Active House Ltd, trading as Nice Work, is committed to protecting and respecting your privacy. This policy (together with our websites terms of use and any other documents referred to on it) explains when and why we collect personal information about people who visit our website, how we use it, and the conditions under which we may disclose it to others and how we keep it secure.

We may change this policy occasionally, so please check this page occasionally to ensure that you are happy with any changes. By using our website, you agree to be bound by this policy.
 
Should you have any questions regarding this policy or our privacy practices, please, email compliance@nice-work.org.uk or by writing to:
 
Compliance Department,
Nice Work,
Office 3,
Rye Wharf,
Harbour Road,
Rye,
East Sussex,
TN31 7TE.
 
The rules for personal processing data are set out in the UK General Data Protection Regulation (the “UKGDPR”).
 
Last updated - 28th September 2022

Who are we?

 
Nice Work is a long-established family business that started in 1989 and has become one of the country’s leading race management companies. Our race portfolio now features more than 240 races nationwide.
 
Our philosophy is simple – to put on friendly races that are fully inclusive, and aimed at runners of all abilities, from beginners to experienced athletes and of all ages and backgrounds. To achieve this, we have partnered with private companies, schools, village organisations, local authorities, charities, running clubs and organisations such as Rotary.
 

How do we collect information from you?

 
We obtain information about you when you use our website. For example, contact us about our race events and services when you use our online store or register to receive regular newsletters.
We also receive and process personal information when visitors to our website opt to download and submit an entry form to one of the races via post.
 

What type of information is collected from you?

 
Personal information might include your name, email address, phone number, IP address, and information regarding what pages are accessed and when.
 
If you decide to enter one of our races by downloading an entry form and applying via post, then in addition to the personal information listed above, we will ask you for your date of birth, address, and any medical conditions we should be aware of, and affiliations you may have with any running clubs or are a member of a UK athletics registered club.
 
When purchasing products from us via our online store, your card and other payment information are not held by us; it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions. Third-party payment processors used will be PCI-DSS accredited.
 
When entering a race via one of our partner's online portal, your name, address, email address, phone number, date of birth, any medical conditions you opt to share and which race event you have entered when registering is collected by the partner (third-party) and shared with Nice Work.

During an event, it is not uncommon for photographs or video footage to be captured by a contracted photographer, Nice Work staff running the event, or event spectators. Our Commercial use of photographs and video section of this policy will cover how we handle and use photographs and video footage.

How is your information used?

 
We may use your information to:

• Respond to requests submitted to us via our contact form on the website.
• Process orders that you have submitted through our online shop.
• Process race entry applications that we have received via post.
• Process online race entry applications that we have received from one of our race partners.
• Seek your views or comments on the services we provide.
• Notify you of changes to our services.
• Send you communications you have requested that may be of interest to you. These may include newsletters, information about new race events, updates on current events, and other activities.
• Help promote the events and activities of our race partners.
• Market and advertise future events we look to provide.
• Send out race packs, numbers, and timing chips to your address before an event.
• Process race results on the day of an event.
• Communicate with you after an event to inform you of your race result(s) and send any relevant event merchandise and certificates for completion.
• Submit to UK governing bodies such as the Home Country Athletics Organisations (England Athletics, UK Athletics, Run Britain etc.) and for statistical and ranking purposes with Power of 10 and Run Britain and other third-party data managers as part of administering your involvement in the sport.

 
We review our retention periods for personal information regularly. We are legally required to hold some types of information to fulfil our statutory obligations (for example, collecting medical health data). We will hold your personal information on our systems for as long as is necessary for the relevant event and where statutory obligations do not apply.

What is our legal basis for processing your data?

 
Our lawful basis for processing your general personal data under Article 6 of UKGDPR is as follows:
 

Consent of the data subject:

• We will directly ask for your consent to process data.
• When you sign up for our regular newsletter on our website.
• When you register for race events directly on our website via post, download our race entry form.

