Privacy Policy

Effective date: Oct 19, 2026

1. Who we are

This website (ultramantriathlon.uk) is operated by Ultraman UK Ltd (“UMUK”, “we”, “us”, “our”), a company registered in England and Wales under company number 17397557, trading as Ultraman UK.

Registered/contact address: 51 Gayton Road, Heswall, Wirral, CH60 8QE, United Kingdom Email: info@ultramantriathlon.uk Phone: +44 7510 222708

We are the data controller for the personal information described in this policy. This policy explains what information we collect when you visit our site or enter one of our events, why we collect it, how we use it, and the choices and rights you have.

2. Information we collect

Information you give us directly, for example when you enter a race, sign up for news, or contact us:

• Name, date of birth and gender
• Email address, postal address and phone number
• Emergency contact name and phone number
• Medical and dietary information relevant to taking part safely in the event (where you choose to provide it)
• Support crew and team member details, where entries involve a team or crew
• Payment and billing details needed to process your entry (processed by PayPal — see Section 5; we do not store your full card details)
• Any messages, enquiries or other information you send us

Information collected automatically, when you browse our site:

• Technical data such as IP address, browser type and device information
• Usage data collected via Google Analytics, such as pages visited, time on site and referral source (see Section 6)

We only collect the information we need for the purposes described in this policy, and medical or health information is treated as a special category of data under UK GDPR and handled with extra care, as described in Section 4.

3. How we use your information

We use the information we collect to:

• Process and manage your race entry, including payment, confirmation and any waitlist, deferral or cancellation requests
• Communicate with you about your entry, event logistics, race-day information, and changes or cancellations
• Keep participants and support crews safe, including using emergency contact and medical information if needed during the event
• Send race updates and, where you’ve opted in, marketing emails and newsletters about future UMUK events
• Maintain accurate records for accounting, insurance and legal/regulatory purposes
• Understand how visitors use our website via Google Analytics, so we can improve it
• Respond to enquiries sent via our contact form or by email
• Detect and prevent fraud and protect the security of our website and payment processes

4. Legal basis for processing (UK GDPR)

Under UK GDPR, we rely on the following legal bases:

• Contract: processing needed to take your entry, deliver the event, and provide related services you’ve paid for
• Legal obligation: for example, keeping financial records for tax purposes
• Legitimate interests: for running and improving our event and website (e.g. basic analytics, fraud prevention), where this doesn’t override your rights
• Consent: for marketing emails and newsletters, and for any special category data such as medical or dietary information, which you provide voluntarily for safety purposes and which we process with explicit consent and appropriate safeguards

You can withdraw consent at any time (see Section 10).

5. Payment processing — PayPal

All payments for race entries are processed securely through PayPal. When you pay for an entry, you are redirected to PayPal (or use PayPal’s embedded checkout) to complete the transaction.

• We do not collect or store your full card number, PayPal password, or other full payment credentials on our systems — PayPal handles this directly.
• PayPal provides us with confirmation of payment, the amount paid, and limited transaction details (such as your name and email address) so we can match your payment to your entry and issue receipts.
• PayPal acts as an independent data controller for the payment data it processes. Its use of your information is governed by its own privacy policy, available at paypal.com/privacy.
• We recommend reviewing PayPal’s privacy policy to understand how they handle your payment information.

6. Cookies and Google Analytics

Our website uses cookies and similar technologies, including Google Analytics, to understand how visitors use the site and to help us improve it.

• Google Analytics collects information such as pages viewed, time spent on the site, device and browser type, and general location (derived from IP address).
• This information is pseudonymised/aggregated and used for statistical purposes; it is not used to identify you personally.
• Google may process this data in accordance with its own privacy policy, and data may be transferred to and processed in the United States or other countries where Google operates (see Section 8).
• You can control cookies through your browser settings, and where applicable through a cookie consent banner on our site. You can also opt out of Google Analytics tracking using Google’s browser add-on, available at tools.google.com/dlpage/gaoptout.
• Essential cookies needed for the site and checkout to function do not require consent, but analytics cookies are only set with your consent where required by law.

7. Sharing your information

We do not sell your personal information. We share it only where necessary, with:

• PayPal, to process your payment (see Section 5)
• Google, via Google Analytics, for website analytics (see Section 6)
• Event service providers, such as timing, race-numbering, medical/first-aid providers, insurers, and accommodation or logistics partners, where needed to deliver the event safely
• Email/newsletter providers, if you’ve signed up to receive updates from us
• Professional advisers such as accountants, auditors or legal advisers, where necessary
• Regulators, law enforcement or other authorities, where required by law, or to protect the safety of participants, staff or the public

We require third parties who process personal data on our behalf to protect it and use it only for the purposes we specify.

8. International transfers

Some of the organisations we work with, including PayPal and Google, may store or process your information outside the UK, including in the United States. Where this happens, we rely on appropriate safeguards recognised under UK GDPR, such as the UK’s International Data Transfer Addendum or adequacy regulations, to ensure your information is protected to a standard equivalent to UK law.

9. Data retention

We keep personal information only as long as necessary for the purposes it was collected, including to satisfy any legal, accounting or reporting requirements. As a general guide:

• Entry and payment records are typically kept for up to 7 years, to meet accounting and tax obligations
• Emergency contact and medical information provided for an event is retained only as long as needed around that event, then securely deleted or anonymised
• Marketing contact details are kept until you unsubscribe or ask us to delete them
• Google Analytics data is retained according to our Google Analytics account settings

When information is no longer needed, we securely delete or anonymise it.

10. Your rights

Under UK GDPR, you have the right to:

• Access the personal information we hold about you
• Correct inaccurate or incomplete information
• Erasure (“right to be forgotten”), in certain circumstances
• Restrict or object to processing of your information
• Data portability, to receive your data in a portable format
• Withdraw consent at any time, where we rely on consent (e.g. marketing emails — you can also unsubscribe via the link in any email)
• Complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO), at ico.org.uk, if you believe we have not handled your information properly

To exercise any of these rights, contact us at info@ultramantriathlon.uk. We may need to verify your identity before responding, and we will respond within the timeframes required by law.

11. Children’s privacy

Our events and website are intended for adults. We do not knowingly collect personal information from children under 16 without appropriate parental or guardian consent. If you believe a child has provided us with personal information without such consent, please contact us so we can remove it.

12. Changes to this policy and contact details

We may update this privacy policy from time to time, for example to reflect changes in our practices or legal requirements. We’ll post the updated version on this page with a revised effective date. We encourage you to review it periodically.

Contact us

If you have any questions about this privacy policy or how we handle your personal information, please contact:

Ultraman UK Ltd 51 Gayton Road, Heswall, Wirral, CH60 8QE, United Kingdom Email: info@ultramantriathlon.uk Phone: +44 7510 222708