Participant.co.uk | Online registration, payment and customer management systems
  1. Privacy Policy

    1. Participant (referred to as “Participant UK Ltd”) and any of our affiliates offer a range of products including our online registration and booking systems (e.g. Participant.co.uk and SportsReg.co.uk). We refer to all of these products, together will all of our other services, applications (“apps”) and websites as “Solution” in this policy. This Privacy Policy sets forth our policy with respect to information that can be associated with a specific person and could be used to identify that person ("Personal Data") and other information that does not constitute Personal Data ("Non-Personal Data") that is collected from Users on the Solution. Participant UK Ltd is the “Data Processor”, and you as the organiser are the “Data Controller”. As the data controller, you are responsible by law to ensure that you have a legitimate interest to keep the data you store on the Solution. The “Customer” refers to any person purchasing tickets, registering etc. through our solution. The “User” refers to any user, administrator etc. who has access to our Solution. We take the privacy of your Personal Data seriously and therefore provide this Privacy Policy. Please read this Privacy Policy including important information regarding your Personal Data and other vital information.

    2. Incorporation By Reference.

      This Privacy Policy is incorporated into the Terms of Service by reference. Nothing in this Privacy Policy shall be deemed to modify, waive, amend or rescind any other term of the Terms of Service.

    3. CONSENT.

      By using the Solution or allowing someone to use the Solution on your behalf, you are consenting to our collection, use, disclosure, transfer and storage/retention in accordance with this Privacy Policy of any Personal Data or other information received by us as a result of such use.

  2. Personal Data Collected By Us

    When you interact with us through the Solution, we may collect Personal Data and other information from you, as further described below:
    1. All Users.

      We collect Personal Data for all Users. It is the responsibility of the Organiser and User to read our Terms and Conditions and Privacy Policy when accessing or using our Solution. When you voluntarily provide such information to the Solution, such as when you register for access to the Solution, contact us with enquiries, respond to one of our surveys or browse or use certain parts of the Solution, we will collect this data. The Personal Data we may collect includes without limitation your name, address, email address, Internet Protocol (IP) addresses (where such information is considered Personal Data under applicable laws) and other personally identifiable information. We also collect certain data automatically that is sent to us from the computer, mobile device and/or browser through which you access the Solution ("Automatic Data"). This Automatic Data, includes without limitation, a unique identifier associated with your access device and/or browser, characteristics about your access device and/or browser, statistics on your activities on the Solution, information about how you came to the Solution and data collected through Cookies, Pixel Tags, Local Shared Objects, Web Storage and other similar technologies discussed in more detail in our Cookie Policy. Much of this Automatic Data is not Personal Data. However, when you register for the Solution or otherwise submit Personal Data to us, we may associate this Non-Personal Data with your Personal Data. At such time, we will treat any such combined data as Personal Data until such time as it can no longer be associated with you or used to identify you. See “Opt-Out of Electronic Communications” below to see your options in terms of controlling the data that we collect.

    2. Organisers.

      As an Organiser we will collect additional Personal Data from you. In some cases, we may collect your credit card information (e.g., your credit card number and expiration date, billing address, etc.), some of which may constitute Personal Data, to secure certain payments. In addition, if you use our payment processing Solution, we will collect financial information from you (e.g., your bank account information or an address to send cheques) as necessary to facilitate payments. On the Organiser App hosted by Participant UK Ltd, we collect data including without limitation, login details (including where you last logged in), participants who have been checked in/out and which user carried this out, and the events you mark as favourites. We may also collect or receive Personal Data from third party sources, such as third-party websites, your bank, our payment processing partners and credit reporting agencies.

