Privacy Policy

1. Who we are

The Kilmovee 5 & 10K Road Race is a community event organised by a voluntary committee based in Kilmovee, Co. Mayo, Ireland. The event has taken place annually on Easter Saturday since 2010, raising funds for Mayo Roscommon Hospice Foundation and Kilmovee Shamrocks GAA.

For the purposes of the General Data Protection Regulation (GDPR) and the Data Protection Acts 1988–2018, the organising committee is the data controller for personal data collected in connection with the race.

Contact: kilmovee10k@gmail.com

2. What data we collect

We collect the following categories of personal data:

Registration data

• Full name
• Email address
• Date of birth / age category
• Gender
• Club affiliation (if applicable)
• T-shirt size (where applicable)
• Emergency contact details
• Medical or health information you choose to disclose

Payment data

Registration payments are processed through our registration platform (diidum.com). We do not directly store card or payment details — these are handled securely by the payment processor under their own data protection obligations.

Photographic & video data

Photographs and video footage are taken during race day. These may include images of participants, volunteers, supporters, and members of the public, including children. See Section 6 for full details.

Website data

When you visit kilmovee10k.com we may collect standard technical data such as IP address, browser type, and pages visited. See Section 9.

3. Why we process your data (legal basis)

Under GDPR, we must have a lawful basis for processing personal data. We rely on the following:

• Contract performance — processing is necessary to register you for the race and manage your participation (Article 6(1)(b) GDPR).
• Legitimate interests — we process certain data, including race results and photography, in the legitimate interest of operating a community sporting event and promoting it to the public (Article 6(1)(f) GDPR).
• Consent — for direct marketing emails and for photography involving children under the age of 18, we rely on your consent (Article 6(1)(a) GDPR). You may withdraw consent at any time.
• Legal obligation — we may process data where required to comply with Irish law.

4. Race registration & participation

When you register for the Kilmovee 5K or 10K Road Race, we collect and use your personal data to:

• Process your registration and issue your race number
• Assign you to the correct age category and distance
• Communicate essential race-day information (start times, check-in process, etc.)
• Contact your emergency contact in the event of a medical incident
• Produce and publish race results
• Comply with Athletics Ireland event requirements where applicable

Registration is managed through diidum.com, our event registration platform, which processes your data on our behalf as a data processor under a formal data processing agreement.

5. Our official timing partner

Chip timing at the Kilmovee Road Races is provided by our Official Approved Timing Partner. In order to provide accurate race timing, we share the following participant data with them:

• Full name
• Date of birth / age category
• Gender
• Club affiliation
• Race distance entered

We ensure that any timing partner we work with is GDPR-compliant and processes participant data solely for the purpose of providing chip timing services at our event.

6. Photography & video on race day

Photography and videography take place throughout race day, including at the start line, along the course, and at the finish line. These images capture the atmosphere and achievements of the event.

How we use race-day images

Photographs and video footage taken at the event may be used for:

• Promotional material for future editions of the Kilmovee Road Races
• Posts on the official Kilmovee 10K social media accounts (Facebook, Instagram)
• Publication on this website (kilmovee10k.com)
• Press releases and local media coverage
• Sponsorship materials and fundraising communications

Your right to object

If you do not wish to appear in promotional photographs or footage, please contact us in advance of race day and we will make every reasonable effort to accommodate your request. We cannot, however, guarantee that you will not appear incidentally in wide-angle or crowd photography taken in a public space.

If you become aware of a specific image of yourself being used in a way you consider objectionable, please contact us and we will review and remove it promptly where possible.

7. Children & minors

The Kilmovee Road Races welcome participants of all ages, including children and young people under 18.

Registration of minors

Participants under the age of 18 must be registered by a parent or legal guardian, who accepts the event terms and conditions on the child's behalf. The personal data of minors is processed on the same basis as adult participants for race administration purposes.

Photography of children

Photographs and video footage taken at the event may include images of children participating in or spectating at the race. We treat images of children with particular care:

• We do not publish images that identify a child by both name and face without explicit parental or guardian consent.
• Where possible, we focus on group shots, finish line celebrations, and action photography rather than individual close-up portraits of children.
• Images of children may be used in promotional material for the Kilmovee Road Races, including on our website and social media channels, in the legitimate interest of promoting a community sporting event.

