed race declaration then the result will be linked to the wrong runner.
8) Notification of Breaches
In the unlikely event of a data breach, we will report this breach to you within 72 hours of the event being brought to our attention. We will also take any necessary action to restore the security of your personal data and inform the Information Commissioner’s Office:
9) Complaints procedure:
If you have a complaint about how we store or handle your data, please email firstname.lastname@example.org or write to us at:
10) Escalated complaints
If your complaint is unresolved or you still have concerns, you can complain in writing to the Information Commissioner’s Office:
Information Commissioner’s Office