Privacy Policy for The Longevity Games

Effective Date: 1st November 2026

1. Introduction and Data Controller

The Longevity Games CIC ("we", "our", or "us") is committed to protecting the privacy and security of your personal data. We are a Community Interest Company limited by guarantee, registered in England and Wales (Company Registration Number: 16804701). Our registered office is at 26 Mariner Road, Swindon, England, SN25 2LE.

For the purposes of UK data protection law, The Longevity Games CIC is the Data Controller. This means we are responsible for deciding how we hold and use personal information about you.

This Privacy Policy explains how we collect, use, process, and protect personal data when you visit our website, register for our events (including the Longevity Games, the Longevity Relay, and Season Passes), volunteer with us, or communicate with us, in strict compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018l and the Data (Use and Access) Act 2025.

2. Age Requirements and Young People

Our events are open to participants aged 16 and over. We do not intentionally collect personal data from anyone under the age of 16.

If you are aged 16 or 17, UK data protection law recognises that you are old enough to make your own decisions about your personal data. By registering for an event and completing the health questionnaire, you are providing your own explicit consent for us to process your data as outlined in this policy.

(Note: While 16 and 17-year-olds may consent to data processing, our commercial photo release and liability waivers require the signature of a parent or legal guardian at the point of ticket purchase).

3. The Data We Collect About You

This notice covers website visitors, event participants, volunteers, partner contacts, and people who book tickets on behalf of someone else. We may collect:

Identity and Contact Data: Your name, email address, age/date of birth, and any inferences made regarding sizing (e.g., requested t-shirt size).
Third-Party Bookings & Volunteer Data: Information provided when someone books on your behalf, or details regarding volunteer roles, availability, and partner correspondence.
Special Category (Health) Data: Information regarding your physical health that is strictly relevant to ensuring your safe participation in our physical events.
Emergency Data: Next of kin and emergency contact information to be used in the event of a medical incident.
Financial & Transactional Data: Details about payments to and from you, and details of the tickets/passes you have purchased. We do not store full credit or debit card details; these are processed securely by our ticketing provider (Humanitix).
Technical Data: IP addresses and browsing data collected via our website hosting provider (Webflow).
Demographic & Funding Data: Information such as your postcode, general activity levels, and other optional demographic details (which may include special category data like ethnicity or disability status). This is collected solely to fulfil the equality monitoring and reporting requirements of our grant funders (such as Sport England).

4. How We Use Your Data and Our Lawful Bases

We will only use your personal data when the law allows us to. We process your data under the following lawful bases:

Contractual Necessity: To register you for events, manage your ticketing, and provide customer support.
Explicit Consent & Vital Interests: We collect and process your health data and emergency contact information based on your explicit consent at registration, and to protect your vital interests in a medical emergency. Additionally, we process and publish event photography for promotional purposes based on explicit consent provided via the photo waiver.(Please note: We do not access or request medical records from GPs or healthcare providers. You are solely responsible for accurately disclosing any relevant health information to us during registration.)
Legitimate Interests: To run our business operations, manage volunteers, communicate with you, and send marketing communications (via "soft opt-in") to previous attendees regarding future events. You can opt out of marketing at any time.
Legal & Public Interest Obligations / Explicit Consent: We collect demographic and postcode data to share with grant-awarding bodies, such as Sport England and the local council, to fulfil our funding reporting requirements. Where this involves special category data (such as ethnicity or disability), we process it on the basis of your explicit consent or substantial public interest (equality of opportunity).

5. Third-Party Data Processors & External Sharing

To operate our events and business, we share your data with trusted third parties who act as data processors on our behalf, or as independent controllers where legally required. These include:

Webflow: For hosting our website and capturing initial web inquiries.
Humanitix: For processing event registrations, ticketing, and secure payment processing.
Microsoft 365 & Copilot: For our internal business operations, email hosting, and secure data administration.
MailerLite: For managing our email marketing campaigns and participant newsletters.
Canva: For graphic design, which may occasionally involve processing event photography.
Google Photos: Used for hosting, coordinating, and distributing event photography to our community and participating photographers.
Professional Advisors: Necessary information may be shared with our accountants, legal advisers, insurers, and emergency services to manage incidents, claims, and our legal obligations.

