At LLHM Ltd we are committed to protecting your personal data and helping you understand what we are doing with it. We will use your personal data in compliance with all data protection laws, keeping it safe and using it in ways that you would reasonably expect.

1. WHO ARE WE AND WHAT DO WE DO?

LLHM Ltd (‘LLHM’) organise mass participation sports events to raise money for the baby charity Tommy’s and many other good causes.

LLHM Ltd organise the following events:

• The London Landmarks Half Marathon is a closed-road central-London run and is the only half-marathon to go through both the City of London and City of Westminster.
• The Local Landmarks Challenge is a solo virtual run where participants run at least 5k around their local landmarks.
• The London Landmarks Skyscraper Challenge is a multidisciplinary event that combines a tower run, abseil, and zip wire at the Leadenhall Building and 30 St Mary Axe.

The events listed above and any other events that may be organised by LLHM Ltd are known as the ‘Event’

Tommy’s exists to save babies’ lives. It funds research into the causes and prevention of pregnancy complications that lead to miscarriage, stillbirth and premature birth. It also provides pregnancy health information to support parents throughout their pregnancy journey.

LLHM Limited (registered company in England and Wales number 10584979) was established in January 2017 and is a wholly owned subsidiary company of Tommy’s. Tommy’s is registered as a charity in England and Wales (registered charity number 1060508), and in Scotland (registered charity number SC039280). Tommy’s is also registered as a company limited by guarantee (company number 3266897).
Within the context of this policy ‘we’ means LLHM Limited.

We are located at:
Nicholas House,
3 Laurence Pountney Hill,
London EC4R 0BB
Telephone: 0207 398 3422
Email: [email protected]

2. WHERE DOES LLHM COLLECT YOUR PERSONAL DATA FROM?
LLHM collects your personal data from the following places:
• When you give it to us. This is the main way that we collect personal data about you. You give us information when:
o You pre-register to take part in an Event
o You register to take part in an Event
o You are taking part in an Event via a charity partners’ charity place
o You volunteer to help us with an Event
o You share your story, photo or video with us or agree to be an Event case study
o You are providing entertainment to participants at an Event
o You ask us to keep you updated with information
o You use an Event website
o You participate in a survey to help us improve what we are doing
o You engage with us on social media
o You complain to us about something that we have done

• When you give permission to other organisations to provide LLHM with your personal data. We receive personal data about you from organisations that we have contracted with to provide: –
o An event management portal for an Event. This portal provides a full overview of all participants’ data and enables management and registration of a ballot or Event registration and provides an email tool to communicate Event information to participants.
o The management of the logistics of an Event, to manage emergency and medical information in case of an on-the-day incident and to manage our entertainment volunteers
o Video footage of participants
o PR, media and marketing support for an Event
o The management of our website
o The management of our pre-registration process
o Event merchandise
• We receive personal data about you from organisations where you have opted in to receiving information about LLHM or our Events
• When your personal data is available publicly
We may receive information about you from organisations that provide us with marketing support and help us to analyse and improve the services we offer and enable us to market our Events to potential entrants.

We receive information about you from social media accounts, for instance if you tag LLHM in one of your posts.

3. WHAT PERSONAL DATA DOES LLHM COLLECT?
Personal data is information that can be used to identify you. LLHM collects and stores the following personal data:
• Your contact details (including name, postal address, telephone number, email address and/or social media identity)
• Your age
• Your employment details
• Your gender
• Your emergency contact details
• Your Just Giving donation details
• Your health details
• Your reasons for taking part in an Event
• Your vehicle registration details if you are an entertainment volunteer
• Visual information about you – photos and film
• Your IP address

4. HOW DO WE USE YOUR PERSONAL DATA?
How we use your personal information will depend on how you interact with us. We use Tommy’s to provide central support services so that if we interact with you in any of the following ways, please see the Tommy’s Privacy Policy to see how we use your data:-
• If you are a supplier of LLHM who needs to be paid
• If you apply to work at Tommy’s or are an employee or ex-employee of Tommy’s.

