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Our Privacy Policy

Organiser Privacy Policy

The Entry Point respects your privacy and is committed to protecting your personal data. This Privacy Policy will inform you about how we look after your personal data, tell you about your privacy rights and how the law protects you. It applies to information we collect in relation to:

  • Users of our website;
  • People who register to use The Entry Point system;
  • People who use our online system to enter an event, create a membership or make a purchase with an Organisation;
  • Employees or representatives of organisations who use our services or supply us with goods or services;
  • People who contact us via any medium (e.g. by post, email, telephone or social media)

It is important that you read this Privacy Policy, together with any other Privacy Policy we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information. This privacy notice supplements the other notices and is not intended to override them.


Controller and contact information The Entry Point Limited is the controller and responsible for your personal data (collectively referred to as “The Entry Point”, "we", "us" or "our" in this Privacy Policy). We have appointed a data privacy manager who is responsible for overseeing questions in relation to this Privacy Policy. If you have any questions about this Privacy Policy, please email us at info@theenrypoint.co.uk Complaints You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please email us on info@theenrypoint.co.uk in the first instance. Changes to the Privacy Policy and your duty to inform us of changes We reserve the right to update this Privacy Policy at any time. It is important that the personal data we hold about you is accurate and current. Please use our online tools to keep us informed if your personal data changes during your relationship with us. Third-party links Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the Privacy Policy of every website you visit.


Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, last name, date of birth and gender.
  • Contact Data includes contact address, email address, social media account information and telephone numbers.
  • Financial Data includes details about payments to and from you. If you choose to pay by credit or debit card we will also ask you for your credit/debit card details. Full card details are only held by Global Payments, not by The Entry Point. All we hold is the card type and last 4 digits of your card number. If you set up a Direct Debit instruction in favour of The Entry Point Limited then your bank account details will be stored on the The Entry Point database.
  • Transaction Data includes, information required by any events you have entered or memberships you have joined and other details of goods or services you have purchased through us.
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, purchases or orders made by you, saved responses to commonly asked event / membership questions, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
  • Membership Data includes details of any clubs, organisations or associations for which you are a current member.
  • Performance Data includes, in addition to your Identity Data, your ranking and time in respect of any event in which you have participated.
  • Medical Data includes information about your health, medical history and fitness to participate in the activities you may enter.
  • Ethnicity Data includes information about your racial or ethnic origin.

We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this Privacy Policy. For your personal safety, when entering an event, we may be required by the event organiser to obtain additional information from you in relation to your health and medical history (Medical Data). Additionally, to help monitor and increase diversity some events may ask for information about your racial or ethnic origin (Ethnicity Data). This Medical and Ethnicity information, which are special categories of personal data, will be obtained from you by your completion and submission of separate sections on the entry form where applicable and you will be asked specifically to consent to the processing by us of such Data (including the passing of such data to the Organisation holding the event). If you fail to provide personal data Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time. If you fail to provide the Medical Data that are requested by an Organisation in relation to a particular event, the Organisation may not permit you to be entered by us for that event. If this is the case, we will notify you of this at the time. The provision of Ethnicity Data will always be optional.


We use different methods to collect data from and about you including through:

  • Direct interactions. You will give us your Identity, Contact, Financial, Transaction, Profile, Membership and Performance Data and, where applicable, your Medical and Ethnicity Data by completing and submitting a form through our website or by corresponding with us by email, phone or post. This includes personal data you provide when you:
  • Apply for our services;
  • Create an account on our website;
  • Subscribe to our service or publications;
  • Request marketing to be sent to you; or give us some feedback.
  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our Cookie Policy for further details.

Third parties. We may receive personal data about you from various third parties as set out below:
Technical Data from the following parties:

  • Organisations who use The Entry Point for as an online portal for their Event, Membership or Purchases, based inside the EU
  • Analytics providers such as Google based outside the EU;
  • Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as Global Payments based outside the EU and BACS based inside the EU.
  • Clubs, Organisations or Associations with whom you may have membership, to allow us to validate your Membership data. Such as:
  • British Orienteering, based inside the EU
  • Fell Runners Association, based inside the EU
  • Long Distance Walkers Association, based inside the EU


We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) by which we mean the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Where we need to comply with a legal or regulatory obligation we are subject to.