PRIVACY POLICY

Effective Date: 03 March 2026

1. Who We Are

This website (www.rotaryraftrace.com) is operated by the Rotary Club of South Queensferry (“we”, “us”, “our”). We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Contact email: [administration@rotaryraftrace.com]

2. What This Website Does

Our website provides information about the Forth Bridges Raft Race and links to the third-party registration platform Eventrac. We do not directly process event registrations or payments through this website.

3. Personal Data We Collect

We may collect names, email addresses, contact information submitted via forms, IP addresses, browser/device information, and cookie/analytics data.

Team Captains and Team Members register via Eventrac. Eventrac may collect names, email addresses, phone numbers, emergency contact details, team information, and payment information (for Team Captains). We do not store card details.

If participants create fundraising pages via JustGiving, those platforms act as independent data controllers under their own privacy policies.

4. Lawful Basis for Processing

We process personal data under the lawful bases of Contract, Legitimate Interests, Legal Obligation, and Consent where required.

5. Children’s Data

The event is open to participants aged 14 and over. Where a participant is under 18 years of age, registration must be completed by a parent or legal guardian or explicit parental consent must be provided.

We rely on parental consent as the lawful basis for processing personal data of participants under 18.

Parents or guardians may contact us to request access, correction, deletion, or withdrawal of consent.

6. Event Photography & Media

The event is a public event. Photographs and video may be taken and used for website publication, social media, promotional materials, and press releases. If you do not wish to appear in event media, please notify us in writing prior to the event, or (for under 18s) via the rafter registration form..

7. Data Retention

We retain personal data only as long as necessary for event administration, insurance, legal compliance, and financial record-keeping.

8. Sharing Information

We may share data with Eventrac, JustGiving, insurers, emergency services, or regulatory authorities where required. We do not sell personal data.

9. Your Rights

You have the right to access, rectify, erase, restrict, or object to processing of your personal data, and to lodge a complaint with the UK Information Commissioner’s Office (ICO).

10. Cookies

Our website may use cookies for functionality and analytics. You may control cookies via your browser settings.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published on this page.