    3. Customers.

      As a Customer we will collect additional Personal Data from you. If you register for a paid event, we will collect financial information from you (e.g., your credit card number and expiration date, billing address, etc.) some of which may constitute Personal Data. We may also collect or receive Personal Data from third party sources, such as Organisers, other Customers, social media integrations, your credit card issuing bank, our payment processing partners or other third parties. In addition, Organisers can set up event registration pages to collect virtually any information from Customers in connection with registration for an Organiser's event listed on the Solution. If a Customer voluntarily provides that information in connection with registration for an event or otherwise, it will be available to us and will be held by us in accordance with this Privacy Policy. If you give us information on behalf of another Customer (for example, a friend’s information via a referral service), we will only use their information to provide the services you have requested. The Customer may contact us at dataprocessor@participant.co.uk to ask us to delete their information. In addition, such information will be delivered to the Organiser of the applicable event in accordance with "How We Disclose and Transfer Your Personal Data: Organisers" below.

    4. Privacy Policy Links.

      We will provide a link to this Privacy Policy in the footer of every page on our websites, including those pages on which Personal Data is collected, and to make it available in all our Applications.

  3. How We Use Your Personal Data

    We use the Personal Data we collect in a manner that is consistent with this Privacy Policy. We may use the Personal Data as follows:

    1. Specific Reason.

      If you provide Personal Data for a certain purpose, we may use the Personal Data in connection with the purpose for which it was provided. For instance, if you contact us by email, we will use the Personal Data you provide to answer your question or resolve your problem and will respond to the email address from which the contact came.

    2. Access and Use.

      If you provide Personal Data about yourself or any other parties, to obtain access to or use of the Solution or any functionality thereof, we will use your Personal Data to provide necessary access to or use of the Solution or functionality and to monitor use of such Solution or functionality. For instance, if you supply Personal Data relating to your identity or qualifications to use certain portions of the Solution, we will use that information to make a decision as to granting you access to use such Solution and to monitor your ongoing qualification to use such Solution.

    3. Internal Business Purposes.

      We may use your Personal Data for internal business purposes, including without limitation, to help us improve the content and functionality of the Solution, to better understand our Users, to improve the Solution, to protect against, identify or address wrongdoing, to enforce our Terms of Service, to manage your account and provide you with customer service, and to generally manage the Solution and our business.

    4. Marketing.

      We may use your Personal Data to contact you in the future for our marketing and advertising purposes, including without limitation, to inform you about Solution or events we believe might be of interest to you, to develop promotional or marketing materials and provide those materials to you, and to display content and advertising on or off the Solution that we believe might be of interest to you. In particular, Organisers should note that we may use information we receive or collect regarding Attendees (including without limitation via an Organiser's event registration page) in accordance with the terms of this Privacy Policy, including in the manner set forth above. See “Opt-Out from Electronic Communications” below on how to opt out of these communications.

    5. Organiser Emails.

      We allow Organisers to use our email tools to contact Customers for their current and past events, so you may receive emails from our system that originate with such Organisers. If you have registered for an event on the Solution, your email is available to that Organiser. Organisers may also import the emails they have from external sources and send communications through the Solution to those emails; however, organisers are required to use our email tools only in accordance with all applicable laws including without limitation, any GDPR-requirements. This includes without limitation, ensuring that the organiser has obtained and can provide proof of all the required consent information prior to sending the email(s). Organisers may also import the emails they have from external sources and send communications through the Solution to those emails and we will deliver those communications to those emails. See "Opt Out from Electronic Communications" below on how to opt out of these communications.

    6. Other Purposes.

      If we intend to use any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time at which the Personal Data is collected or we will obtain your consent subsequent to such collection but prior to such use.

  4. How We Disclose And Transfer Your Personal data

    1. No Sale.

      We are not in the business of selling your Personal Data. We consider this information to be a vital part of our relationship with you. Therefore, we will not sell your Personal Data to third parties, including third party advertisers. There are, however, certain circumstances in which we may disclose, transfer or share your Personal Data with certain third parties without further notice to you, as set forth below.

    2. Business Transfers.

      As we develop our business, we might sell or buy businesses or assets. In the event of a corporate sale, merger, reorganisation, dissolution or similar event, Personal Data may be part of the transferred assets. You will be notified via email and/or a prominent notice on the Services if a transaction takes place, as well as any choices you may have regarding your information.

