Privacy policy

This policy explains how Ben Mitchell, trading as Pre-entries (we, us), uses personal data on the Pre-entries website and app. We are the controller for that processing. Address: 21 Heol Wenallt, Cwmgwrach, Neath, SA11 5PT. Email ben@pre-entries.co.uk. ICO registration ZB394169.

What we collect

• Entry details: name, year of birth, gender, club, course or class, SI card, and optional British Orienteering number.
• Contact: email for confirmations and organiser messages. Emergency contact name and phone when the event requires them. Email and emergency contact are not shown on start lists and are not stored on a competitor profile.
• Payment: amounts, paid status, and Stripe identifiers. We do not store full card numbers.
• Officials’ sign-in: email address for one-time codes. Competitors do not create accounts.
• Technical data such as IP address and browser type, used to run and secure the service.

How we use it

We use personal data to:

• Take entries, calculate fees, take payment, and send confirmation.
• Show public start lists and give organisers live entry lists, contacts, and exports.
• Verify British Orienteering membership when a number is entered, to apply member rates.
• Let officials sign in and run assigned events.
• Keep financial records and meet legal duties.

Lawful bases:

• Contract: to provide the entry or organiser service you ask for.
• Legitimate interests: to run, secure, and improve the service.
• Legal obligation: tax, accounting, and safety records where the law requires them.
• Consent: only if we ever send optional marketing email. You can opt out.

What is public

Start lists show name, club, age class, SI card, and course or class. They do not show email or emergency contact. If you save a competitor profile against a British Orienteering number, those start-list-style fields can be looked up to speed later entries. Saving is explicit on Competitor profile. Entering an event does not save or change the profile.

Who we share with

• Event organisers and club admins: entry details they need to run the event, including contact and emergency contact where collected. They are responsible for how they use that copy.
• Stripe, for payment. Supabase (Ireland / eu-west-1), for database and official sign-in. Resend, for email. Vercel, to host the app. British Orienteering’s membership check, only when a British Orienteering number is entered.
• Authorities if the law requires it.

We do not sell personal data. Some providers are outside the UK. Where that happens we use UK-approved safeguards such as standard contractual clauses.

How long we keep it

We do not delete entries a month after the event. Clubs need lists, contacts, hire SI, and owed-to-club figures after the day. We keep:

• Entry and organiser records for as long as the club needs them to run and settle the event, and for our support of that event.
• Payment and accounting records for up to six years, as tax law typically requires.
• Competitor profiles until you ask us to remove them.
• Emergency contacts for the event they belong to. They are not copied onto a competitor profile.
• Officials’ sign-in data for as long as the person is an official, then as the law requires.

When we no longer need data we delete it or irreversibly anonymise it.

Cookies

We use strictly necessary cookies only. There is no cookie banner. See Cookies.

Your rights

Under UK GDPR you can ask to access, correct, delete, restrict, or port your data, and to object to some processing. Email ben@pre-entries.co.uk. We aim to reply within one month. You can also complain to the Information Commissioner’s Office.

Children

The service is not for children under 13 without a parent or guardian. We collect year of birth to place competitors in age class, not to market to children.

Changes

We may update this policy. The date at the top of this page will change. If a change is significant we will say so on the service or by email where we can.