Privacy Policy

Last Updated: January 2025

This Privacy Policy is meant to help you understand how RaceOS, Inc. (“RaceOS”, “we”, “us”, or “our”) collects, uses, and shares Customer Data to operate, improve, develop, and protect RaceOS’ Services. This Privacy Policy applies to Customer Data processed as a result of access to or use by our customers of the RaceOS platform (the “Services”) provided by RaceOS. All capitalized terms not defined in this Privacy Policy will have the meanings set forth in the RaceOS Terms of Service.

‍Introduction

‍At RaceOS, we value customer trust above all else. We strive to help our customers, our customer’s race participants, and our Website visitors maintain control of their personal information. Personal information, as used in this Privacy Policy, means information that identifies, relates to, or could reasonably be linked with you or your household. This Privacy Policy explains our information practices, the kinds of personal information we may collect, how we use and share that personal information, and how you can exercise the choices you may have.

Personal information does not include:
a. Publicly available information from federal, state, or local government records.
b. Deidentified or Aggregate Information. “Deidentified Information” means information that cannot reasonably identify, relate to, describe, be capable of being associated with, or be linked, directly or indirectly, to a particular individual, and for which RaceOS has implemented technical safeguards and business processes that prohibit reidentification of the individual. “Aggregate Information” means information that relates to a group or category of individuals, from which individual identities have been removed, that is not linked or reasonably linkable to any individual or household, including via a device.

‍What information do we collect or receive?

‍Privacy is paramount for RaceOS and serves as the foundation of a trusted relationship between event organizers, race directors, timers, and participants.  RaceOS collects certain personal data from individuals through their use of our websites, downloadable software, and applications on behalf of the sponsoring organization and/or event director (“Event Organization”). For example, RaceOS provides Event Organizations with web based software that collects event registration details, event performance data, and visitor information from the Event Organizations’s customers and participants. In order to setup an event and provide service to the Event Organization’s customers and participants, RaceOS asks for personal data. When registering on our site, you may be asked to enter your: name, email address, and business information. You may, however, visit our websites without telling us who you are or providing us with any personal data. Personal data that is captured is done so on behalf of our Event Organizations.

The Event Organization is solely and exclusively responsible for administering their events and may capture additional information from participants; however, RaceOS will only have access to the information defined herein. The Event Organization is responsible for controlling access to the information collected by them and may provide certain individuals and third parties, and the public, with access to such information and Content. We do not control, and are not responsible for, the policies and practices of the Event Organization, or the conduct of other users or participants which the Event Organization gives access to our Site, with respect to their handling of your information. For information about the Event Organization’s practices and policies, please contact them.
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(1) Information You Voluntarily Choose to Provide

‍With respect to the personal data that RaceOS collects from you, RaceOS acts as the controller of your personal data. In this capacity, we only collect, use, share, store, or otherwise process your personal data when we have an appropriate basis. For example, we may process your personal data as necessary to provide services that are subject to terms you have accepted, such as our terms of service. We may process your personal data when necessary to comply with legal obligations or for purposes of pursuing legitimate interests (such as providing services, improving the services and the websites, performing internal analytics, preventing fraud, enforcing legal claims, and security purposes) if doing so is consistent with your rights and appropriate to the context.

With respect to participant personal data that is collected on behalf of Event Organizations, RaceOS collects information about you, including information that directly or indirectly identifies participants, if you choose to share it with RaceOS. The sources from which we collect this personal information fall into three categories: information participants provide, information we collect automatically, and information we collect from other sources. For example, based on how participants interact with RaceOS and the Services, we will collect information when you track, complete, or upload activities associated with an Event Organizers race on the RaceOS platform using the Services. RaceOS also collects information about how you use the Services.

We collect information from devices and apps participants connect to RaceOS in accordance with the consent participants give when authorizing the connection to RaceOS. For example, you may connect your Garmin or Coros watch or Apple Health account to RaceOS to interact with the Services. The information generated from participants' connections with these third-party devices and apps, for example, activity data, or personal information, such as heart rate data (if consented to processing of health information), will be passed along to RaceOS. Participants may update connected devices and apps preferences, including withdrawing consent to RaceOS processing participant information, at any time in participant settings.

‍(2) Information Collected by Event Organization's

‍RaceOS also processes personal data under the direction of our Event Organization's. In those instances, RaceOS acts as a processor of the personal data of its Event Organization, the data controller. For example, the Event Organization or representative of the Event Organization may store or upload personal data, such as participant registration information for the purposes of mapping registration data with timing and scoring data for race result processing. When we collect information under the direction of our Event Organization's, we have no direct relationship with the individuals whose personal data we process unless express authorization is given to permission the use of personal data for the purposes of tracking event performance. If you have provided personal data to one of our Event Organization's and would no longer like to be contacted by the Event Organization that uses our service, please contact the Event Organization that you interact with directly.

