Hurley Regatta Privacy Notice

Last updated: 17 July 2026

1. About this Privacy Notice

This Privacy Notice explains how Hurley Regatta Committee collects, uses, stores and shares personal information in connection with:

the Hurley Regatta website
event tickets and payments
race entries and results
Hurley Regatta and Fun Day
event photography
mailing lists and communications
volunteers
traders and stallholders
enquiries, complaints and incidents

This Privacy Notice applies to competitors, parents, guardians, children, ticket purchasers, spectators, volunteers, traders, stallholders and other people who interact with Hurley Regatta Committee.

The published version of this Privacy Notice is available at:

www.hurleyregatta.co.uk/privacy-notice

Information about cookies used on our website is available at:

www.hurleyregatta.co.uk/cookie-policy

2. Who is responsible for your personal information?

Hurley Regatta Committee is the data controller responsible for deciding how and why your personal information is used.

You can contact us at:

Hurley Regatta Committee

Email: chair@hurleyregatta.co.uk

Website: www.hurleyregatta.co.uk

Questions about this Privacy Notice, requests to exercise your data protection rights, photography concerns and data protection complaints should be sent to chair@hurleyregatta.co.uk.

3. Personal information we collect

The information we collect depends on how you interact with us.

3.1 Ticket purchases and payments

When you purchase an event ticket or make another payment, we may collect:

your name
your email address
your telephone number
details of the ticket, entry or product purchased
the amount paid
payment status
transaction references
refund or cancellation information
correspondence relating to your payment or booking

Payments are processed by Stripe through the Wix website.

Complete payment card details are entered into and processed by Stripe. Hurley Regatta Committee does not normally receive or retain your complete card number or card security code.

We may receive limited payment and transaction information from Stripe and Wix so that we can confirm payments, administer bookings, process refunds and maintain financial records.

3.2 Race entries

When you enter a race, we may collect:

competitor names
parent or guardian names and contact details
emergency contact details for children
team names
races entered
confirmation that a competitor meets the eligibility requirements for the relevant race
entry status
substitutions
race results
age category
disqualifications or other race administration information
correspondence relating to the entry

We do not routinely collect competitors’ dates of birth or ages.

The minimum age and other eligibility requirements for each race are stated in the relevant race information. Where a child enters a race, their parent or guardian is responsible for confirming that the child meets those requirements.

Parental or guardian authority for a child’s participation is recorded at the Event.

3.3 Children’s information

Children must be entered into races by their parent or legal guardian.

We may collect:

the child’s name
their team name
the race or activity entered
the relevant race age category
the parent or guardian’s name and contact details
an emergency contact
race results
photographs taken at the Event

We do not routinely collect a child’s date of birth, precise age or medical information.

A parent or guardian providing information about a child confirms that they are authorised to provide that information.

Children’s names, team names, age categories and race results may appear in Event programmes and published results.

We take additional care when using photographs of children, as explained in section 10.

3.4 Mailing lists and communications

When you subscribe to our mailing list, we collect:

your name, where provided
your email address
your marketing preferences
information showing when and how you subscribed
unsubscribe information

We may use the mailing list to send:

future Hurley Regatta announcements
newsletters
fundraising appeals
information about future Regatta events

We do not use the mailing list to send sponsor advertising or promotions for unrelated village events.

3.5 Volunteers

When you volunteer for Hurley Regatta, we may collect:

your name
email address
telephone number
role or area of interest
availability
communications relating to your volunteering
information required to allocate and manage your role
records of briefings or instructions provided

3.6 Traders and stallholders

When you apply to attend the Event as a trader or stallholder, we may collect:

your name
business or trading name
email address
telephone number
information about your products or services
booking and pitch information
payment and transaction information
insurance, licence or compliance information where required
correspondence relating to your attendance

3.7 Enquiries and complaints

When you contact us, we may collect:

your name
contact details
the contents of your enquiry or complaint
correspondence and supporting documents
information required to investigate and respond
records of the action taken and outcome

3.8 Event incidents and safeguarding concerns

We do not collect medical information through our standard ticket or race-entry forms.

