Please read all the information on this page before you sign up.

Thank you.

Once you have read this page, the Volunteer Sign up form is HERE kisspng-arrow-clip-art-red-arrow-5abf8246d5d884.8389119015225001668759


| Health & Safety

Thank you for offering to give your time to help.

We want to make sure you are aware of health & safety issues and that we have the correct contact details for you in case of emergency on the day.

It is our duty of care to you to make sure you are safe whilst you are a volunteer – so please read the information below.

We take our responsibly very seriously, to provide you with healthy and safe working conditions.

You have a responsibility to:

  • Perform your tasks in a manner which is safe for yourself, and others.
  • Report anything which you feel may affect the health and safety of yourself or others.
  • To follow all health and safety procedures laid down by the event leader.

Lifting whilst at the event

Think before lifting:

  • Are you fit to lift?
  • Make sure there are adequate people to help move large or heavy pieces of equipment.
  • If you have a back problem do not undertake any lifting.

If you are taken ill or need first aid:

  • Please tell us about any medical conditions that may affect your ability to undertake the role.
  • Each event will have First Aid procedures, so please make sure you are aware what these procedures are.

Once you have finished your volunteer shift, please advise your Team Leader prior to leaving.


As on occasional volunteer you are required to hold in the strictest confidence all information of a personal nature that you may learn about other volunteers, supporters, attendees and families.

By completing the online sign-up form you are confirming you have read, accepted and will abide by our Health & Safety guidelines and adhere to our Confidentiality Policy.

The personal details you supply for will be held, as per our Privacy Policy.



 |Privacy Policy


If ever you want to know how we know something about you, just ask. You are in control of your information and the information we send you, and can make changes at any time.  Every time you hear from us we’ll give you the chance to change the information you want to receive from us and when.  You are in charge!

This privacy notice applies to personal information we collect from you whenever you volunteer for us.

This privacy notice explains who we are, why we collect your personal information, how we use it, the occasions we may disclose it to others and the choices you have over what contact we make with you.

We will inform you if this privacy notice changes through communications we have with you in person, over the telephone, on our website, and where necessary, in writing.

If you have any questions about our privacy notice or data protection you can contact us as follows:

Karl Cadman,
23 Windsor Way, Rayleigh, Essex, SS6 8PE.
07885 837324

Who are we?

We are the Running Community, a group of like-minded volunteers and local Clubs set-up to organise and collate the Kirste 5 Memorial Race, the Roach Valley Way Relay, and other local races.


Why do we collect your personal information?

  • If you are a volunteer in any capacity we will collect your information as part of our recruitment process and this  will be used to ensure you have the correct qualifications for your role and for contacting you about events or sending letters of thanks.

Who do we share your personal information with?

  • Other Core Team, and volunteers of The Running Community.
  • We only share the personal information necessary to deliver the race.
  • If you are a supporter or volunteer your personal information is entered onto our supporter database, held by Karl Cadman.
  • We will share your information with law enforcement authorities if we are required to release your personal information by law due to a court order or for the prevention of fraud or other crime

How do we collect personal information from you?

  • Through meeting you face to face or over the telephone
  • When you volunteer or attend events
  • From publicly available sources like post code areas, Companies House, social media sites such as LinkedIn and Facebook, and our online sign-up forms.

We will tell you how we collected any personal information about you and you have the right to see what personal information we have and the right to tell us not to keep it. You can do this using the contact details above.

What personal information do we collect?

We collect different personal information on different occasions you have contact with us but this might include your name, address, telephone number, email address, IP address, information regarding what activity you have shown interest in or the pages you have accessed on our website.

What about sensitive information?

Data protection law recognises ‘sensitive personal data’ or ‘special categories of data’ covering health information, race and ethnicity, religious or philosophical beliefs and political opinions, among other things.

We do not collect these types of information unless there is a clear reason to do so.  For example where we have a duty to carry out appropriate checks for volunteers for safeguarding purposes or where we collect health information to ensure we can care appropriately for participants in an event or activity.

 How is the personal information we collect about you used?

  • To ask and to pass on information about volunteering requirements for each race.

Do we keep your information forever?

Unless you say otherwise, we will retain your personal information and continue to supply you with the communications you have requested from us, unless you request otherwise.

However if we have not had any response from you within those two years we will archive your data record.

What are your choices?

You have absolute control over the information you receive from us.

You can control the type of information you receive and the way you receive it, for example you can choose to receive everything by email.

We understand that you may want to change the information you want to receive at different times, so we promise to always keep these choices open.  Every time we contact you there will be the option of changing what you receive, and how you receive it.  We call this ‘continuous consent’ because it means we stay in touch with what you want.

How can you access and update your personal information?

You have the right to ask to see the personal information we hold about you.  We will respond to any request to access your personal information within 28 days.  If you just want to change the personal information you have provided to us at any time then please contact us, at the address above.

 What if you are Under 6 years old or under?

If you are aged 16 or under and want to get involved with us we must see permission for this from your parent or guardian first before you can give us your personal information.

When we collect personal information from anyone 16 or under we will make it clear why we are collecting this personal information, how it will be used and we will ensure any further communication is age appropriate.

 When does the Running Community use ‘cookies’?

When you are online, like many other websites, The Running Community website may use cookies. A cookie is a text file containing small amounts of information which a server downloads to your PC/mobile when you visit a website. The server then sends a cookie back to the originating website each time you subsequently visit it.

There are different types of cookies which are used to remember your preferences, allow you to navigate between pages efficiently and improving your overall experience.

The Running Community website may use cookies to help you in your interactions with our site. Most cookies are session cookies, lasting only for the duration of your visit.

Certain cookies will last beyond your session enabling an enhanced user experience i.e. if you have voted in a poll you are prevented from voting multiple times.  If you do not wish for our cookies to be used for your session please terminate.

 Review of this privacy notice

This privacy notice was last reviewed January 2023.

The Running Community regularly reviews this privacy notice to ensure compliance, and at least annually before each race.

Once you have read this page, the Volunteer Sign up form HERE kisspng-arrow-clip-art-red-arrow-5abf8246d5d884.8389119015225001668759