Privacy Policy

At Mythical Odyssey, we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what information we collect, why we collect it, how we use it, and the rights you have under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and, where applicable, the EU General Data Protection Regulation (EU GDPR).

1. Who We Are

Mythical Odyssey is a UK-based company providing international endurance events and related travel services. As part of our events, we arrange race participation, accommodation, transfers, and other ground logistics for participants and their companions.

For the purposes of UK GDPR and EU GDPR, we act as the Data Controller for the personal data you provide when registering for our events or associated travel services.

You may contact us at: races@mythical-odyssey.com or by post at our registered office: First Floor, 1 Edmund Street, Bradford BD5 0BH, West Yorkshire, United Kingdom.

2. Data We Collect

When you register for our races or companion packages, we may collect the following data:

Identification details: full name, nationality, date of birth, gender, passport/ID number (if required).
Contact details: email address, phone number, postal address.
Payment details: billing address, bank/credit card information (processed securely by third-party payment providers — we do not store card numbers).
Medical information (if required): basic health details or emergency contacts to ensure your safety during the event.
Travel and accommodation preferences: information needed for transfers and bookings.
Photos and video: images and footage taken during the event, which may be used for promotional and archival purposes.
Website usage data: IP address, cookies, and browsing behaviour.

3. How We Use Your Data

We use your personal data for:

Race registration & participation – processing entries, allocating bib numbers, managing logistics.
Safety & emergency purposes – ensuring we have medical and contact information to safeguard your wellbeing.
Payment processing – managing fees, refunds, and financial compliance.
Communication – sending race updates, logistical instructions, or responding to queries.
Accommodation & transfers – arranging hotels, buses, or baggage transport related to the event.
Legal obligations – complying with tax, insurance, and regulatory requirements.
Marketing & media – with your consent, sharing photos, videos, and results on our website, social media, and promotional materials.

4. Legal Basis for Processing

We rely on the following lawful bases under UK GDPR and EU GDPR:

Contract – to perform our obligations under the Terms of Participation.
Legal obligation – for tax, accounting, or regulatory compliance.
Vital interests – in case of emergencies where medical details may be shared with health professionals.
Legitimate interests – for event organisation, security, and participant experience.
Consent – for optional marketing communications and photo/media use.

5. Sharing Your Data

We may share your data with trusted third parties strictly for event or travel purposes, such as:

Payment processors and banks.
Hotels, transport providers, and insurance companies.
Medical teams and emergency services.
Photographers, videographers, and media outlets (with your consent).

We never sell your personal data.

6. International Transfers

As an international event, some data may be transferred outside the UK or EU (e.g., for overseas participants or partners). In such cases, we ensure appropriate safeguards in line with UK GDPR and EU GDPR.

7. Data Retention

Registration and payment records: kept for 7 years (for legal/tax reasons).
Medical and emergency data: kept only for the duration of the event.
Photos and media: retained indefinitely for historical and promotional purposes (unless you object).

8. Your Rights

You have the right to:

Access your personal data.
Request correction of inaccurate data.
Request deletion of your data (where legally possible).
Restrict or object to processing.
Withdraw consent at any time (for marketing or media use).
Data portability (receive your data in machine-readable format).

To exercise these rights, contact us at races@mythical-odyssey.com.

9. Cookies & Website Use

Our website uses cookies and similar technologies to improve functionality, analyse traffic, and personalise your browsing experience. Cookies are small text files stored on your device when you visit our site.

We use:

Essential cookies – required for the website to function (e.g., navigation, registration forms).
Analytics cookies – to understand how visitors use our site (e.g., Google Analytics).
Preference cookies – to remember your choices (e.g., language, settings).

You may disable cookies at any time through your browser settings, but please note that some parts of the site may not work properly if you do so.

For more information or questions about our use of cookies, please contact us at races@mythical-odyssey.com

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, operational requirements, or legal obligations. The latest version will always be available on our website.