🔒Privacy Policy for Pre-entries.co.uk
Last updated: October 2nd, 2024
1. Introduction
Ben Mitchell, a sole trader trading as Pre-entries ("Pre-entries", "we", "us", or "our"), is committed to protecting the privacy of your personal information. This Privacy Policy explains how we collect, use, and disclose your personal information when you use our website, Pre-entries.app ("the Service").
2. Information We Collect
We collect the following types of information:
- Personal information:
- Email Address: We collect your email address to facilitate event entry and communicate with you about your entries. Your email address may be shared with event organizers for events you enter. We will never share your email address publicly.
- Name: Your name is required to process entries and will be displayed on event start lists.
- Year of Birth & Gender: This information is used to calculate your age class, which may be displayed on event start lists.
- BOF Number (if applicable): If you provide your British Orienteering Federation (BOF) number, we use it to calculate your entry fee. Please note that BOF number information is publicly available on the British Orienteering website.
- Emergency Contact Information: For certain events, in accordance with British Orienteering requirements, we may collect emergency contact details. This information will only be used in the event of an emergency.
- Non-personal information:
- Technical information: We may collect technical information about your device, such as your IP address, browser type, and operating system. This information is used to improve the Service and for analytical purposes.
- Usage information: We may collect information about how you use the Service, such as the pages you visit and the features you use. This information is used to improve the Service and for analytical purposes.
3. How We Use Your Information
We use your information for the following purposes:
- To provide and improve the Service: We use your information to operate the Service, process your entries, and improve your user experience.
- To communicate with you: We may use your email address to send you service updates, notifications about your entries, and other important information.
- To comply with legal obligations: We may use your information to comply with applicable laws and regulations.
4. Legal Basis for Processing
We process your personal information on the following legal bases:
- Contractual necessity: We process your information to fulfil our contractual obligations to you, such as processing your event entries.
- Legitimate interests: We process your information for our legitimate interests, such as improving the Service and preventing fraud.
- Consent: We may process your information based on your consent, such as sending you marketing communications (if you have opted in).
5. Data Sharing
We may share your information with the following third parties:
- Event organisers: We may share your email address and other relevant information with event organisers for events you enter.
- Service providers: We may share your information with service providers who assist us in operating the Service, such as payment processors and email marketing platforms.
- Legal authorities: We may disclose your information to legal authorities if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, protect and defend our rights or property, or protect the personal safety of users of the Service or the public.
6. Data Security
We take reasonable measures to protect your information from unauthorised access, use, or disclosure. However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee its absolute security.
7. Your Data Protection Rights
Under the UK GDPR, you have the following rights:
- Right of access: You have the right to request access to your personal information.
- Right to rectification: You have the right to request correction of any inaccurate or incomplete personal information.
- Right to erasure: You have the right to request deletion of your personal information, under certain conditions.
- Right to restriction of processing: You have the right to request restriction of processing of your personal information, under certain conditions.
- Right to data portability: You have the right to receive your personal information in a structured, commonly used and machine-readable format, under certain conditions.
- Right to object: You have the right to object to processing of your personal information, under certain conditions.
To exercise any of these rights, please contact us at ben@pre-entries.co.uk
8. Data Retention
We will retain your personal information for as long as necessary to fulfil the purposes outlined in this Privacy Policy.
For example, we will retain your event registration information until 1 month after the event has taken place to allow for financial reconciliation with the hosting club, handle any post-event inquiries, and comply with reporting requirements. We will retain your email address until you unsubscribe from our marketing communications
9. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service. Your continued use of the Service following the posting of revised Privacy Policy means that you accept and agree to the changes.
10. Contact Us
If you have any questions about this Privacy Policy, please contact us at ben@pre-entries.co.uk