 

Processing necessary for the performance of a contract with the data subject or to take steps to enter a contract:

• When you purchase on our website, process your payment, confirm transaction details (typically via email), and arrange delivery of the goods and services.

 

Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests or fundamental rights or freedoms of the data subject:

• We will use your data to process and facilitate your entry into one of our races received either directly or passed to us via one of our race partners.
• We will also use your personal information to share and provide research and statistical data regarding your sports involvement to UK governing bodies.
• We will use photographs and video footage captured from an event to help improve the customer's post-race experience and for marketing and advertising future events.

Who has access to your information?

 
Nice Work requires access to personal information such as name, address, phone, and email details to process your race entry and facilitate any other activities involved in participating in one of our race events. This will typically be provided to us directly by you or maybe collected by one of our race partners. It is important to note:

• We will not sell or rent your information to third parties.
• We will not share your information with third parties for marketing purposes.

 
Third-party service providers working on our behalf:

• We may pass your information to our third-party service providers, agents, subcontractors, and other associated organisations to complete tasks and provide services to you on our behalf (for example, website payments).
• When we use third-party service providers, we disclose only the personal information necessary to deliver the service.
• Please be reassured that we will not release your information to third parties beyond Nice Work and its race partners for them to use for their direct marketing purposes unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for prevention of fraud or other crime.
• We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your data to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our partners and customers.
• However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
• We use analytics on our websites and track our emails to ensure the correct operation.  The results of the email analytics are only made available to the originators of the emails. They will not be shared with third parties unless required to do so by law enforcement agencies.

How can you access and update your information?

 
The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct the information we hold about you. In the meantime, if you change your email address or any of the other information we have is inaccurate or out of date, please email us at: compliance@nice-work.org.uk or write to us at:
 
Compliance Department,
Nice Work,
Office 3,
Rye Wharf,
Harbour Road,
Rye,
East Sussex,
TN31 7TE.
 
You have the right to request a copy of the information Nice Work holds about you. You may also want to request the same information from race partners and apply for that separately.
 

Security precautions are in place to protect against your information's loss, misuse, or alteration.

 
Nice Work will take all necessary steps to ensure that your data is treated securely and protected from unauthorised access and use per this notice. This includes maintaining and enforcing robust policies and procedures to ensure information security and data protection are at the forefront of our services.
 
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your data transmitted to us via the internet, we cannot guarantee the security of your data transmitted to our website from your device. Any transmission is at your own risk.
 
Any payments are being collected on our behalf; we require our payment providers to comply with the Payment Card Industry’s Data Security Standards (PCI-DSS).
 
We understand the importance of your privacy, which is why we apply (and require our service providers to apply) appropriate physical, technical and administrative safeguards to prevent your data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We also limit access to your data to those employees, agents, contractors, partners, and other third parties who have a business need to do so.

Use of ‘Cookies’

 
Like many other websites, the Nice Work website uses cookies. Cookies are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit.
 
We may collect information about your computer, including your IP address, operating system, and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
 
It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies off may result in losing functionality when using our website.

Links to other websites

 
Our website may contain links to other websites run by our race partners or other organisations. This privacy policy applies only to our website‚, so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for other sites' privacy policies and practices, even if you access them using links from our website.
 
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.

16 or under

 
It must be noted that our race events all the entry of children aged 16 or under. We do not process anyone's data under the age of 16 without their parents/guardians’ explicit permission. If you are aged 16 or under‚, please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Transferring your information outside of the UK

 
As part of the services offered to you through this website, the information you provide to us may be transferred to countries outside the United Kingdom ("UK"). By way of example, this may happen if any of our servers are, from time to time, located in a country outside of the UK. These countries may not have similar data protection laws to the UK. You agree to this transfer, storage, or processing by submitting your data.
 
Suppose we transfer your information outside of the UK in this way. In that case, we will ensure that appropriate security measures are taken to ensure that your privacy rights remain protected as outlined in this Policy.
 
