Privacy & Cookie Policy | Oxenhope Straw Race

This is a plain-English policy for the Oxenhope Straw Race website. Please have it reviewed by the committee (and, if needed, a data-protection adviser) before launch, and fill in the contact details marked below.

Who we are

The Oxenhope Straw Race is a registered charity in England & Wales (charity no. 1207925). We are the "data controller" for the personal information collected through this website. You can contact us at committee@oxenhopestrawrace.com [confirm address].

What we collect

When you enter the race or buy tickets/merch: your name, email address, phone number, team name, and the name and phone number of an emergency contact for each racer. We may also collect dietary or medical notes you choose to give us.
When you pay: payment is handled by Stripe. We do not see or store your full card details - Stripe processes these securely on our behalf.
When you contact us: the details you put in a form or email.
When you join our mailing list: your email address and (optionally) your name, plus a record of your consent - when you opted in, from where, and the wording you agreed to.

Why we use it, and our lawful basis

To process your order and entry, and to contact you about it (lawful basis: performance of a contract).
To keep racers safe on the day - emergency contact details are held only for the event and its immediate aftermath (lawful basis: legitimate interests / vital interests).
To answer your enquiries (lawful basis: legitimate interests).
To send you marketing emails about the Straw Race, but only if you have actively opted in (lawful basis: consent).
To meet our legal and accounting obligations (lawful basis: legal obligation).

How long we keep it

Emergency contact details are deleted shortly after race day. Order and accounting records are kept only as long as the law requires. We do not keep your data for longer than we need to.

Who we share it with

We share data only with the suppliers that help us run the event - for example Stripe (payments) and our email provider - and only as far as needed. We never sell your data. We may share anonymised totals with the charities we support.

Marketing emails & the mailing list

We only send marketing emails to people who have actively opted in - by ticking the (unticked) box on our sign-up form or at checkout. We never add you automatically, and pre-ticked boxes are never used. You can unsubscribe at any time using the link in the footer of every marketing email; it takes effect immediately. Service messages about a race you have entered (for example safety information) are not marketing and are sent separately.

Your rights

You have the right to access the data we hold about you, to have it corrected or deleted, to object to or restrict its use, to withdraw consent for marketing at any time, and to data portability. To exercise any of these, email us at the address above. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

Cookies & local storage

We keep cookies to a minimum. We do not use advertising or tracking cookies. The only data stored on your device is "strictly necessary" information that makes the site work:

Name	Type	Purpose	Expires
osr_cart	Local storage	Remembers the items in your basket	Until cleared
osr_tip	Local storage	Remembers a tip you have added	Until cleared
osr_cookie_ok	Local storage	Remembers that you have seen this cookie notice	Until cleared

Because these are strictly necessary for the site to function, they do not require consent under the Privacy and Electronic Communications Regulations (PECR). If we ever add analytics or other non-essential cookies, we will ask for your consent first and update this policy. You can clear this data at any time through your browser settings.

Changes

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

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