The details below set out how you could interact with LLHM, what we are doing with your personal data, our lawful basis for processing your data, and our legitimate interest (if we are relying on this).

We will only keep your information for as long as we need it. The maximum period will be 7 years since our last interaction with you.

The lawful bases we use to process your personal data are: –
• Consent
This is where we have asked you if we can use your personal data in a certain way and you have clearly agreed to this. If we are relying on consent as our lawful basis to process your personal data, you have the right to withdraw your consent at any time.
• Legal obligations
If we are relying on this as our legal basis to process your personal data we are complying with a common law or statutory obligation.
• Fulfilling contracts
This is where we need to process your personal data in order to fulfil a contractual service to you.
• Our legitimate interest
This is where we are processing your personal data in ways that you would reasonably expect. If we are using this basis, we have conducted a legitimate interest assessment to make sure that we have a legitimate interest, that the processing is necessary to achieve that interest and that we have balanced our interests against your interests, rights and freedoms. Where we are relying on this basis we have outlined a summary of our legitimate interest.

IF YOU ARE INTERESTED IN TAKING PART, APPLY TO TAKE PART OR ARE A PARTICIPANT IN AN EVENT
What are we doing:

Managing your pre-registration for an Event
Our lawful basis for processing your personal data: Your consent
The maximum time we hold this data: 7 years after the event

Managing participants’ (ballot, public place or charity place) registration and participation in an Event
Our lawful basis for processing your personal data:
• Fulfilling contracts
• Our legitimate interest
Our legitimate interest, if this is our lawful basis for processing your data:
The medical director of the Event needs to be aware of a participant’s medical information to enable the medical team to act quickly and appropriately in a health emergency at an Event
The maximum time we hold this data: 7 years after the Event

Processing charity partner applications
Our lawful basis for processing your personal data: Our legitimate interest
To manage the charity’s application, set them up as an official charity partner and communicate with the charity about the event.
The maximum time we hold this data: 7 years after the event

Managing the logistics of an Event so that it runs smoothly
Our lawful basis for processing your personal data: Fulfilling contracts
The maximum time we hold this data: 7 years after the Event

Managing any incidents that may occur at Event
Our lawful basis for processing your personal data:
• Fulfilling contracts
• Our legitimate interest
Our legitimate interest, if this is our lawful basis for processing your data:
The medical director of the Event needs to be aware of a participant’s medical information to enable the medical team to act quickly and appropriately in a health emergency at an Event
The maximum time we hold this data: 7 years after the Event

IF YOU VOLUNTEER TO HELP ON THE DAY OF AN EVENT
What are we doing:

Managing the activities of Event volunteers
Our lawful basis for processing your personal data: Fulfilling contracts
The maximum time we hold this data:  7 years after the Event

Managing the activities of entertainers at an Event
Our lawful basis for processing your personal data: Our legitimate interest
Our legitimate interest, if this is our lawful basis for processing your data:
Contact and vehicle information is required to ensure that only authorised entertainment volunteers have access to the route with their vehicles. This helps to ensure the safe management of an Event
The maximum time we hold this data: 7 years after the Event

IF YOU HAVE ASKED TO RECEIVE INFORMATION ABOUT LLHM
What are we doing:

Sharing information about LLHM to people who have asked to receive it
Our lawful basis for processing your personal data: Your consent
The maximum time we hold this data:  7 years after the Event

IF YOU COMPLETE A SURVEY FOR US
What are we doing:

Processing surveys that we use to improve what we are doing
Our lawful basis for processing your personal data: Fulfilling contracts
The maximum time we hold this data: 7 years after the Event

IF YOU ENGAGE WITH US ON SOCIAL MEDIA
What are we doing:

Communicating with you via our social media accounts
Our lawful basis for processing your personal data: Fulfilling contracts
The maximum time we hold this data: 7 years after the Event

IF YOU COMPLAIN TO US
What are we doing:

Managing complaints
Our lawful basis for processing your personal data: Our legitimate interest
To investigate your complaint and communicate with you to resolve the issue.
The maximum time we hold this data: 7 years after the Event your complaint relates to.