8. Email communications

We use your email address for the following purposes:

• Essential race communications — registration confirmation, race-day information, start times, check-in instructions, and results notification. These are sent as part of your race registration contract and do not require separate consent.
• Future event announcements — if you consent during registration, we may email you when registration opens for future editions of the race, with event news, and with information about our charitable beneficiaries.

Unsubscribing

You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email we send, or by contacting us directly at kilmovee10k@gmail.com. Unsubscribing from marketing emails will not affect essential race communications if you are registered for an upcoming event.

We do not sell, rent, or trade your email address with any third party for their own marketing purposes.

9. Website & cookies

kilmovee10k.com uses only essential cookies necessary for the basic operation of the site. We do not use advertising cookies, tracking cookies, or third-party analytics that share your data with advertisers.

The site may use:

• Session cookies — temporary cookies used to remember your preferences during a single visit (e.g. dismissing the cookie notice). These expire when you close your browser.
• Google Fonts — typography is loaded from Google Fonts, which may result in a request being made to Google’s servers. No personal data is passed to Google by us in this process.
• Font Awesome — icons are loaded via a CDN. No personal data is passed to Font Awesome by us.

We do not use Google Analytics, Facebook Pixel, or any other behavioural tracking tool on this website.

10. Who we share your data with

We share personal data only where necessary and with appropriate safeguards in place:

• diidum.com — our event registration platform, acting as a data processor on our behalf.
• Official Timing Partner — for the purpose of chip timing your race. They are an independent data controller with their own GDPR policy.
• Brevo (email platform) — used to send race-day communications. Brevo processes email data on our behalf under a data processing agreement.
• Athletics Ireland / governing bodies — we may share results data with relevant athletics governing bodies where required for certified events.
• Local media — race results and select photographs may be shared with local newspapers and radio stations for press coverage.

We do not transfer your data outside the European Economic Area (EEA). Where any of our processors operate outside the EEA, we ensure adequate safeguards are in place (such as Standard Contractual Clauses).

We will never sell your personal data to any third party.

11. How long we keep your data

• Registration data — retained for up to 3 years after the event to allow for queries, complaints, and future registration reference, then securely deleted.
• Race results — published results (name, time, category, club) are retained indefinitely as part of the historical record of the event.
• Photographs — retained and may be used in promotional material for future editions of the race. You may request removal of specific identifiable images of yourself at any time.
• Email marketing list — retained until you unsubscribe or request deletion.
• Contact form enquiries — retained for 12 months then deleted.

12. Your rights under GDPR

As a data subject under the GDPR, you have the following rights:

• Right of access — you can request a copy of the personal data we hold about you.
• Right to rectification — you can ask us to correct inaccurate or incomplete data.
• Right to erasure — you can ask us to delete your personal data where there is no overriding legitimate reason to retain it. Note that published race results are retained as part of the historical record.
• Right to restriction — you can ask us to restrict processing of your data in certain circumstances.
• Right to data portability — you can request your data in a structured, commonly used, machine-readable format.
• Right to object — you can object to processing based on legitimate interests, including use of your image in promotional material.
• Right to withdraw consent — where we rely on consent (marketing emails, photography of children), you can withdraw consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at kilmovee10k@gmail.com. We will respond within 30 days of receiving your request. We will not charge a fee for reasonable requests.

13. Contact & complaints

If you have any questions about this privacy policy or how we handle your personal data, please get in touch:

Making a complaint

If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Data Protection Commission (DPC), the supervisory authority for data protection in Ireland:

• Website: www.dataprotection.ie
• Phone: +353 (0)761 104 800
• Post: Data Protection Commission, 21 Fitzwilliam Square South, Dublin 2, D02 RD28

We would always ask that you contact us first so we have an opportunity to address your concern before escalating to the DPC.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page will always reflect when the policy was last reviewed. Material changes will be communicated via email to registered participants where appropriate.