If you use our services outside the UK, your information may be transferred outside the UK to provide you with those services.

Commercial use of photographs and video

 

There exists a legitimate interest for Nice Work to obtain photographs and video footage of any of the events our race partners or we provide. By collecting photographs and video footage, Nice Work can improve the customer's post-race event experience by sharing those experiences captured "on the day" via social media feeds and dedicated websites to promote the event in the first instance. Additionally, we have found that advertising and marketing for the next year's event greatly increase the number of repeat participants after an existing one has finished. Seeing those experiences captured on the day is a powerful motivator. These legitimate interests form our lawful basis for using photographs and video captured. 

 

On sign up, customers are notified that by registering for one of our events (or race partner event), they acknowledge that photographs will be taken during the event and agree to the release and use of any photographs that may contain them for marketing purposes and future promotions.

 

Any photographs and video obtained will be stored and encrypted at rest using cloud services. However, if you object to using a photo or video footage containing yourself, please get in touch with us using the "How to contact us" section in this policy. We shall process your request per the rights afforded to you by the UK Data Protection Act (also detailed below).

Your rights?

 
Data protection laws grant you, as a Data Subject, certain ‘information rights, which are summarised below:

• Right of access – You have the right to obtain a copy of the information we hold about you
• Right of rectification or erasure – If you feel that any data we hold about you is inaccurate, you have the right to ask us to correct or rectify it. You also have a right to ask us to erase information about you where you can demonstrate that we no longer need the data we hold, if you withdraw the consent upon which our processing is based, or if you feel that we are unlawfully processing your data. Please note that we may be entitled to retain your data despite your request, for example, if we are under a separate legal obligation to retain it. Your right to rectification and erasure extends to anyone we have disclosed your personal information. We will take all reasonable steps to inform those we have shared their data about your erasure request.
• Right to restriction of processing – You have a right to request that we refrain from processing your data where you contest its accuracy or the processing is unlawful. You have opposed its erasure, or where we do not need to hold your data any longer. Still, you need us to establish, exercise or defend any legal claims, or we are in dispute about the legality of processing your data.
• Right to Portability – You have a right to receive any personal data you have provided to us to transfer it onto another data controller where the processing is based on consent and is carried out by automated means. This is called a data portability request.
• Right to Object – You have a right to object to our processing of your data where the basis of the processing is our legitimate interests, including but not limited to direct marketing and profiling.
• Right to Withdraw Consent – You have the right to withdraw your consent to process your data where the processing is based on consent.
• Right of Complaint – You also have the right to complain about how we handle your data to the UK Information Commissioner’s Office, which can be contacted at https://ico.org.uk.
• Right to Opt-out of Marketing Communications – You have the right to opt-out of marketing communications we send you at any time. You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing emails we send you. To opt out of other forms of marketing (such as postal marketing or telemarketing), please contact us using the contact details below.

How to contact us?

 
To exercise all relevant rights, queries, or complaints, please, in the first instance, contact the Nice Work Compliance Department via email at: compliance@nice-work.org.uk or write to us at:
 
Compliance Department,
Nice Work,
Office 3,
Rye Wharf,
Harbour Road,
Rye,
East Sussex,
TN31 7TE
 
Alternatively.
 
If this does not resolve your complaint to your satisfaction, you have the right to complain with the Information Commissioners Office on 03031231113 or via email at https://ico.org.uk/global/contact-us/email/ or at the:
 
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF,
England.

Further processing

 
Suppose we wish to use your data for a new purpose not covered by this Data Privacy Notice. In that case, we will provide you with further notice explaining this new use before commencing the processing and setting out the relevant purposes and processing conditions.

Review of this Policy

 
We will post any changes we make to our privacy policy in the future on this page and, where appropriate, notified to you by e-mail. Would you please check back frequently for any updates or changes to our privacy policy?