Privacy Policy

Effective from: 1 November 2026

UK Virtual Races ("UKVR", "we", "us") is operated by Stuart Flynn, trading as UK Virtual Races. Our Business & Legal Contact Details are set out below. This policy explains what personal data we collect, why we use it and the rights you have under UK data protection law.

What we collect

We only ask for what we actually need, and only when we need it:

• At account creation: your name and email address. Runner authentication uses time-limited magic links, so runners do not create a UKVR password.
• At entry: the event or challenge, target and reward package selected; the booking or payment status; and provider references needed to reconcile and support the booking.
• During participation: activity details you provide, such as date, distance, optional duration and activity type, together with screenshots, photographs or other evidence.
• For physical-medal fulfilment: a UK postal address, requested only where the selected package includes a physical medal and fulfilment is required.
• Communications and consent: operational messages, consent choices and any correspondence about your account, entry, evidence or fulfilment.
• Technical information: a session cookie so you can stay logged in (see "Cookies" below).

We do not collect payment card numbers, and we do not ask for information about your health. Evidence may incidentally display information such as heart rate; UKVR does not require that information and uses submitted evidence only to review the relevant activity and completion.

Why we collect it, and our legal basis

Data	Purpose	Legal basis
Name, email	Creating and running your account, sending login links	Contract (you asked us to provide this service)
Entry & booking confirmation	Processing and administering your entry	Contract
Evidence submission	Reviewing participation and providing the rewards included in your package	Contract
Postal address	Posting a physical medal where included	Contract

Where we send you optional emails about new challenges (rather than transactional emails about your own entries), we rely on your consent, and you can unsubscribe at any time.

Who we share it with

We use a small number of trusted providers to run UKVR, and only share what each one needs to do its job:

• External booking and payment: BookitZone currently handles Founding Run booking and payment. UKVR receives or records only the information needed to match and activate the UKVR entry. BookitZone's own privacy information applies to data supplied there.
• Hosting and email delivery: our website and database are hosted with IONOS, and outgoing emails (magic links and confirmations) are sent using IONOS's mail service.
• Physical-medal delivery: the delivery provider receives the name, address and delivery information needed to carry the medal. These details are not supplied for third-party marketing.

We do not sell your data, and we do not share it with advertisers.

How long we keep it

We keep account and entry data for as long as your account is active, so your run history and permanent Personal Achievement Collection remain available. Evidence, booking, financial, fulfilment, security and audit records are retained only for as long as reasonably required for their purpose and any legal, accounting, dispute or fraud-prevention obligation. When data is no longer required, it is deleted or anonymised where appropriate. Contact us for information about the retention criteria applying to a particular record.

Cookies

UKVR uses a single essential session cookie to keep you logged in between pages. We don't use tracking or advertising cookies, and we don't run third-party analytics that profile individual visitors.

Your rights

Under UK GDPR, you have the right to:

• Ask what personal data we hold about you, and get a copy of it
• Ask us to correct anything that's inaccurate
• Ask us to delete your data ("right to be forgotten"), subject to the retention exceptions above
• Ask us to restrict or object to certain processing
• Withdraw consent at any time for anything we do on a consent basis (e.g. marketing emails)

To exercise any of these, contact us at admin@ukvirtualraces.co.uk. If you're not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).

UKRR linking

UKVR is a separate site and brand from ukroadraces.co.uk (UKRR). We never automatically link your UKVR account to any UKRR account or results history. If we introduce an optional linking feature in future, it will always require your explicit, opt-in consent, and can be switched off at any time.

Business & Legal Contact Details

Operator: Stuart Flynn, trading as UK Virtual Races
Business correspondence address: 18 Scholars Close, Preston, PR5 5DE
Email: admin@ukvirtualraces.co.uk

Questions about this policy, your personal data or legal correspondence can be sent using these details.