Privacy Policy
Last updated: 29 October 2026
This policy explains how RaceBuddy ("we", "us") collects and uses personal information when you visit this website, contact us, message us on WhatsApp, or take part in an event that uses RaceBuddy.
Who is responsible for your data
When you contact us through this website, or when an event organiser or their staff use a RaceBuddy account, we are responsible for that information.
When you take part in an event that uses RaceBuddy, the event organiser decides what information is collected and how it is used. We process it on their behalf. Please read the organiser's own privacy policy too. They are your first point of contact for questions about your event data.
What we collect
- Contact form: your name, email address and the content of your message.
- Event organisers and staff: account details such as your name and email address, and records of actions taken in the software.
- Event participants: the information requested by the event organiser. This typically includes contact details, personal details needed for entry and results, payment records, documents you upload, and event progress such as tracking, checkpoint and finishing data.
- WhatsApp: your phone number, WhatsApp profile name, and the messages you send and receive. See WhatsApp messaging below.
- Technical data: limited information such as IP address, browser type and error logs, used to keep the service secure and working.
How we use it
- To reply to enquiries and provide support.
- To provide and run the RaceBuddy software for event organisers.
- To manage event participants, payments, refunds, tracking and results on behalf of event organisers.
- To reply to and send messages on WhatsApp.
- To send emails related to an event or your account.
- To maintain security, fix problems and improve the service.
We rely on performing a contract, our legitimate interests in running and improving the service, legal obligations and, where needed, your consent. We do not sell your personal information or use it for advertising.
Who we share it with
We use trusted service providers to help run RaceBuddy, for example for hosting, storage, email delivery, payment processing, authentication, error monitoring and live tracking. They only process data on our instructions and under appropriate agreements. We may also share information if the law requires it.
Some event information, such as names, progress and results, may be shown publicly by the event organiser.
WhatsApp messaging
You can message RaceBuddy on WhatsApp. Our WhatsApp service uses the WhatsApp Business Platform, which is provided by Meta. When you message us, we receive your phone number, your WhatsApp profile name, and the content of your messages, including any files or images you send.
We use this information to reply to you, to provide information and updates about events you are involved in, and to keep a record of the conversation for support purposes. If your phone number matches an event participant or organiser account, we may link the conversation to that record. We will only message you if you have contacted us first or agreed to receive messages. We will not send you marketing messages without your consent.
Messages are sent and received through Meta's systems, and Meta processes them under its own terms and privacy policy (whatsapp.com/legal/privacy-policy). Some messages may be handled by automated systems, including AI tools, to help us respond.
You can stop receiving messages at any time by replying STOP or by blocking our number in WhatsApp. To have your WhatsApp conversation data deleted, email hello@racebuddy.co.uk from the phone number or with the details you used, and we will delete it within 30 days, unless we need to keep it by law.
International transfers
Our data is mainly stored in the UK. Some service providers may process data outside the UK. When they do, we make sure appropriate safeguards are in place.
How long we keep it
We keep personal information only as long as needed for the purposes above, or as agreed with the event organiser, and to meet legal, accounting or reporting requirements. After that, it is deleted or anonymised.
Cookies
This website does not use advertising or analytics cookies. Fonts and styles are loaded from third-party content delivery networks, which may receive your IP address. The RaceBuddy software uses only the storage it needs to sign you in and work properly.
Your rights
Depending on where you live, you may have the right to access, correct or delete your personal information, to object to or restrict how it is used, and to receive a copy of it. For event data, please contact the event organiser first. We will help them respond. For anything else, contact us using the details below.
If you are in the UK, you can also complain to the Information Commissioner's Office (ico.org.uk).
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.
Contact us
If you have any questions about this policy or your data, email hello@racebuddy.co.uk.