Terms of Service

Disclaimer

Serpentine will make every effort to ensure that all information given is true, accurate and complete. However, Serpentine is not responsible for any errors or omissions or for the results obtained from the use of such information.

Your use of serpentine.org.uk is solely at your own risk. No advice or information, whether oral or written, obtained by you from Serpentine or through serpentine.org.uk shall create any warranty not expressly made in these terms of service or imposed by law.

Our website is made available for public use solely on the basis that Serpentine excludes to the extent lawfully permitted all liability whatsoever for any loss or damage arising out of use of our website or reliance upon its contents. The information contained on our website was correct at the time of writing.

Limitations of Liability

Except as required by law, Serpentine shall not be liable for any indirect, incidental, special or consequential losses or damages or loss of profits, data, goodwill, revenue in each case regardless of whether such losses or damages arise in the normal course of events or whether Serpentine has been advised of the possibility of such damages.

Serpentine will not be liable for any such losses or damages whether arising in contract, tort (including negligence) or otherwise arising out of or in connection with this website including without limitation the use or the inability to use serpentine.org.uk, or messages received, or transactions entered into through serpentine.org.uk, or resulting from unauthorised access to or alteration of your transmissions or data.

There may also be times when our services become inaccessible as a result of technical difficulties experienced by Serpentine or on the internet; we will, however, use reasonable skill and care to overcome these difficulties where they are within our control.

Control of links to other sites

Our website contains links to other websites. Such links are provided for your convenience only. Serpentine does not control such websites and is not responsible for their contents. The mere inclusion of such links does not imply any endorsement of the material on those websites or any association with their operators. We cannot guarantee that these links will work all the time and Serpentine has no control over the availability of the linked pages.

Requests for links to/from other sites

If you only wish to link to a maximum of three pages on this site then you do not need to request permission. If you wish us to add a link to your site from serpentine.org.uk please note that we will usually only consider this if your site is related to running, triathlon, athletics or a related activity or service. We never enter into link-exchange agreements.

Privacy Policy

Serpentine Running and Triathlon Club privacy notice

The Serpentine Running and Triathlon Club (the “Club”), registered charity in England and Wales number 1207174, is committed to protecting and respecting your privacy.

For any personal data you provide for the purpose of your membership or your registration to a Club-organised event, the Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.  We are registered on the Data Protection Register, number ZB793571.

This privacy notice tells you what you can expect us to do with your personal information.

Contact details

If you have any questions about this privacy policy, or you wish to exercise any of your rights under UK data protection law, please contact Serpentine Running and Triathlon Club. Website: https://www.serpentine.org.uk, Email: hon.secretary@serpentine.org.uk

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the Information Commissioner Office (ICO) website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
• 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. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us at secretary@serpentine.org.uk

What information we collect and use, and why

We collect or use the following information to provide services to our members, and to those who sign up with the club to try some of our sessions or participate in one of our races. Our lawful basis for collecting and processing this information is contract: we use this information to enable us to provide Club services, including organising events and races, and allowing people to try a Club session before they join the Club. The services for which we need this information include administering training sessions, entering individuals or teams into events, renting facilities such as running tracks or swimming pools, our affiliation to national sporting governing bodies such as England Athletics and British Triathlon, and participating in leagues, county associations and other competitions.  We use this information to communicate with you about your Club membership and payments. All of your data protection rights apply except the right to object.

• Names and contact details
• Gender
• Date of birth
• Payments you make to us

We collect the following personal and special category information.  Our lawful basis to process this information is vital interests. We may use this information in genuine emergencies, when it is needed and when your physical or mental health or wellbeing is at urgent or serious risk. All of your data protection rights apply, except the right to object and the right to portability. 

• Emergency contact and medical information

We collect and use the following personal information to comply with the requirements of the governing bodies of the sports in which we participate and to provide information to race and event organisers.  Our lawful basis for this is consent – we have permission from you after we gave you all the relevant information. All of your data protection rights apply, except the right to object. You do have the right to withdraw your consent at any time.  Individual membership of England Athletics and British Triathlon is voluntary – you can be a member of the Club without joining these organisations, in which case you do not need to provide us with this information.

• Nationality
• Date of arrival in the UK

We collect or use the following personal information to improve our services and to enable us to understand how we can provide more services to more people. Our lawful basis for collecting and using this information is legitimate interests – our use of this information benefits you and the Serpentine Running and Triathlon Club, without causing an undue risk of harm to anyone. We use this information to develop the reach and impact of our events, and secure additional membership of, and funding for, the Club to benefit its members. This includes, for example, carrying-out research to further understand who is participating in our events.  You may withdraw consent to the use of cookies at any time.  All of your data protection rights  apply, except the right to portability.

• Contact details
• Address and postcode
• Purchase history (excluding credit card numbers, which we do not store)
• Race results
• Website user information such as cookies and user journeys

We collect or use the following personal information to inspire more people to participate in sports and to join our Club.  Our lawful basis for collecting and using this information is legitimate interests. Capturing and sharing images of our events taking place, and helping us to inspire a wider and diverse group of people to engage in running, cycling or swimming activities and so further the purpose of the charity. It also provides a means for historical recording of our events over time. Our use of images helps to demonstrate a diverse group of people enjoying physical activity as part of the wider community. We ensure compliance with safeguarding laws.  These images are recorded either by a Club officer, or by Club members and are provided to the Club through the website or through the Club’s social media presence.  These images and videos may be used on the Club social media channels and/or our website, as well as other promotional material, including but not limited to videos and imagery on posters.