Because we have no direct relationship with the individuals whose personal data we process under the direction of our Event Organization's unless those individuals expressly permission the use of their personal fitness data, each Event Organization is responsible for providing notice to its participants and concerning the purpose for which Event Organization collects their personal data and how this personal data is processed in or through the Service as part of Event Organization Data. Further, an individual who seeks access to, or who wishes to rectify, erase, or restrict processing of his or her personal data should direct his or her query to the RaceOS Event Organization (the data controller). We will make every effort to respond to the requests that we receive in a timely manner.

‍(3) Information that is Automatically Collected (Tracking Technologies)

‍We collect some information automatically when you visit our websites or use our applications through technologies such as web browsers, cookies, web beacons, or clear gifs.

The type of information that we automatically collect may vary, but generally includes:

a. Technical information about your computer, device, hardware, or software you use to access the Internet or our services, such as IP addresses or other transactional or identifier information for your device (such as device make and model, information about the device operating systems and browsers, or other device or system related specifications);
b. Usage information and statistics about your interaction with our websites and applications which may include the web pages or sites visited just before or after using our service, page views, time spent on a page, number of clicks, platform type, the application you used, dates and times of your visit, and other usage statistics;
c. Crash reports, which may be automatically generated when our website or application crashes;Automated widget collection, this includes Social Media Features, your interactions with these features are governed by the privacy policy of company providing it;
d. The location of your device, such as may be derived from your device’s IP address.We do not respond to a Web browser’s “do not track” signals or other mechanisms that provide you the ability to exercise choice regarding the collection of personal data about your online activities over time and across third-party websites or online services.
e. Additionally, other parties may collect your personal data about your online activities over time and across different Web sites when you use our website or service.

‍What do we use your personal data for?

‍As a general matter, we use personal information to provide users of the Services of visiting the RaceOS website, subscribing to our content, utilizing the platform Services to time an event.We also may use your information for the following purposes:

1. We need your information in order to successfully run our business. Under the law, this is referred to as our “legitimate interests.” We can only do this if we can show that there is little or no risk to you or your personal data.

Therefore, we use your personal data:

a. To communicate with you, respond to your requests, or provide you with updates and information;To better understand our users, their interests, and their preferences;
b. To personalize your experience, save your preference, authenticate our users, and provide similar user-experience features;
c. To operate, maintain, enhance, and provide all features of our service;
d. To develop, deliver, and improve our products, services, and functionality;To manage and customize advertisements or promotional offers;
e. For security purposes;
f. For internal purposes such as auditing and data analysis.
g. To provide services that are subject to terms you have accepted.
h. To the extent you give consent, such as when we would like to process your personal information for a purpose that would otherwise be incompatible with this policy.
I. To comply with legal obligations.

Data submitted through RaceOS is a critical part of our business and would be treated in the same fashion as our other assets in the context of a merger, sale or other corporate reorganization or legal proceeding. Therefore, we reserve the right to transfer information about our user in the event we sell or transfer all or substantially all our business or assets.

‍User Access, Choice, and Individual Rights

‍Upon request, RaceOS will provide you with information about whether we hold any of your personal data. If your personal data changes, you may correct, update, or amend it by logging in to the site and making the change in organization and/or user settings, or by emailing at support@RaceOS.co.

Individuals located in the European Economic Area (“EEA”) or whose personal information is processed by RaceOS in the EEA also have the right to obtain their personal information so they can transfer it to another party, or ask us to do so on their behalf, which we will do when technically feasible. This right is limited, and only arises when our processing of your information is automated and based on your consent or our user agreements and/or terms and conditions. To exercise this right, please submit your request by sending an email to support@RaceOS.co.

When we act as the controller of your personal data, we retain your information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. If you would like to request that we delete your information, please contact us at support@RaceOS.com.

When we act as a processor of our Event Organization's’ personal data, we will retain personal data we process on behalf of our Event Organization's for as long as needed to provide services to our Event Organization.

RaceOS will retain this personal data as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.If you wish to subscribe to our newsletter(s) and/or blog, we will use your name and email address to send the newsletter to you. Out of respect for your privacy, you may choose to stop receiving our newsletter or marketing emails by following the unsubscribe instructions included in these emails, accessing the email preferences in your account settings page, or by contacting us at support@RaceOS.co.

‍How do we protect your information?

‍We maintain appropriate administrative, technical, and physical safeguards to protect your personal information at all times through our website. If you would like to request access to or correction of your personal information, please submit your request by sending an email to support@RaceOS.co. Please include your name, email address, and postal address in your request, and describe specifically the information that you would like to access or correct so that we may respond appropriately and promptly.

