Privacy Policy

11 Nov 2024 Replaced email service Postmark with Sendgrid

06 Sep 2024 Replaced email service Sendgrid with Postmark

26 Sep 2023 New processing for British Triathlon events

17 Apr 2023 Booking Protect is now know as XCover

17 Feb 2022 Remove Google Analytics.

06 Oct 2022 Booking Protect bought by Cover Genius. Removal of old supplier Event Protect.

31 Aug 2021 We no longer support users storing any personal information in their browser, relevant references were removed

10 Jun 2021 Replace Cloudflare with Amazon WAF

09 Dec 2020 Add GoCardless as a supplier, 1&1 is now known as Ionos

30 Jun 2020 Extend data retention period from 6 to 18 months, to support routine twelve-month event postponements e.g. due to COVID-19

20 Nov 2019 Introduction of supplier Event Protect

20 May 2018 Rewrite for GDPR

EntryCentral is a sole trader business. For the purposes of the Data Protection Acts 1998, GDPR, and the Data Protection Bill 2017, the data processor is Ian McLaughlin of 17 Muirfield Station, Gullane, East Lothian, EH31 2HY trading as EntryCentral. Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to EntryCentral, 17 Muirfield Station, Gullane, East Lothian, EH31 2HY or made electronically via About EntryCentral.

We may collect and process the following data about you:

Information you give us

We collect information about you when you register with us or sign-up for an event or membership. We also collect information when you provide feedback. Information is collected using cookies to remember your session as you navigate from screen to screen.

Signing-up for an event or membership

Event organisers and club officers use EntryCentral to collect the data necessary to sign-up for their events or memberships, and their contact information is available on the event or membership information page on EntryCentral. We may collect:

• your name and address to identify you personally
• your date of birth and gender to check your eligibility for the event or membership and to assign any applicable applicable event category
• your email address and phone number for sending sign-up email receipts, and in case an organiser needs to contact you
• your membership status for applicable sport governing bodies so that we can check your eligibility or appropriately price your sign-up

If you are signing up for an event, the event organiser may choose to display on EntryCentral a list of attendees, using your forename, surname, club name, and event category.

Event organisers and club officers may specify other questions for you as part of the sign-up process, and you should check their privacy policy accordingly - their contact information is available on the event or membership information page on EntryCentral.

Signing-up for a User Account

If you choose to sign-up for a User Account we will collect reusable information you routinely need to supply to sign-up for events and memberships

• your name and address to identify you personally
• your date of birth and gender to check your eligibility for the event or membership and to assign any applicable event category
• your email address and phone number for sending sign-up email receipts, and in case an organiser needs to contact you
• your membership status for applicable sport governing bodies so that we can check your eligibility or appropriately price your sign-up

Submitting a query to an event organiser or club contact

We will collect your name and email address, to enable the event organiser or club contact to reply to you

Submitting feedback or a technical query to EntryCentral

We will collect your name and email address, to enable a reply to you. We will collect your User Agent string from your browser, to help us diagnose any problem you may be experiencing

Searching and filtering for events

You can filter the types of events you are interested in by ticking the relevant event type checkboxes. You can also filter by distance from you - either based on your UK postcode or using the geolocation given by your browser. Searching and filtering information is stored in your browser for your next visit, and is not otherwise associated with you personally.

Signing-up for an event or membership with a card payment

We will request the card type, the last 4 digits and the expiry date of your payment card from the payment processor, to help you reconcile your accounts at some later stage. We do not store any other details about your payment card.

Signing-up for an event or membership with a Direct Debit subscription

We will request the account name and last 2 digits of your bank account number from the payment processor, to help you reconcile your accounts at some later stage. We do not store any other details about your bank account.

Information we receive from others

If you accept a XCover offer to protect your event entry fee, we will be notified when you make a refund request at XCover so we can ensure that your sign-up is withdrawn.

If you signed-up for a Subscription at EntryCentral and then Cancel a Direct Debit Bank Mandate or Subscription at your bank, GoCardless will notify us so that we can terminate the service you'd signed-up for.

Sendgrid inform us about delivery and non-delivery events for the emails we send you, so that:

• we can diagnose any problems you may be having receiving email from us.
• we can monitor the reliability of the Sendgrid service over time.

Marketing

We will not use your personal details for any marketing purpose. There are no opt-ins, because there is no activity to opt into

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy

Within the EU

• The event organiser or club contact for the event or membership you are signing-up for. Each will have their own privacy policy, and their contact information is available on the event or membership information page on EntryCentral.
• For Direct Debit subscriptions you sign up for, we will share with GoCardless your forename, surname, email address, product name, and subscription amount to enable the Direct Debit to be set up.
• If you accept a XCover offer to protect your event entry fee, we will share your forename, surname, event name, email address, phone number and entry fee with XCover to allow the offer to be accepted. XCover will contact you later.
• If you sign up for an event permitted by British Triathlon and you are not a member of a British Triathlon Home Nation you'll need to buy a British Triathlon 'Race Pass' - and for your Race Pass purchase we will share your Name, Date of Birth, Postcode, Email Address and the event you have signed-up for with British Triathlon
• We may disclose your personal information to not-yet-known third parties:
  • If EntryCentral or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms of Website Use or terms and conditions of supply Shopper Terms and Conditions and Organiser Terms and Conditions and other agreements; or to protect the rights, property, or safety of EntryCentral, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Outside the EU

We use services of the following GDPR-compliant extra-EU companies:

• Stripe - to handle your card details and process your payments. Compliance info
• Amazon WAF - between browser and server, your encrypted information flows through Amazon's security and resilience infrastructure AWS Service Terms
• Sendgrid - to send email Compliance info

Marketing

We will not share your details for any marketing purpose

EntryCentral resides on a collection of dedicated servers at a secure Ionos facility in the UK Privacy Policy

We will ordinarily keep your data for 18 months after the event date or membership expiry date, to allow time for payment disputes arising and accounting activities.

If you are an Account User you can delete Persons on your account, and delete your account after

• any events you have signed up for have taken place and
• any memberships you have signed up for have expired

Deleting your account will anonymize the data so that it is no longer attributable to you, but is still available for accounting activities

The regulations give you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Please submit a Subject Access Request and we will address your query