If an accident, first-aid incident, safeguarding concern or other serious event occurs, we may need to record information including:

the names and contact details of the people involved
details of what happened
witness information
injury or first-aid information
photographs or other evidence
action taken by Event officials
information provided to emergency services or insurers

This information will only be collected where reasonably necessary to manage the incident, protect those involved, meet insurance requirements or comply with the law.

3.9 Photographs

The Hurley Regatta Committee may take official photographs at the Event.

Photographs may include:

general views of the Event
crowds and spectators
competitors and teams
land-based and water-based activities
race starts and finishes
presentations and prize-giving
volunteers, traders and Event officials
photographs of winners
photographs documenting the history of Hurley Regatta

The Committee does not currently plan to use drone photography or undertake planned official video recording.

Local media attending the Event may take their own photographs or recordings. Local media organisations will normally be responsible for their own use of those images.

3.10 Website information

When you use our website, Wix may automatically collect technical information such as:

your IP address
browser and device information
pages viewed
date and time of your visit
website interactions
cookie identifiers
security and error information
account and login information, where applicable

Further information about cookies and similar technologies is provided in our Cookie Policy:

www.hurleyregatta.co.uk/cookie-policy

4. Where we obtain personal information

We may obtain personal information:

directly from you
from a parent or guardian
through our Wix website
through Wix ticketing and race-entry forms
from Stripe
from a team organiser
from Event officials and Committee members
from official photographers
from volunteers
from witnesses to an accident or incident
from emergency services, insurers or professional advisers
from local media or publicly available sources where appropriate

When you provide information about another person, you must be authorised to do so and should make them aware of this Privacy Notice.

5. How we use personal information

We use personal information to:

administer website accounts
process tickets and payments
administer race entries
communicate booking and Event information
organise races, teams and schedules
confirm eligibility for relevant race categories
record parental or guardian authority
contact parents, guardians or emergency contacts
publish Event programmes and race results
manage refunds and cancellations
manage volunteers
administer trader and stallholder bookings
respond to enquiries and complaints
maintain Event safety and security
investigate accidents, incidents and safeguarding concerns
prevent fraud, abuse and disruption
meet accounting, insurance and legal requirements
establish, exercise or defend legal claims
photograph and report on the Event
promote future Hurley Regatta events
recognise volunteers, winners, charities and community involvement
maintain a historical archive
send newsletters, future Event announcements and fundraising communications where permitted
maintain and improve our website and Event arrangements

We do not sell personal information.

We do not make decisions that have legal or similarly significant effects on people solely by automated means.

6. Our lawful bases

We must have a lawful basis for each way in which we use personal information.

6.1 Contract

We may use personal information where it is necessary to:

process and administer a ticket purchase
process and administer a race entry
provide a service you have requested
manage trader and stallholder bookings
issue refunds
communicate information required to fulfil a booking

6.2 Legal obligation

We may use information where necessary to comply with legal obligations relating to:

accounting and financial records
health and safety
safeguarding
data protection rights and complaints
lawful requests from authorities
insurance and incident records

6.3 Legitimate interests

We may use personal information where this is necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

Our legitimate interests include:

organising and administering Hurley Regatta
managing volunteers
keeping the Event safe and secure
preventing fraud, misuse and disruption
investigating accidents and complaints
publishing race programmes and results
taking general Event photographs
reporting on and promoting Hurley Regatta
recognising winners, volunteers and supported charities
maintaining a historical record
protecting our legal rights
improving future Events

When relying on legitimate interests, we consider whether the use is necessary, proportionate and reasonably expected.

You may object to processing based on legitimate interests. We will consider your objection and whether there are compelling reasons for the processing to continue.

6.4 Consent

We rely on consent where required for:

optional marketing emails
newsletters
future Event announcements
fundraising appeals
posed promotional photographs where consent is appropriate
using a child as the main subject of a planned promotional photograph

You may withdraw consent at any time by contacting chair@hurleyregatta.co.uk or using the unsubscribe option in a marketing email.

Withdrawal of consent does not affect processing that took place before consent was withdrawn.

6.5 Vital interests

We may use or share information where this is necessary to protect someone’s life or physical safety during an emergency.

7. Event reminders and marketing

We may send operational messages about:

a ticket purchase
a race entry
Event access
race times
programme changes
safety information
cancellations or refunds

These messages are necessary to administer your booking and are not optional marketing.

We will only send optional newsletters, future Regatta announcements and fundraising appeals where we have an appropriate lawful basis.

Marketing choices will be separate from acceptance of the Event Terms and Conditions.

Marketing consent will not be a condition of purchasing a ticket or entering a race.

You can unsubscribe at any time.

We may retain limited information on a suppression list after you unsubscribe so that we can ensure you are not contacted again for marketing.

8. Race programmes and results

We may publish:

competitor names
team names
race classes
age categories
starting information
race results
finishing positions
awards received
photographs of winners

Contact details and emergency contact details will not be included in public programmes or results.

Current race results may remain available online for up to three years.

Selected programmes, results and photographs may be retained for longer as part of the permanent historical archive of Hurley Regatta.

9. Children’s privacy

We recognise that children’s information requires particular care.

We will:

collect only the information needed for Event administration and participation
require children to be entered by a parent or guardian
record parental or guardian authority at the Event
avoid collecting dates of birth or precise ages where these are not required
restrict access to children’s contact and emergency information
avoid publishing children’s contact details
take additional care when selecting photographs
consider the child’s best interests when making decisions about their information

Children’s names, team names, age categories, race results and photographs may be published where appropriate.

We do not use children’s information for behavioural advertising or profiling.

We do not knowingly send direct marketing to children.

10. Photography at the Event

10.1 Official photography

Official Event photography will be carried out by members of the Hurley Regatta Committee or people authorised by the Committee.

Official photographers and Committee members will be identifiable by a Committee or Staff T-shirt.

Photography may be used for:

Event reporting
race results
social media
the Hurley Regatta website
posters and printed materials
advertising future Regatta events
newsletters
charity communications
sponsor communications relating to the Regatta
local media coverage
historical records and archives

Selected images may be shared with Event sponsors, supported charities and local media where this is relevant to the Event.

10.2 General Event photographs

We normally rely on our legitimate interests when taking and using general Event photographs, including:

wide crowd photographs
general views of the Regatta Field
races and activities in progress
teams and competitors taking part
starts and finishes
award presentations
photographs in which people appear incidentally in the background

Photography notices will be displayed at the Event.

10.3 Children in photographs

Children may appear in general photographs of races, activities, crowds and prize presentations.

We will try to avoid using a child as the main focus of a posed or planned promotional photograph unless express permission has been obtained from their parent or guardian.

Where appropriate, we will also take the child’s wishes into account.

We will not knowingly publish photographs that:

show a child in distress
reveal sensitive or safeguarding information
are likely to cause harm or unjustified embarrassment
identify confidential locations or circumstances
place a child at an identifiable safeguarding risk

We will not normally publish a child’s full name alongside a close-up promotional photograph unless there is a clear reason and appropriate permission has been obtained.

10.4 Raising a photography concern

Before the Event, photography and safeguarding concerns can be sent to:

chair@hurleyregatta.co.uk

At the Event, concerns should be reported to:

the Event entry desk
any official wearing a Committee or Staff T-shirt

A sticker, wristband or another identification method will be available for people who have asked not to be included in official photographs.

We will take reasonable steps to make official photographers aware of the request and to avoid focused or close-up photographs of the person concerned.

We cannot guarantee that someone will not appear incidentally in:

wide crowd photographs
background images
photographs taken before the request was made
photographs taken independently by spectators
photographs or recordings taken by local media

Anyone using an identification sticker or wristband should still notify an Event official or photographer where reasonably possible.

10.5 Requests to remove a photograph

You may contact chair@hurleyregatta.co.uk to:

ask where an official photograph has been used
object to continued use
withdraw consent where consent was relied upon
ask for an online image to be removed
raise a safeguarding concern

We will consider each request fairly.

Where reasonable, we will remove an image from websites or social media accounts controlled by Hurley Regatta Committee.