IF YOU ARE A WEBSITE USER
What are we doing:

Using essential cookies to run our website and keep it secure
Our lawful basis for processing your personal data: Our legitimate interest
Our legitimate interest, if this is our lawful basis for processing your data:
To enable our website functions and services to work
The maximum time we hold this data: 7 years after last interaction

Using cookies to recognise and remember that you are a previous user of our website and provide you with a more personalised experience
Our lawful basis for processing your personal data: Your consent
The maximum time we hold this data: 7 years after last interaction

Using analytics cookies to recognise how you are using our website to understand how well it is working which means we can improve your experience
Our lawful basis for processing your personal data: Your consent
The maximum time we hold this data: 7 years after last interaction

Using marketing cookies to help us decide which services and events may be relevant to you. This data will make the content you see on social channels more relevant
Our lawful basis for processing your personal data: Your consent
The maximum time we hold this data: 7 years after last interaction

5. WHO DO WE SHARE YOUR PERSONAL DATA WITH?
At LLHM we will only share your data when we have a need to do so. The main reasons will be to provide you with the service you require e.g. ensuring that you receive the appropriate medical support you need at an Event or because we are using the services of specialist companies where we do not have the necessary expertise to manage a specific part of an Event.

We ensure that all organisations that are processing your personal data on our behalf have the highest standards of security and will not use your personal data for anything other than our agreed purposes that we have set out in this policy.

If a participant or pre-registrant opts in to receive future LLHM communications or pre-registers, we may use your anonymised data to create a lookalike audience to market our events to.

We will share your information with third parties in the following circumstances:
When we share your personal data

If you use our website
The organisations we share your personal data with:
• The Company that develops and maintains our website.

Why we share your personal data:
• To ensure that our website functions correctly, is easy to navigate and is secure
• To analyse how website users interact with the website and to improve the services we offer
• To facilitate the pre-registration and/or registration process for an Event
• To provide opportunities for participants to engage and interact with an Event

If you apply to take part in an Event, regardless of whether you are successful or not or if you are taking part on behalf of a charity partner

The organisations we share your personal data with:
• The Company that helps us manage an Event as it has the necessary technological and administrative skills with an event management portal and email tool to deliver information to all Event applicants and participants
• Our main event partner/sponsor if you opt in to hearing from them
• One or more of our charity partners if you opt in to hearing from them; A Company which provides an email platform to communicate with successful and unsuccessful participant

Why we share your personal data:
• To ensure that we have comprehensive event management portal that gives a full overview of all participant dataand provides an email tool to communicate information to all Event applicants and participants
• To ensure entrants receive the information they requested from our main event partner/sponsor
• To ensure entrants receive the information they requested from one or more of our charity partners

If you are an Event participant
The organisations we share your personal data with:
• A company that manages the logistics of an Event, manages emergency contact and medical information and the volunteers at an Event
• A specialist company that manages and communicates participant timings for an Event
• A specialist company that manages an app for an Event
• A specialist company that helps us manage publicity for an Event
• A specialist company that can take payment for an Event medal
• Our main event partner/sponsor if you opt in to hearing from them
• One or more of our charity partners if you opt in to hearing from them

Why we share your personal data:
• To make sure that an Event runs smoothly, effectively and safely
• To provide participants with Event timings information they expect
• To provide participants with an Event app
• To ensure that we maximise media and PR opportunities
• To provide participants with an Event medal
• To ensure entrants receive the information they requested from our main event partner/sponsor
• To ensure entrants receive the information they requested from one or more of our charity partners

When you receive your Event packs giving you information about the Event
The organisations we share your personal data with:
• A specialist warehouse and logistics company that can fulfil the information you need prior to the Event
Why we share your personal data:
• To fulfil your Event pack information in the most cost effective and efficient manner

When you receive your medal

The organisations we share your personal data with:
• A specialist warehouse and logistics company that can process and post your Event medal
Why we share your personal data:
• To process and post your Event medal