• Photographs
• Videos

As well as delivering training sessions, competition and events, we may communicate with you to encourage participation to such activities, promote events or third party offers and send you communication about event profiles, training sessions, offers, competitions and emails from our partners, training tips, selling Club kit.  Our lawful basis for these communications is consent. We provide you with the opportunity at registration online, and via your profile, to opt in to these communications. You can opt in or out at any time.

• Name
• Contact details
• Communication preferences

Where we get personal information from

We get personal information directly from you, or from the person who registers you for the Club on your behalf.  Mainly we collect this when you register for the Club. We also collect some limited information from people who try a Club session before they join the Club.   If you decide to join England Athletics, we collect additional information from you required for your membership of England Athletics.  We collect information about use of the website from people if they agree to allow some or all website cookies. 

When you make a payment through our online payment gateway, such as Stripe, the payment gateway provides us with information about the type of credit card you have used, and its expiry date, and whether the payment was successful.  We do not see, still less record, your full credit card number or security code.

We sometimes obtain race results from race organizers, usually from their public website, to include in our results database. The personal information we get from these results can include the participants’ name, age category, gender, the location and date of the race, and the finish time and position.

We also store some user-contributed information on our website and social media presence – for example, if members upload photographs, videos or race results.

How long we keep information

We will hold your personal data in our database for as long as you are a member with us.   After seven (7) years of inactivity – that is, seven years after your membership has lapsed or been cancelled – the personal data and health information we hold about you in our membership system is destroyed.  After deletion, the Club retains a simplified record which does not identify individuals to enable the Club to analyse long-term trends in the composition of our membership.  This pseudonymised retained data includes the gender, date of birth and dates of membership, but not the name of member.

Race results and relevant participants’ personal data (name, age, self-identified gender, location, finish times) are kept indefinitely in order to maintain our result tables, records of participation, and allow participants to access their participation records and past results.

Any other personal data and health information we may have collected from non-members participating in a Club-organised race are destroyed securely shortly after the event.

Any personal data that we collect when you take part as a non-member in a Club session to try the Club when you are deciding whether to join is kept for six months and then destroyed securely.

Any personal data we hold about you as a parent or guardian of a junior member is stored as long as the junior member is a member of the Club. Your personal data as a parent or guardian is destroyed if the information about the junior member is destroyed.

Who we share information with

The Club will not pass any personal data for other purpose than listed in this policy to a 3rd party without your explicit consent.  The Club will not sell your data.

Some of the personal information you provide to the Club can, if you choose, be visible to other members of the Club in the membership section of our website.  For example, other members will be able to see your name and – if you provide one – your profile picture.  You can choose to share some other information, such as your contact details, with other Club members.  You have full control over which of your information is shared within the Club here:
https://www.serpentine.org.uk/members/username/settings/profile/  

As a member of the Club, you can also choose to be registered as a member of England Athletics Limited in order to compete in some of the running and athletic races. When you choose to be registered as a member of England Athletics Limited, we provide them with your Athletics Data which they use to enable access to the MyAthletics portal. England Athletics Limited should contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Limited, please contact dataprotection@englandathletics.org.

When you choose to participate to league competitions including relays, in addition to passing data to EA, the Club may need to share personal data such as your name, date of birth, gender and  EA ID with leagues, county associations and other competition providers (such as, but not restricted to, South of England Athletics Associate, English Cross Country Association, Met League, Sunday League Cross Country, Summer League, Assembly League, Green Belt Relay, Southern Athletics League, Rosenheim League, Southern Counties Veterans Athletics Club League), for the purpose of administering your entry to events you elect to participate in.

The Club may also share your name with a 3rd party for the purpose of administering an event other than a race, and for which you have signed up, for example social events or training camps. In certain cases the Club may need to transfer on specific personal data in respect of that event to the 3rd party, for example dietary requirements, the Club will only pass on this other specific personal data with your explicit consent.

If you participate in races, our website may display your name, age category, self-identified gender, age grade, participation locations, results and finish times.  We do in some cases, share publicly visible data with external third parties. These third parties include but are not restricted to:

• Power of 10: operated on behalf of UK Athletics Data Limited, PO Box 1007, Uxbridge, UB8 9NQ. Data held on this site is stored under their privacy policy.
• Active Training World (ATW): timing and registration provider for our New Year’s 10K and 5k race – ActiveTrainingWorld Ltd, Unit 17, Thrales End Business Centre, Thrales End Lane, Harpenden, Hertfordshire, AL5 3NS?
• RunEvents – England Athletics Ltd, Alexander Stadium, Walsall Road, Perry Barr, Birmingham, B42 2BE. Data held on this site is stored under their privacy policy
• England Athletics, British Triathlon Federation, UK Athletics and British Athletics.

The Club’s data processing may require the personal data to be transferred outside of the UK for the purpose of secure data storage. The Club uses services and providers such as Google Forms to collect data, Stripe to process payment data, AWS S3 to store photos, videos and documents, Google Drive, Dropbox and servers at UnitedHost UK to store data.

Social Media

The Club has social media pages on Facebook, Instagram and Strava, and communities on WhatsApp and Discord. Use of these services is entirely voluntary, and you are not required to register for, or participate in, these services. The providers of the social media platforms have their own privacy policies and the Club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data onto the Club social media pages.

The Club official social media pages and communities are administered by the Club. These social media platforms may process user personal data to deliver anonymised user statistics to the local administrator of that page or event. We do not use the personal data you have made available on social media outside of that platform, unless you have given us your consent to do so.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us at secretary@serpentine.org.uk

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:          

Information Commissioner’s Office
Wycliffe House
Water Lane, Wilmslow
Cheshire  SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

20 May 2025