CORK CITY COUNCIL

Data Privacy Policy

Who We Are

Cork City Marathon is organised by Davis Events Ltd on behalf of Cork City Council. Cork City Council is the Data Controller and Davis Events Ltd is the Data Processor. The Cork City Council administrator who oversees the marathon can be contacted at sports@corkcity.ie, by mail at City Hall, Anglesea Street, Cork, T12 T997, or by phone at 021-4924170. The Davis Events marathon team can be contacted at info@corkcitymarathon.ie, by mail at 30-31 Francis St, The Liberties, Dublin 8, or by phone at (01) 564 5298.

As Cork City Council is the data controller this site adheres to their Privacy Policy.

Your data

This Data Privacy Policy lets you know what personal information Cork City Marathon collects about you, why we collect it, and how we use it. If you want to know what data we hold about you, or want to change any of that data, you can contact us at any stage at info@corkcitymarathon.ie.

What Information We Have & Where We Get It 

We may collect personal data from you through your use of our website, when you contact or request information from us, when you enter the event, or because of your relationship with one of our event participants.

Website

Cork City Marathon’s website is built in WordPress and their privacy policy can be found here.

The plug-ins that we currently use are: 

  • Akismet, their privacy policy can be found here
  • Contact Form 7, their privacy policy can be found here
  • Our website uses Google Analytics tracking to measure traffic data.  We use the WordPress plugin “Google Analytics Dashboard for WP (GADWP)” to place the tracking code.  This plugin is set to anonymise use IP data and respect “Do Not Track” browser features so that no personal data is stored. 
  • The Newsletter plugin, their privacy policy can be found here
  • Our website uses Site Kit which anonymises IP addresses upon activation of the Google Analytics module. In addition, Site Kit provides a mechanism in the form of a simple API for cookie consent plugins to integrate with Site Kit and prevent Site Kit’s Google service snippets from being rendered on a page if the user has not granted consent.
  • Our website uses WP Google Maps, which does not use cookies. As at 22 May 2018, The Google Maps API does not set any cookies. Therefore, the plugin as a whole does not set cookies.

 

Entry System

The Cork City Marathon’s entry system is operated by EventMaster. You’ll find their Privacy Policy here.

The online payment system for entry is provided by Stripe, and you can find their Privacy Policy here.

When you enter the Cork City Marathon, there are some data fields that are mandatory. These are required to allow us to organise a successful and safe competitive event. The optional questions that we ask on the entry form give us information that allows us to grow the event through marketing.

The information that we process includes: 

  1. Mandatory information: Your name, postal address, email address, phone number(s), age, gender, emergency contact name and phone number, whether or not you are a wheelchair user, and your t-shirt size.
  2. Medical information: Details of any pre-existing medical condition(s) you may have.
  3. Optional Information: The optional data fields on the entry form ask you about previous experiences you may have had in similar events, where you heard about the Cork City Marathon, your motivation for entering the event, your previous personal best times for a marathon/half marathon/relay, and whether or not you would be willing to speak with us and/or the media about your experiences.
    If you choose to provide us with this optional data, it gives us a better idea of who is taking part and lets us identify interesting stories of those taking part. The information on previous PBs, ensures that we can make appropriate arrangements for the starting fields.
  4. Financial information: The organisers have access to the amount paid, date of payment, credit/debit-card expiry date, and the name on credit/debit card. We do not have access to your credit/debit-card number.
  5. Any other information relating to you which you may provide to us. 

Data Retention

The information you give us when you enter the Cork City Marathon is retained for as long as the race is current, that is, until all results have been verified, all prizes issued, and the event database has been audited. After that, the information is anonymised so that the individual cannot be identified. We retain information such as county, country, nationality, age on race day, and gender so that we can compare demographics from year to year.

Emails

When you contact us at info@corkcitymarathon.ie your email is received by one of our administrators. Once it has been answered, the email is deleted from the administrator’s inbox. However, a copy is held in a protected archive on Cork City Council’s secure server.

Mailing List

If you choose to opt-into our mailing list, we will send you occasional emails containing information relevant to the Cork City Marathon. You can opt-out of the mailing list at any stage by clicking ‘unsubscribe’ at the bottom of all mailing-list emails you receive from us.

Updating Your Data

It is important that the information we hold about you for the race is kept up to date.  Please tell us about any changes to that information as soon as is possible.

Youth Participants

To enter the marathon, half marathon or team relay you must be over 18-years old on race day. There is a Youth Challenge for younger participants, but at present, the only way to enter the Youth Challenge is using a hard copy entry form.

What We Use Your Information for

We use your information:

  1. To organise a safe and successful competitive race.
  2. To provide and improve our service to you (including through engagement of third-party service providers).
  3. To fulfil our legal, regulatory and risk management obligations.
  4. To improve our website, including auditing and monitoring its use.
  5. To provide information requested by you.
  6. To send you updates related to the Cork City Marathon, including race participation details and finishing times.
  7. Your name, age category and gender, and your finishing time will be made public after the race. If you don’t want that information released, you can contact us at info@corkcitymarathon.ie at any stage.

Where we wish to use your data in any other way, we will ensure that we notify you and get your consent first. You will be given the opportunity to withhold or withdraw your consent for the use of your data for purposes other than those listed in this Privacy Policy.

Who We Share Your Data With (sub-processors) & Why we share it

Cork City Marathon will not share your data without your consent or unless required by law, except as set out in this privacy policy.

  1. Entry Database: We restrict direct access to your personal information to employees of EventMaster, Cork City Council’s marathon administrator, and Davis Events. A limited amount of your data will be shared with third-party service providers that we engage in connection with and for the purposes of organising and promoting the event and so that they can fulfil the terms of the service agreed with you as a participant, as follows.
  2. Race Medical Control: If you have given us medical information, it is passed to the Medical Control Team on race day. The database they receive contains your name, date of birth, emergency contact details, and the medical information. This is to ensure that they have immediate access to the information, should it be required during your participation in the Cork City Marathon. Their database is deleted immediately after the race.
  3. On race day, the Medical Team may gather additional personal medical information about the casualties that they treat. This information is shared with the event organisers in an anonymised manner only, i.e. we are given information about the number and type of injuries/illnesses but cannot identify the individuals who were treated.
  4. Race Timing Company: For race day, we give your name, date of birth, gender, club name (where applicable), and race number to the company who will operate the race timing system. You will wear a personalised electronic tag that will clock your start and finish times, and any other timing stages around the course. The tag will be linked to your race number in the timing-system operator’s database.
  5. Finish-line Photographers: If you have ticked the option to have your details sent to the finish-line photography company, we will forward your race number, finishing time, name and email address to the company. They will email you to let you know that photographs of you are available to buy from them.
  6. Boston Marathon: If you complete the full marathon, a limited amount of your data (your name, date of birth, race number, and finishing time) is sent to the Boston Marathon. This allows the Boston race organisers to verify any applicants who wish to use the Cork Marathon as a qualifying race for entry to their marathon. The Boston Marathon’s privacy policy can be found here
  7. Media: If you have given us optional information about yourself and you have indicated that you would be willing to speak with us about previous running experiences or your reasons for entering the Cork City Marathon, we will contact you before releasing that information publicly.

 

Contact Us

Where you have given us your consent, you can withdraw it at any stage by contacting us. If you have any concerns, wish to change the details we hold about you, or have any questions regarding our data retention, please email us at info@CorkCityMarathon.ie