‍Do we disclose any information to outside parties?

‍We may share some kinds of personal data with third parties as described below.• Companies and people who work for us: We contract with other companies and individuals to help us provide website services. For example, we may host some of our website services on another company’s computers, hire technical consultants to maintain our websites, or work with companies to remove repetitive information from member lists, analyze data, provide marketing assistance, or provide customer service. In addition, we may validate your identity and other information against available databases. In order to perform their jobs, these other companies may have limited access to some of the personal information we maintain about our users. Other companies may collect information on our behalf through their sites. This occasionally incorporates the use of frames on the website that will not show the URL you are visiting in the browser address window. We require that such companies not use your information for any purpose other than fulfilling their responsibilities to us. We also require that such companies keep your personal information confidential and comply with applicable laws. We are not responsible for the policies or practices of third parties and we cannot guarantee that any third party will maintain the privacy of your information.Business transfers: If we transfer a business unit (such as a subsidiary) or an asset (such as a website) to another company, we will require it to honor the terms of this Privacy Policy.Legal requirements: We may be obligated to cooperate with various law enforcement inquiries. We reserve the right to share or transfer your information to comply with a legal requirement or to disclose any activities or information about you to law enforcement or other government officials as we, in our sole discretion, determine necessary or appropriate, in connection with an investigation of fraud, for the administration of justice, intellectual property infringements, or other activity that is illegal or may expose us or you to legal liability. We may release information if, in our judgment the release may be necessary to prevent the death or serious injury of an individual.

‍Children’s Privacy

‍Protecting the privacy of young children is especially important. Our Service is not directed to children under the age of 13, and we do not knowingly collect personal data from children under the age of 13 without obtaining parental consent. If you are under 13 years of age, then please do not use or access the Service at any time or in any manner. If we learn that personal data has been collected on the Service from persons under 13 years of age and without verifiable parental consent, then we will take the appropriate steps to delete this information. If you are a parent or guardian and discover that your child under 13 years of age has obtained an account on the Service, then you may alert us at support@RaceOS.com and request that we delete that child’s personal data from our systems. The Service is not intended to be used by minors, and is not intended to be used to post content to share publicly or with friends. To the extent that a minor has posted such content on the Service, the minor has the right to have this content deleted or removed using the deletion or removal options detailed in this Privacy Policy. Please be aware that, although we offer this deletion capability, the removal of content may not ensure complete or comprehensive removal of that content or information.

‍Transfers of Information

‍As part of our international operations, we may transfer information about you to any jurisdiction in which we do business. When you use our websites, downloadable software, or applications, you acknowledge that we may transfer information about you as described in this policy.We will transfer your personal information for any of the purposes identified in this policy to our Event Organization's, service providers, and business partners that may be located outside of the jurisdiction in which you are located. The laws in those jurisdictions may not provide the same level of data protection as compared to the laws in your country. However, we will treat your personal information as subject to the protections described in this policy.When we transfer personal information from the EEA to entities within our organization located outside of the EEA, we rely on standard contractual clauses adopted by the European Commission to help establish adequate safeguards. If we transfer personal information from the EEA to another party located outside the EEA, we will rely on a legal framework that provides appropriate safeguards, which could include the standard contractual clauses, binding corporate rules, the EU-U.S. Privacy Shield program, or another framework deemed adequate by the European Commission.

‍Third-Party Services

‍The Service may contain features or links to web sites and services provided by third parties. Any information you provide on third-party sites or services is provided directly to the operators of such services and is subject to those operators’ policies, if any, governing privacy and security, even if accessed through the Service. We are not responsible for the content or privacy and security practices and policies of third-party sites or services to which links or access are provided through the Service. We encourage you to learn about third parties’ privacy and security policies before providing them with information.

‍Notice of Privacy Rights to California Residents

‍Under California law, users who are California residents are entitled to request and obtain from us once a year, free of charge, information about the information (if any) that we disclosed to third parties for direct marketing purposes in the preceding calendar year. If applicable, this information would include a list of the information that was shared and the names and addresses of all third parties with whom we shared information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request via email at the address set forth below.

‍Updates to Our Privacy Policy

‍This policy may be updated periodically to reflect changes in our personal information practices or relevant laws. We will indicate at the top of this policy when this policy was last updated. Please review this policy every time you access or use our websites, downloadable software, or applications to make sure that you have reviewed the most recent version.

‍How to Contact Us

‍If you have any questions or comments about this policy, if you need to report a problem, or if you would like to exercise one of your rights under this policy, please email us at support@RaceOS.co.Please include your name, contact information, and the nature of your request so that we may respond appropriately and promptly to your communication.