    3. Parent Companies, Subsidiaries and Affiliates.

      We may also share your Personal Data with our parent companies, subsidiaries and/or affiliates for purposes consistent with this Privacy Policy. Our parent company is Deltager AS, located in Oslo, Norway. We also have developers located in Bangalore, India – Cotech Participant Systems Private Limited (GST Reg. No: 29AABCC6519L1ZC). Both the parent company and/or subsidiaries will have reasonable access to the data where it is deemed necessary. Our parent companies, subsidiaries and affiliates will be bound to maintain that Personal Data in accordance with this Privacy Policy.

    4. Agents, Consultants and Related Third Parties.

      We, like many businesses, sometimes engage other companies to perform certain business-related functions. These companies include, but not exclusively, marketing agencies, database service providers, backup and disaster recovery service providers and email service providers. When we engage another company to perform such functions, we may provide them with information, including Personal Data, in connection with their performance of such functions but in accordance with this Privacy Policy.

    5. Organisers.

      When you purchase tickets to, register for or donate to an event or related fundraising page on the Solution, we provide the Personal Data entered on the applicable event or related fundraising page to the Organisers of such event and related fundraising page. For fundraising pages, we may provide your personal information both to the Organiser charity of the fundraising page and the Organiser of the event to which the fundraising page is linked. These Organisers are not bound to treat your Personal Data in accordance with this Privacy Policy. You agree that we are not responsible for the actions of these Organisers with respect to your Personal Data. It is important that you review the applicable policies of the Organisers of an event (and the related fundraising page, if applicable) before providing Personal Data or other information in connection with that event or related fundraising page.

    6. Facebook and Other Third-Party Connections.

      You can, where it’s applicable, connect your Participant UK Ltd account to your accounts on third party Solutions like Facebook, AdWords and Google Analytics - in which case we may collect, use, disclose, transfer and store/retain information relating to your account with such third-party Solution in accordance with this Privacy Policy. For example, if you connect with a third-party solution such as Facebook, we store your Facebook ID, first name, last name, email, location, friends list and profile picture and use them to connect with your Facebook account to provide certain functionality on the Solution, like recommending events that your Facebook friends are interested in and sharing the events you are interested in with certain groups of people like your Facebook friends. See “Opt-Out from Electronic Communications” below on how to opt out of these communications.

    7. Legal Requirements.

      We may disclose your Personal Data if required to do so by law (including without limitation, responding to a subpoena or request from law enforcement, a court or a government agency) or in the good faith belief that such action is necessary (a) to comply with a legal obligation, (b) to protect or defend our rights, interests or property or that of third parties, (c) to prevent or investigate possible wrongdoing in connection with the Solution, (d) to act in urgent circumstances to protect the personal safety of Users of the Solution or the public; or (e) to protect against legal liability.

  5. How We Store Your Personal Data.

    We may store Personal Data itself or such information may be stored by third parties to whom we have transferred it in accordance with this Privacy Policy. We take what we believe to be reasonable steps to protect the Personal Data collected via the Solution from loss, misuse, unauthorised access, inadvertent disclosure, alteration and destruction. While we have implemented these safeguards to protect your information, please be advised that no security system is impenetrable and due to the inherent nature of the internet, we cannot guarantee that data is absolutely safe from intrusion by others during transmission through the internet or while stored on our systems. Therefore, you should take special care in deciding what information you send to us electronically. Please keep this in mind when disclosing any Personal Data.

  6. How You Can Access Your Personal Data.

    Registered Users may access and update some of their Personal Data being stored by us by logging in and visiting the My Account page. Registered Users may also contact us directly at the address specified below with requests to update and/or access Personal Data that is not accessible through the My Account page. Unregistered Users do not have a formal account with Participant UK Ltd, however, you can create a formal account by signing up. After signing up, you can update and access some of your Personal Data on the My Account page. Unregistered Users can also contact us directly with requests to update and/or access Personal Data at the address specified below. We will take reasonable steps to respond to requests relating to Personal Data within thirty (30) days, however, to the extent lawful, we may reject requests that we find to be unreasonable (i.e., require disproportionate efforts or material changes to our information systems), impractical or abusive (i.e., repetitive requests, requests made in bad faith, requests that would compromise third party information).

