Privacy
Notice

Who we are

Community Fitness Games (“we”, “us”) runs the Community Fitness Games hybrid fitness event. For the purpose of UK GDPR, we are the data controller for the personal data described in this notice.

Contact for data requests: communityfitnessgames@gmail.com

What we collect

When you sign up for the event, we collect:

• Your full name
• Your email address
• Your phone number
• Your chosen category (Just Starting Out, Beginner, Intermediate or Elite)
• The date and time you signed up

If you pre-register for an upcoming event (the Winter Games or the Outdoor Games), we collect the same details plus which event or events you picked.

We don't use cookies for tracking or analytics. The only cookie we set is a short-lived session cookie for staff logging into the admin dashboard.

Why we collect it

We only use your details for event planning, specifically:

• Confirming your entry and category
• Emailing you event details (schedule, venue, logistics)
• Contacting you by phone if there's an urgent update on the day
• Counting entries per category so we can plan the format
• If you've pre-registered: telling you when dates are confirmed and when entries open for the events you picked
• Releasing wave times, results and essential event details — we may use your basic participant information (your name, category, wave time, race number, finish time, and your sex and age group for results categories) to publish race-day information and results on our website and social channels

We will never sell, rent, or share your details with third-party marketers. Published race-day information never includes your contact details or date of birth — if you'd rather not appear in published wave lists or results, email us and we'll remove you.

Lawful basis

We rely on consent (UK GDPR Art. 6(1)(a)) — by submitting the signup form, you're agreeing for us to hold and use your details for the purposes listed above. You can withdraw consent at any time by emailing us.

Photos and video at the event

We take photographs and video at the Games and use them to report on the event and promote future ones — on this website, on our Instagram and Facebook pages, and in event material such as posters and emails. Images may stay up, and be used again for future events, unless you ask us to remove them.

Participants agree to this when they accept the Participant Waiver & Terms (clause 6, Media Consent). For spectators and other visitors, we rely on our legitimate interests (UK GDPR Art. 6(1)(f)) in promoting a community fitness event. We never sell images, and we won't name anyone in a caption unless they're happy for us to.

If you'd rather not appear, tell a member of the event team on the day, or email communityfitnessgames@gmail.com and we'll take the image down from our website and our own social media as soon as we can. The same applies if you're a parent or guardian asking about a child in a photo. Once something has been posted publicly, other people may have shared or saved it, so we can only remove our own posts.

Who sees it

• Event organisers (a small number of named people running the event)
• Turso — our database provider, which stores the signups. Data is held in the EU (Ireland).
• Vercel — our website host, which processes form submissions on our behalf.

Both Turso and Vercel act as data processors under written data processing agreements.

How long we keep it

We keep your details until the event is over and any follow-up is complete — typically no more than 90 days after event day. After that, we'll delete the record. If you ask us to delete it sooner, we will.

Your rights

Under UK GDPR you have the right to:

• Ask for a copy of the data we hold on you
• Ask us to correct anything that's wrong
• Ask us to delete your data (“right to be forgotten”)
• Withdraw your consent at any time
• Complain to the Information Commissioner's Office (ICO) if you think we've got something wrong

To exercise any of these, just email communityfitnessgames@gmail.com. We'll respond within 30 days.