6. International Data Transfers

Many of our third-party service providers (including Webflow, Humanitix, MailerLite, Canva, Microsoft, and Google) are based outside of the United Kingdom (UK), meaning their processing of your personal data will involve a transfer of data outside the UK, primarily to the United States.

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by implementing at least one of the following legal safeguards:

Adequacy Decisions / Data Bridge: We transfer personal data to providers participating in the UK Extension to the EU-US Data Privacy Framework (the "UK-US Data Bridge").
Standard Contractual Clauses: Where a provider is not covered by an adequacy decision, we use specific contracts approved by the UK Information Commissioner's Office (ICO), such as the International Data Transfer Agreement (IDTA), which give personal data the same protection it has in the UK.

7. Event Photography, Media & Social Platforms

We document our events to celebrate our community. During the ticketing process, participants (or their guardians) are asked to sign a photo waiver, which provides us with explicit consent to capture and use their image.

We use these images for promotional purposes, which includes displaying them on our official Webflow website, hosting and distributing them via Google Photos, and publishing selected media on our official social media channels (including Instagram, Facebook, and LinkedIn).

If you interact with us on our social media platforms - such as by sending us a direct message or tagging us - we will process your profile name and message contents to respond.

You have the right to withdraw your consent at any time. If you would like a specific image of yourself removed from our website, distributed galleries, or social media posts, please contact us at info@thelongevitygames.co.uk, and we will promptly facilitate its removal.

8. Data Retention

We will only retain your personal data for as long as reasonably necessary. Our retention periods are as follows:

Routine Bookings & Health Data: Retained securely for 24 months after your last participating event.
Emergency Contacts: Securely deleted 30 days after the relevant event.
Unselected Media: Any raw or unselected photo/video files submitted to us by event photographers that are not published to our official galleries are deleted within 90 days of receipt.
Incidents and Legal Claims: If a medical or safety incident occurs, relevant evidence and records are kept until the resolution and expiry of applicable legal/claim periods (which may be extended for minors), reviewed annually.
Financial/Transactional Data: Retained for 7 years to comply with UK tax and accounting laws.
Aggregated and Anonymised Data: We permanently strip personal identifiers from historical attendance records to create statistical data (such as total participant numbers, age groups, fitness categories, and unique attendee tracking). Because this data can no longer identify you, it is not considered personal data, and we may use and retain it indefinitely for research, historical tracking, and funding reports.

9. Cookies

Our website, hosted by Webflow, uses "strictly necessary" cookies. These are small text files placed on your device that are essential for the website to function properly, securely, and efficiently. Because we only use cookies that are strictly necessary for the operation of the site, we do not require your consent to place them, and we do not use them to track your behaviour or serve targeted advertising.

10. Your Data Protection Rights

Under UK data protection law, you have rights including:

Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate or incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing: You have the right to object to the processing of your personal data (e.g., for direct marketing).
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

11. Complaints Procedure (DUAA 2025 Compliant)

If you have any concerns or complaints about our use of your personal information, you must submit your complaint to us in the first instance.

Data Privacy Contact: info@thelongevitygames.co.uk

Our Commitment: Upon receiving a formal data privacy complaint, we will formally acknowledge receipt of your complaint within 30 days, in strict accordance with the Data (Use and Access) Act 2026. We will then investigate your concerns and provide a comprehensive response detailing our findings and any remedial actions taken.

If you remain dissatisfied with our handling of your complaint after exhausting our internal complaints procedure, you have the right to complain to the Information Commissioner’s Office (ICO):

ICO Website: https://www.ico.org.uk
ICO Helpline: 0303 123 1113

12. Changes to this Privacy Policy

We keep our privacy policy under regular review to ensure it accurately reflects our data processing practices and changes in UK law. Any updates will be published on this page, and the "Effective Date" at the top will be amended accordingly.