  7. How Long We Retain Your Personal Data.

    We may retain your Personal Data for as long as you continue to use the Solution. You may close your account by contacting us. However, we may retain Personal Data for an additional period as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time.

  8. Cookies, Pixels Tags, Local Shared Objects, Web Storage And Similar Technologies.

    Please refer to our Cookie policy which is hereby incorporated by reference into this Privacy Policy, for more information about our use of these technologies.

  9. Your Choices.

    You have several choices available when it comes to your Personal Data:

    1. Limit the Personal Data You Provide.

      You can browse the Solution without providing any Personal Data (other than Automatic Data to the extent it is considered Personal Data under applicable laws) or with limiting the Personal Data you provide. If you choose not to provide any Personal Data or limit the Personal Data you provide, you may not be able to use certain functionality of the Solution. For instance, to open an account, or buy or sell tickets, your name and email address will be required.

    2. Cookies and Tracking Tools

      You can control cookies and tracking tools. To learn how to manage how we, and our vendors, use cookies and other tracking tools, please click here to view our Coolie Policy.

    3. Opt Out from Electronic Communications.

      1. Participant UK Ltd Marketing Communications.

        Participant UK Ltd may, from time to time, send you electronic communications as an Event organiser to inform you of newly released modules, features and functionality that may be of benefit to your organisation. You can “opt out” of receiving these electronic communications by clicking on the “Unsubscribe” link at the bottom of any such electronic communication.

      2. Organiser Initiated Communications.

        Organisers may use our email tools to send electronic communications to those on their email subscription lists, including Attendees who have registered for their events on the Solution in the past. Organisers are responsible for ensuring they have obtained and have proof of all the required consent information prior to sending the email(s). Although these electronic communications are sent through our system, Participant UK Ltd does not determine the content or the recipients of these electronic communications.

        Organisers are required and responsible to use our email tools only in accordance with all applicable laws including without limitation, any GDPR-requirements. This includes without limitation, ensuring that the organiser has obtained and has proof of all the required consent information prior to sending the emails as well as giving the recipients an easy way for opting out of such emails(s). A recommended action for the latter is to add a sentence to your emails stating “To unsubscribe please email us on exampleaddress@yourdomain.com.

      3. Social Notifications.

        If you connect your Facebook account or sign up for other social media integrations whose product features include social notifications (i.e., updates on what your friends are doing on the Solution), you will receive these social notifications. You can manage these social notifications by toggling your social settings to private or disconnecting such integration.

      4. Transactional or Responsive Communications.

        Certain electronic communications from Participant UK Ltd are associated with your initial event registration and, as such, are automated. Examples of these include your order confirmation and any updates the organiser deems necessary prior to the start date. Therefore, regardless of any unsubscribe requests you have previously made, you will still receive these emails as they directly apply to the new event you have registered for. You can stop receiving these types of emails only by contacting us. By electing to stop receiving all electronic communications through us or through our system you will no longer receive any updates on events you have created (including pay-out issues) or on events you are registered to attend (including emails with your tickets). We do not recommend that you do this unless you plan to no longer use the Solution, are not currently registered for an event, are not currently organising an event and will have no need to receive further communications from us or through the system.

      5. Retention.

        It may take up to forty-eight (48) hours for us to process an unsubscribe request. Even after you opt out of all electronic communications, we will retain your Personal Data in accordance with this Privacy Policy, however, we will no longer use it to contact you. However, Organisers who have received your Personal Data in accordance with this Privacy Policy may still use that Personal Data to contact you in accordance with their own privacy policies, but they may not use our system to do so.

