Last updated: September 2026
1. About this Privacy Policy
This Privacy Policy explains how Magic Swim CIC, acting as the organiser of Erne SWIMRUN, collects, uses, stores and protects personal information.
Magic Swim CIC
60 Skegoneill Avenue
Belfast
BT15 3JP
Northern Ireland
Erne SWIMRUN is the event operated by Magic Swim CIC.
We are committed to handling personal information responsibly and in accordance with applicable UK data protection law.
2. Information We Collect
Depending on how you interact with Erne SWIMRUN, we may collect:
- Name
- Address
- Email address
- Telephone number
- Date of birth or age
- Gender, where required for race administration
- Emergency contact details
- Team member details
- Race entry and participation information
- Payment and transaction information
- Information relating to your participation and race results
- Information you provide regarding medical or safety requirements
- Communications you have with us
- Photographs and video recordings taken at the event
- Technical information relating to your use of our website
We only collect information that is reasonably necessary for the relevant purpose.
3. How We Use Your Information
We may use your personal information to:
- Process and administer race entries
- Manage registration and check-in
- Communicate important information about the event
- Contact emergency contacts where necessary
- Support participant safety and emergency response
- Manage team entries
- Process payments and refunds
- Produce race results and timing records
- Provide participant identification and race numbers
- Administer waiting lists and transfers
- Respond to enquiries
- Manage our website and online services
- Meet legal, regulatory and insurance requirements
- Investigate incidents, complaints or disputes
- Send relevant event communications where permitted
- Promote Erne SWIMRUN through photography and video, in accordance with our Photography & Media Policy
4. Lawful Basis for Processing
We process personal information using the lawful basis appropriate to the purpose.
This may include:
Contract – where processing is necessary to administer your race entry and provide the services you have booked.
Legal obligation – where we are required to retain or provide information to comply with the law.
Legitimate interests – where processing is necessary for the administration, security, operation and improvement of Erne SWIMRUN and does not override your rights and interests.
Consent – where we ask for your consent for a specific purpose, such as certain optional communications or uses of photographs.
You may withdraw consent where processing is based on consent.
5. Health and Safety Information
Some participants may provide information relating to medical conditions, health requirements or other information relevant to their safety during the event.
Where this information constitutes special category personal data, we will only process it where an appropriate legal condition applies and where it is necessary for the relevant purpose.
This information will be used primarily to support participant safety, emergency response and event administration.
6. Payments
Payments may be processed through third-party payment providers.
We do not normally store complete payment card details on our own systems.
Payment providers may process information in accordance with their own privacy policies and terms.
7. Race Results
Race results may be published online and may include information such as:
- Participant name
- Race category
- Team information
- Race number
- Finishing time
- Position
- Age category
Results are published as part of the normal administration and historical record of the event.
8. Sharing Information
We may share relevant information with organisations or individuals where necessary to operate the event.
This may include:
- Event registration and booking providers
- Timing providers
- Payment providers
- Event medical and safety providers
- Emergency services where necessary
- Venue operators
- Insurance providers
- Professional advisers
- IT and website service providers
- Public authorities where legally required
We only share information that is reasonably necessary for the relevant purpose.
We do not sell participant personal information.
9. International Transfers
Some service providers we use may process personal information outside the United Kingdom.
Where this occurs, we will take appropriate steps to ensure that personal information receives an appropriate level of protection in accordance with applicable data protection law.
10. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected.
Some information may need to be retained for longer periods where necessary for:
- Legal or regulatory requirements
- Insurance purposes
- Accounting and financial records
- Handling disputes or complaints
- Establishing or defending legal claims
- Maintaining historical race results
When information is no longer required, it will be securely deleted or anonymised where appropriate.
11. Your Data Protection Rights
Depending on the circumstances, you may have rights including:
- The right to access your personal information
- The right to correct inaccurate information
- The right to request erasure
- The right to restrict processing
- The right to object to certain processing
- The right to data portability
- The right to withdraw consent where processing is based on consent
These rights are subject to certain legal conditions and exemptions.
12. Cookies and Website Data
Our website may use cookies and similar technologies to operate the website, improve functionality, understand website usage and provide relevant services.
Where required, we will obtain consent before using non-essential cookies.
Further information may be provided through our cookie settings or notices on the website.
13. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is restricted to people and service providers who need it for legitimate purposes.
Further information is provided in our Website & Data Security policy.
14. Children’s Information
Erne SWIMRUN is an adult event and race participants must meet the minimum age requirements stated in the Race Entry Terms & Conditions.
Where we receive information relating to children, we will take appropriate care to ensure that their information is handled lawfully and securely.
15. Photography and Video
Photography and video may be taken during Erne SWIMRUN for event documentation, promotion and historical purposes.
Information about photography, media use and participant rights is provided in our Photography & Media Policy.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to the event, our services, technology or applicable legal requirements.
The latest version will always be published on this website.
Last updated: September 2026
17. Contact Us
If you have a question about this Privacy Policy or how we use your personal information, please contact:
Magic Swim CIC
60 Skegoneill Avenue
Belfast
BT15 3JP
Northern Ireland
Privacy enquiries: magicswim@magicswim.co.uk
You may also contact us regarding a request to exercise your data protection rights.
18. Complaints
If you are unhappy with how we have handled your personal information, please contact us first so that we can investigate your concerns.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent supervisory authority for data protection.