We may not be able to:

retrieve printed materials already distributed
remove copies downloaded or republished by another person
remove material published independently by local media
delete material required for an incident, complaint or legal claim
delete selected material that is lawfully retained as part of the historical archive

10.6 Photography by spectators and local media

Spectators may take photographs for personal use.

Hurley Regatta Committee does not control photographs taken independently by members of the public.

Local media organisations are responsible for their own photography, recording and publication decisions. Requests relating to photographs published by local media may need to be made directly to the relevant media organisation.

Photography must not be carried out in a manner that is intrusive, unlawful, unsafe or contrary to a reasonable instruction from an Event official.

Immediate safeguarding concerns should be reported to the Event entry desk or an official wearing a Committee or Staff T-shirt.

11. Who we share personal information with

We may share relevant information with:

Hurley Regatta Committee members
authorised Event volunteers and officials
Wix
Stripe
official photographers
Event contractors and activity providers
traders and stallholders where operationally necessary
supported charities
Event sponsors receiving approved Event photographs
local media
emergency services
first-aid providers
insurers and claims handlers
accountants and professional advisers
law enforcement bodies, courts, regulators or public authorities where required

We only share information that is reasonably necessary for the relevant purpose.

Wix

Wix provides our:

website
online forms
race-entry system
ticketing system
email marketing tools
website analytics

Wix processes website, booking, form and technical information on our behalf and for purposes described in its own privacy information.

Stripe

Stripe processes online payments.

Stripe may act as our service provider and may also act as an independent data controller for some of its payment, fraud prevention, security and legal compliance activities.

Your payment information will also be handled in accordance with Stripe’s privacy information.

12. International data transfers

Although Hurley Regatta Committee is based in the United Kingdom, Wix and Stripe operate internationally.

Personal information processed through Wix or Stripe may be transferred to or accessed from countries outside the United Kingdom.

Where information is transferred internationally, the relevant provider must use a transfer mechanism permitted under UK data protection law. This may include:

transfer to a country covered by UK adequacy regulations
an approved contractual transfer agreement or addendum
another lawful safeguard recognised under UK data protection law

You can contact chair@hurleyregatta.co.uk for further information about the safeguards relevant to our service providers.

13. How long we keep information

We retain personal information only for as long as reasonably necessary.

Our usual retention periods are:

Ticket and race-entry records

Up to three years after the relevant Event.

Published online race results

Up to three years, although selected historical results may be retained in the Regatta archive for longer.

Financial and transaction records

Normally six years after the end of the relevant accounting period.

Volunteer records

Routine volunteer contact and role information will normally be retained for up to three years after the relevant Event.

Financial, incident or legal records relating to a volunteer may be retained for longer where required.

Trader and stallholder records

Routine booking and contact records will normally be retained for up to three years.

Contracts, financial records and related transaction information may be retained for up to six years.

General enquiries

Up to two years after the enquiry is closed.

Website security logs

Up to 12 months, unless required for the investigation of a security incident.

Promotional photographs

Normally retained in our active photographic library for up to five years and then reviewed.

Historical photographs and records

Selected photographs, programmes and race results may be retained indefinitely where they have lasting historical or community value.

Complaints and data protection requests

Up to six years after the matter is closed.

Accidents, insurance and safeguarding records

For the period required by applicable law, our insurers and the circumstances of the matter.

Records concerning children may need to be retained for longer because different legal limitation periods may apply.

Marketing information

Until you unsubscribe, withdraw consent or object to marketing.

We may retain limited suppression information after you unsubscribe so that we can respect your request.

When information is no longer required, it will be deleted, anonymised or securely destroyed.

14. How we protect information

Access to personal information is restricted to Hurley Regatta Committee members and other authorised people who need it for their role.

Our security arrangements include:

password-protected documents and systems
multi-factor authentication on relevant email and online accounts
restricting access according to role
keeping paper entry forms and records in locked storage
using Wix and Stripe security controls
taking reasonable care when Committee members use personal devices
requiring personal devices to be protected by a password, passcode, biometric lock or equivalent security measure
avoiding unnecessary local downloads
deleting temporary files and downloads after they are no longer needed
securely disposing of paper records
maintaining procedures for reporting suspected data breaches

Committee members using personal devices must take reasonable steps to prevent unauthorised access and must not retain Event information on those devices for longer than necessary.

