Let’s Run Girls LTD Privacy Policy

This policy is effective as of 16th April 2023.

Let’s Run Girls Limited is a UK-based Social Enterprise (Company Number 13855081) dedicated to empowering women to improve the health and well-being of their local communities. 

At Let’s Run Girls we are committed to respecting and protecting your online privacy. This policy outlines our practices with respect to information collected from users who share personal information with us or access our website.

If you have any questions about this policy, please email us at info@letsrungirls.com

This policy covers the following key areas:

  • Why we need your data

  • Legal basis

  • What data we collect

  • How we collect your data

  • How we use Cookies

  • How to manage Cookies

  • What Data do we share?

  • How we store and protect your information

  • Retention periods

  • Your data protection rights

  • Changes to our privacy policy

  • How to contact us

  • How to contact the appropriate authority

Why we need your data 

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To ensure that we can safely manage your participation in our running or activity sessions

  • To allow us to monitor the impact that we are making in our communities

  • To help us inspire others to become active

Legal basis 

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 

  • Your consent. You are able to remove your consent at any time. You can do this by contacting info@letsrungirls.com

  • We have a legitimate interest.

What data we collect

The data we collect is in the following categories:

  • Identity and contact data: Full name, Date of birth, postcode (not used for purposes of contact), email address, phone number, medical/health information, emergency contact details.

  • Technical Data: IP address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, records of pages visited and other information about the devices you use to access the site.

  • Survey Data: Any data submitted to us as part of research activities.

  • Imagery: Filming and photography captured at our sessions.

How we collect your data 

We collect and process data when you:

  • Register for any of our running, walking or on-line physical activity sessions.

  • Voluntarily complete a survey or engage with us through social media, our website or via email.

  • Provide us with specific information regarding qualifications and insurance details (this is relevant to Run Leaders and fitness instructors delivering sessions on our behalf).

  • Use or view our website via your browser's cookies.

  • Make a donation to Let’s Run Girls via our DonorBox page.

  • Feature in photography or videography at one of our running or activity sessions. Sharing photographs of our groups helps us to inspire other people to engage in physical activity. Session/Run Leaders will endeavour to inform participants when they are taking photographs, allowing you to choose not to be in the imagery. You can also request for a photograph to be removed from our website or social media channels by contacting us at info@letsrungirls.com

  • Some of our running groups may create forums to communicate with runners. This could include Whatsapp and Facebook groups and local group email addresses. We will not add you to a group without your consent and you are able to leave at any time.

How we use Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

This website uses cookies to track user activity on the site and to enable various types of functionality. Please note that all of these cookies exist to enable functionality on the website and are not for advertising purposes.

How to manage Cookies

You can set your browser to not accept cookies and the websites below explain how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

What Data do we share?

  • Medical information with third party activity leaders (on-line activity sessions)

    • For your health and safety, we share information you provide to us in the pre-activity medical questionnaire with the fitness instructors for our on-line activity sessions. We do not share your contact information with any third parties.

  • Personal information (including health information) shared through the RunTogether booking site is visible to all Run Leaders of that group. The Run Leaders access this information to assess the suitability of the activity and ensure the health and safety of participants in our running sessions.

  • We share photos and videos from our activity sessions on our website and social media channels. The purpose of this is to inspire others to engage in physical activity.

  • Anonymised Participant Data: we use this data to monitor and evaluate our progress against our mission to ‘inspire women to lead healthier, happier and more connected lives’. Let’s Run Girls Ltd receives external funding from various organisations including local authorities and charities. As part of our funding agreement we are required to report on participant data.

  • Personal Contact Details: We do not share our users’ personal contact details with any third parties. All communications sent to our database on behalf of our partners are sent directly by us and only where you have consented for us to do so.

How we store and protect your information 

We are committed to protecting your data from being accessed or disclosed without your permission, or lost. All personal data is password protected and only available to those with a specific need for access.

In the event of a data breach we will notify you and any applicable regulator, where legally required to do so.


Retention periods

  • We keep general enquiry emails to info@letsrungirls.com for a 2 year period, after this period they will be deleted.

  • We complete annual data audits on our data files and delete information that is either no longer required by Let’s Run Girls Ltd or is personal information for women who are no longer connected with the group.

  • We actively manage databases via the RunTogether booking platform and on an annual basis, will remove women who we know to no longer be connected with the group.

  • Information regarding donations to Let’s Run Girls will be kept for a 6 year period following the last donation from an individual or organisation.

  • Imagery and videography relating to our activities is predominantly processed under the lawful basis of Legitimate Interest, and may be stored securely by us in perpetuity as it represents a historical record of our activities.

Your data protection rights

Under 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. You also have the right to ask us to complete information you think is 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 information in certain circumstances.

  • 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.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. Please contact us at info@letsrungirls.com if you wish to make a request.

Changes to our privacy policy

At Let’s Run Girls we regularly review our privacy policy and make updates on this webpage. Our policy was last reviewed in April 2023.

How to contact us

If you have any concerns about our policy or how we are using your personal information, please don’t hesitate to contact us at info@letsrungirls.com

How to contact the appropriate authority

If you feel that we have not addressed your issue in a satisfactory manner and wish to raise a complaint you can contact the Information Commission Office

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk