Privacy policy

This policy explains what personal information StartLine MX collects, why, who we share it with and the rights you have. We've tried to keep it plain and short.

Who we are

StartLine MX (startlinemx.co.uk) is run by Ben Overd, a sole trader trading as StartLine MX. For your account and the platform itself, we are the "data controller" under UK data protection law (the UK GDPR and the Data Protection Act 2018).

When you enter a meeting, the club running that meeting also uses your entry details to run the event. For those details the club is a controller too, and its own privacy notice applies to what it does with them.

Questions or requests: email [email protected].

What we collect

• Your account: name, email address and password (stored scrambled; we can't see it).
• Rider profile: name, date of birth (to confirm you're 18 or over, and for the club's governing-body and insurance records), email, phone and address.
• Profile photo (optional): a photo of the rider, so club staff can recognise you at sign-on.
• Health information: any medical conditions or allergies you choose to add, so medical and club staff can help in an emergency. This is "special category" data. We store it encrypted and only show it to the clubs whose meetings the rider has entered.
• Emergency contacts: name, relationship and phone numbers. Please make sure they're happy for you to share their details.
• Bikes, licences and club memberships: make, model, engine size, frame and engine numbers, race numbers, licence numbers and expiry dates, and membership numbers.
• Entries and race day: meetings and classes entered, race numbers, sign-on, transponder numbers, cancellations and refunds. If you don't hold a licence and take a day licence, we record that with your entry.
• Results: results clubs import from their lap scorer (such as positions, laps and times against your name and race number), and any results you add yourself from other meetings.
• Payments: amounts, dates and status. Card payments are handled by Stripe. We never see or store your card number.
• Volunteering (only if you opt in): phone number, postcode area, how far you'll travel, experience, first aid, jobs you'd do and any notes.
• Messages you send us through Support.
• Technical information: IP address, browser type and error logs, used to keep the site secure and working.

Why we use it, and our legal basis

• To provide the service you've signed up for (contract): running your account, taking entries and payments, sending confirmations, and letting clubs run their meetings.
• To keep people safe at events (your explicit consent, and vital interests in an emergency): sharing health information and emergency contacts with the meeting organiser. You can remove health information at any time from your rider profile.
• To keep the platform secure and improve it (legitimate interests): preventing fraud and abuse, fixing faults and understanding how the site is used.
• To meet legal duties (legal obligation): for example keeping payment and refund records for tax purposes.
• Volunteering and optional emails (consent): we only list you as a volunteer, or send optional emails such as new-meeting alerts, if you've switched them on. You can switch them off at any time.
• Phone sign-on: if you sign on from your phone at a meeting, your phone checks you're near sign-on. We keep only how far away you were and the time, never where you were.

Who we share it with

• Clubs and organisers whose meetings you enter. They receive the rider, bike, licence, contact, emergency and health details they need to run the event. This is shared through entry lists, sign-on sheets and the helpsheet.
• Your profile photo is only seen by you, by staff of the clubs whose meetings you've entered (so they can check who's signing on) and by StartLine MX's own administrators if they're helping with a support request. It's never shown on public pages. You can remove it from your rider profile at any time, and it's deleted if you delete your account.
• Governing bodies: if you take a day licence, the club may pass your name, date of birth, address and entry details to the governing body that issues it (such as the ACU or AMCA) and its insurers, as the meeting's permit requires.
• Clubs you volunteer for: before you agree to help, a club only sees your first name, initial and volunteer details. If you say yes to a request, that club also sees your full name, phone number and email.
• Other riders and visitors: meeting pages are public. Unless the club switches it off, each meeting shows a "who's entered" list with each confirmed rider's first initial, surname, race number and bike make. Results and championship tables published by clubs show riders' names, race numbers, classes and finishing positions, and say which lap scorer (timing provider) produced them. We never publish contact or health details.
• Results you add yourself from other meetings are private to you. We only use them to work out your own stats, and clubs and other riders can't see them.
• Stripe, which processes card payments on each club's behalf, under Stripe's privacy policy.
• Google, only if you choose Add to Google Wallet. Your name and sign-on code are then stored in your Google Wallet under Google's privacy policy. You can remove the pass from your wallet at any time.
• Our service providers for website hosting and email delivery, who only process data on our instructions.
• Authorities, if the law requires it.

We never sell your information or share it with advertisers.

How long we keep it

• Your account and profiles, including your profile photo and any results you've added yourself: until you delete your account (or sooner, if you remove them).
• Results published by clubs: kept as part of the club's meeting and championship records.
• Entry and payment records: up to 6 years after the meeting, because clubs and we need them for accounts and tax. If you delete your account we remove your contact, address and health details from these records and keep only what's needed.
• Volunteer requests: until the meeting is over and then up to 12 months, unless you delete your account sooner.
• Server logs: 30 days.
• Backups: a copy of the site's data is kept for 14 days, so deleted information may stay in a backup until it rolls off.

You can delete your account at any time from Settings. Clubs keep any copies they downloaded for an event, such as printed sign-on sheets, under their own policies. We ask them to destroy confidential race-day paperwork after the event.

Children

StartLine MX is only for people aged 18 and over. We don't knowingly collect information about anyone under 18. If you think we have, contact us and we'll delete it.

Cookies

We only use cookies that are needed for the site to work: one to keep you logged in, and one to protect forms against forgery. We don't use advertising or tracking cookies, so there's no cookie banner. Stripe sets its own cookies on its payment pages to prevent fraud. Our web fonts are served by Bunny Fonts, which doesn't set cookies.

Where your data is kept

Your data is stored on servers used by our hosting provider. Where a provider, such as Stripe, processes data outside the UK, it does so under safeguards approved by UK law, such as the UK International Data Transfer Addendum.

Keeping it safe

The site runs over encrypted connections (HTTPS). Passwords are hashed and health information is encrypted. Club staff only see entries for their own club's meetings.

Your rights

You can ask to see the information we hold about you, correct it, delete it, restrict or object to how we use it, or receive a copy to take elsewhere. Where we rely on your consent, you can withdraw it at any time. Most details you can change yourself in your account, and you can download a copy of your data from Account settings → Download my data. For anything else, email [email protected] and we'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first. You also have the right to complain to the Information Commissioner's Office (ICO).

Changes

If we make important changes to this policy, we'll tell you by email or on the site. The date at the top shows when it was last updated.