    4. Do Not Track (DNT)

      Some browsers have features like "Do Not Track" (DNT). This will send a signal to the websites you visit indicating you do not wish to be tracked. As there is not yet a common understanding of how to interpret the DNT-signal, our Solution does not currently respond to browser DNT-signals. We would suggest deactivating cookies in your browser to make sure you do not accept tracking – please read our Cookie policy for more information

  10. Exclusions.

    1. Personal Data Provided to Others.

      This Privacy Policy does not apply to any Personal Data that you provide to another User or visitor through the Solution or through any other means, including to Organisers on event pages or information posted by you to any public areas of the Solution.

    2. Third Party Links.

      This privacy policy applies only to the Solution. The Solution may contain links to other websites not operated or controlled by Participant UK Ltd (the “Third Party Sites”). The policies and procedures described here do not apply to the Third-Party Sites. The links from the solution do not imply that we endorse or have received the Third-Party sites. We suggest contacting those sites directly for information on their privacy policies.

    3. Non-Personal Data.

      When you interact with the Solution, we may also collect Non-Personal Data. The limitations and requirements in this Privacy Policy on our collection, use, disclosure, transfer and storage/retention of Personal Data do not apply to Non-Personal Data. The Non-Personal Data we collect, includes without limitation, Internet Protocol (IP) addresses (where such information is not considered Personal Data under applicable laws), Automatic Data, domain names of your Internet Service Provider, your approximate geographic location, a record of your usage of the Solution, the time of your usage and aggregated Personal Data, but only to the extent that the foregoing cannot be used to specifically identify you. We also collect Non-Personal Data (including without limitation, of the type set forth above) from third parties. The information we collect from third parties may be combined with the information we collect. However, if we combine Non-Personal Data with Personal Data, we will treat the combined data as Personal Data.

    4. Aggregated Personal Data.

      In an ongoing effort to better understand and serve the users of the Solution, we often conduct research on our customer demographics, interests and behaviour based on Personal Data and other information that we have collected. This research may be compiled and analysed on an aggregate basis and this aggregate information does not identify you personally and therefore is considered and treated as Non-Personal Data under this Privacy Policy.

  11. Children.

    Participant UK Ltd do not knowingly collect Personal Data from children under the age of thirteen (13). If you are under the age of thirteen (13), please do not submit any Personal Data through the Solution. We encourage parents and legal guardians to monitor their children's Internet usage and to help enforce our Privacy Policy by instructing their children never to provide Personal Data through the Solution without their permission. If you have reason to believe that a child under the age of 13 has provided Personal Data to us through the Solution, please contact us, and we will endeavour to delete that information from our databases.

  12. Changes To This Privacy Policy.

    The Solution and our business may change from time to time. Therefore, from time to time we may change our privacy practices. As a result, at times it may be necessary for us to make changes to this Privacy Policy. We reserve the right, in our sole discretion, to update or modify this Privacy Policy at any time (collectively, "Modifications"). We will notify you of any material changes to this policy as required by law; modifications to this Privacy Policy will be posted to the Site with a change to the "Updated" date at the top of this Privacy Policy. We will post an updated copy on our website. Please check our site periodically for updates. In certain circumstances Participant UK Ltd may, but need not, provide you with additional notice of such Modifications, such as via email or with in-Service notifications. Modifications will be effective thirty (30) days following the "Updated" date or such other date as communicated in any other notice to you. Please review this policy periodically, and especially before you provide any Personal Data. This Privacy Policy was updated on the date indicated above. Your continued use of the Solution following the effectiveness of any Modifications to this Privacy Policy constitutes acceptance of those Modifications. If any Modification to this Privacy Policy is not acceptable to you, you should cease accessing, browsing and otherwise using the Solution.

  13. Dispute Resolution.

    If you have a complaint about Participant UK Ltd privacy practises you should write to us at Participant UK Ltd, Attn: Data Controller, Unit 2, Wokingham Commercial Centre, Molly Millars Lane, Wokingham, Berkshire, RG41 2RF, UK or by email to datacontroller@participant.co.uk We will take reasonable steps to work with you to attempt to resolve your complaint.