When images are taken of you at an Event

The organisations we share your personal data with:
• Specialist organisations that take photos and video footage of the Event

Why we share your personal data:
• To ensure that participants can have a record of their participation in the Event and to help LLHM with publicity for the Event
If you use the services of our official fitness and training partners

The organisations we share your personal data with:
• Specialist organisations that provide fitness and lifestyle coaching
Why we share your personal data:
• To support our celebrity and VIP participants as they prepare for an Event

When we share your personal data with third parties

The organisations we share your personal data with:
• Specialist organisations that provide digital file sharing solutions
Why we share your personal data:
• To ensure that we transfer your personal data securely and accurately

If you take part in an Event in support of a charity partner

The organisations we share your personal data with:
• Charities who have been allocated places in an Event
Why we share your personal data:
• To ensure that the charities you want to support have your information

When you fundraise for a charity

The organisations we share your personal data with:
• Organisations that administer online fundraising by participants
Why we share your personal data:
• To help participants in an Event fundraise in the most effective and efficient manner
If you complete a survey for us about an Event

The organisations we share your personal data with:
• Specialist organisations that develop and maintain online survey tools
• A specialist company that develops and maintains the LLHM website
Why we share your personal data:
• To continually assess and improve our services
If you have an emergency or an accident at an Event

The organisations we share your personal data with:
• Healthcare professionals who can support participants if they have any medical issues at an Event
Why we share your personal data:
• To support participants in case of an accident/emergency

If you engage with LLHM on social media

The organisations we share your personal data with:
• Social networking sites and organisations that provide marketing support
Why we share your personal data:
• To provide support and encouragement to participants who want to receive it
• To market an Event to potential entrants

If we have a regulatory or legal obligation

The organisations we share your personal data with:
• The police, regulatory bodies, legal advisors or auditors
Why we share your personal data:
• To ensure we meet our regulatory and legal obligations

If you are a participant and opt in to purchasing an item from one of our partners

The organisations we share your personal data with:

-The company that provides the item you have purchased

Why we share your personal data:

-To provide the item you have purchased

6. STORING YOUR INFORMATION OUTSIDE THE EEA
In very limited circumstances, LLHM may transfer your personal data outside the European Economic Area (EEA). LLHM will ensure that the country to which your personal data is transferred ensures an adequate level of protection for your rights and freedoms.

7. YOUR RIGHTS
You have the following rights:
• The right to be informed of how your personal data is used – we do this in the Privacy Policy and providing links to this Privacy Policy when we are collecting personal data from you
• The right to access your personal data – you can submit a request to find out about the information we hold about you. Here is our Subject Access Request Policy
• The right to object to the processing of your personal data – if we are processing your personal data under the legitimate interest lawful basis.
• The right to have your personal data rectified – you can request that we correct your personal data if it is incorrect or incomplete
• The right of portability of your personal data – you can request that some of your personal data is transferred to you or to another organisation
• The right to be forgotten – you can request that we delete your personal data
• The right to have your personal data restricted – you can request that we stop processing your personal data and only store it
• The right to object to direct marketing – you can object to direct marketing at any point and we will not send you any further marketing communications unless you change your mind
• The right to request that any automated decisions are reviewed by a human
• The right to withdraw consent – if we are relying on your consent as our lawful basis for processing your personal data, you can withdraw your consent for processing at any time
• The right to complain about our processing of your personal data – please contact [email protected] so that we can help you. If you wish you can contact the Information Commissioner’s Office on 0303 123 1113 or via their website https://ico.org.uk/make-a-complaint/

8. QUERIES
If you have any questions or queries about this Privacy Policy, or if you would like to exercise any of your rights, please contact the Data Protection Officer at the address and contact details below:
Data Protection Officer
LLHM Ltd
Nicholas House
3 Laurence Pountney Hill
London
EC4R 0BB
Tel: 0207 398 3422
Email: [email protected]

Data Protection Officer:
Rachel Hodson
Deputy Director, Landmark Events
[email protected]
This Privacy Policy was last updated in April 2023