🔒Privacy Policy for Pre-entries.co.uk
Last updated: October 2nd, 2024 Operated by Ben Mitchell (sole trader trading as Pre-entries) Email: ben@pre-entries.co.uk
1. What this policy covers Pre-entries is a service that lets you enter orienteering events quickly and easily, including for yourself, family, or friends. We are committed to protecting your personal information. This policy explains how we collect, use, and protect it when you use our website and app at pre-entries.co.uk and admin.pre-entries.co.uk (the "Service").
2. Information we collect We collect only what we need to run entries and support events.
Personal information
- Email address: To send entry confirmations, updates, and event info. We share it with the event organiser for events you enter. We do not share it publicly.
- Name: To process the entry and show it on start lists. If you're entering for someone else, provide their name.
- Year of birth and gender: To place the entrant in the correct age class and category. This may appear on start lists.
- British Orienteering number (if you provide it): To calculate the correct entry fee. This number is already public on the British Orienteering website.
- Emergency contact name and phone (for some events): Required by British Orienteering rules for safety. We use it only in an emergency and delete it soon after the event.
Non-personal information
- Technical details: Such as IP address, browser type, device type, and operating system. We check this info to improve how components display in the app (e.g. better layout on mobile or desktop).
Cookies and similar technologies We use session cookies to keep you logged in and allow features like adding multiple entries to a basket before payment. These cookies are strictly necessary for the Service to work properly. You can manage or block cookies in your browser settings.
3. How we use your information We use it to:
- Process and confirm your event entries.
- Communicate about your entries, payments, and event updates.
- Improve the Service and fix issues, including better display of app components.
- Meet legal requirements, such as British Orienteering rules or financial records.
4. Legal basis for processing We rely on:
- Contractual necessity: To provide the entry service you request.
- Legitimate interests: To improve the Service, prevent problems, and optimise display.
- Legal obligation: For safety data or reporting required by law or British Orienteering.
- Consent: For any optional marketing emails (you can opt out anytime).
5. Who we share information with We share only when necessary:
- Event organisers: Relevant details (name, age class, contact info if needed) for the events you enter.
- Service providers: Such as payment processors or email tools that help run the Service. We use third-party service providers to host and run the Service. Some are based in the US or other countries outside the UK. We ensure appropriate safeguards (such as UK-approved standard contractual clauses) are in place for any data transferred internationally.
- Legal authorities: If required by law, to protect rights, safety, or property.
We do not sell your information.
6. Data security We take reasonable steps to keep your information safe from unauthorised access or loss. No online system is completely secure, so we cannot guarantee absolute protection.
7. Your rights Under UK GDPR you have rights including:
- Access: See your personal information.
- Rectification: Correct inaccurate details.
- Erasure: Ask us to delete it (in certain cases).
- Restriction: Limit how we use it (in certain cases).
- Portability: Get a copy in a usable format (in certain cases).
- Object: Object to some processing (in certain cases).
To use any right, email ben@pre-entries.co.uk. We aim to respond within one month.
8. How long we keep information We keep data only as long as needed:
- Event entry details (name, year of birth, gender, British Orienteering number): Until 1 month after the event ends, for payment checks, questions, and required reports.
- Email address: Until you unsubscribe from updates or ask us to remove it.
- Emergency contact: Deleted shortly after the event (unless needed for follow-up safety reasons).
After that, we delete or fully anonymise the data.
9. Changes to this policy We may update this policy. If changes are significant, we will email you or show a notice in the Service. Continued use after changes means you accept them.
10. Contact us Questions? Email ben@pre-entries.co.uk. We're here to help.