15. Secure deletion

Electronic information that is no longer required will be deleted from the relevant Wix account, Committee device, email account or other system.

Where reasonably practicable, deleted information will also be removed from recycle bins, deleted-item folders and local downloads.

Paper information will be cross-cut shredded or placed in a confidential waste disposal service.

Devices containing Hurley Regatta information must be securely erased before they are sold, transferred or disposed of.

Backup copies held by service providers may remain for a limited period in accordance with the provider’s backup and deletion procedures.

16. Personal data breaches

Any Committee member or volunteer who becomes aware of:

a lost device
a misdirected email
unauthorised access
lost paperwork
accidental disclosure
a compromised password
another suspected personal data breach

must report it promptly to the Chairman at chair@hurleyregatta.co.uk.

The Chairman will:

record the incident
take reasonable steps to contain it
investigate what happened
assess the possible effect on the people concerned
decide, with appropriate advice where necessary, whether the incident must be reported to the Information Commissioner’s Office
decide whether affected individuals must be informed
record the decision and action taken

If the Chairman is unavailable, another nominated Committee member will manage the incident.

17. Cookies

Information about cookies and tracking technologies used through the Wix website is provided in our separate Cookie Policy:

www.hurleyregatta.co.uk/cookie-policy

The Cookie Policy explains:

which cookies are used
which cookies are necessary
which cookies require consent
how to change cookie choices
how Wix analytics are used

Where consent is legally required, non-essential cookies should not be activated before the website visitor has made their choice.

18. Your data protection rights

Depending on the circumstances, you may have the right to:

be informed about how your information is used
request access to your personal information
ask us to correct inaccurate or incomplete information
ask us to delete information
ask us to restrict how information is used
object to processing based on legitimate interests
object to direct marketing
receive certain information in a portable format
withdraw consent where processing is based on consent
complain about how your information has been handled

These rights are not absolute and may not apply in every circumstance.

We may need to confirm your identity before responding.

To exercise a right, email:

chair@hurleyregatta.co.uk

19. Data protection complaints

You have the right to complain if you believe that Hurley Regatta Committee has not handled your personal information properly.

Complaints should be sent to:

chair@hurleyregatta.co.uk

Please include:

your name and contact details
an explanation of your concern
the information or activity involved
what you would like us to do
any relevant supporting information

The Chairman will receive and respond to data protection complaints.

The Committee will investigate the complaint.

If the Chairman is unavailable or personally involved in the matter, another Committee member will be appointed to manage the complaint.

Complaint records will be stored securely with access limited to the Committee members who need them.

We will:

record the date the complaint was received
acknowledge the complaint within 30 days
investigate the matter appropriately
keep you informed if the investigation takes longer than expected
provide the outcome without undue delay
explain any action taken

The Chairman will maintain a complaints register or assign a Committee member to maintain it. The register will record:

the date received
the person responsible for responding
the acknowledgement deadline
action taken
the outcome
the date the complaint was closed

You may also complain to the Information Commissioner’s Office.

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

Telephone: 0303 123 1113

Website: ico.org.uk

You do not have to contact Hurley Regatta Committee before complaining to the Information Commissioner’s Office.

20. Changes to this Privacy Notice

We may update this Privacy Notice where:

our Event arrangements change
we introduce a new system or provider
our use of personal information changes
legal or regulatory requirements change

The latest version will be published at:

www.hurleyregatta.co.uk/privacy-notice

The date at the top of the Privacy Notice will show when it was last updated.

Where a material change affects information already collected, we will take reasonable steps to bring the change to the attention of the people affected.

21. Contact us

For privacy questions, data protection requests, photography concerns or complaints, contact:

Hurley Regatta Committee

Email: chair@hurleyregatta.co.uk

Website: www.hurleyregatta.co.uk

Privacy Notice: www.hurleyregatta.co.uk/privacy-notice

Cookie Policy: www.hurleyregatta.co.uk/cookie-policy