Privacy Policy

Eventrac is committed to protecting your privacy online. This policy statement explains the steps we take to ensure this.

What information do we collect?

During your registration for an event, coaching course, membership, donation or product purchase organised by organisers (third event organisers) we ask you (the profile owner) to create a profile providing specific information that will used in the basic registration process. This will include details such as:

  • Your name, gender and date of birth
  • Email address
  • Postal address
  • Your mobile and/or landline telephone number

These details are held on our system and may be re-used if you subsequently enter other events/memberships/coaching courses, make product purchase, or make a donation using your profile.

You can edit, update, change or remove (de-active your account) these details using your normal profile login details at any time. If you forget your password our system will send you a reminder by email. You can also change your password at any time.

When you enter an event/coaching course, or take up/renew membership,  an organiser may ask additional questions as part of the registration process. These questions are only stored for that event, they are not part of your Eventrac profile, and  the information is only available to the organiser of the relevant event/membership or coaching course/coaching workshop bookings.

What information do we process?

Information that we collect and store in your Eventrac user profile will be used by us to communicate with you regarding any system updates, issues relating to any event entries, memberships or coaching courses, coaching workshop bookings made via the Eventrac platform.

The profile owner is responsible for the creation, maintenance and update of profile records.  Where event organisers have enabled self-managing entries, profile owners are able to administer details of any event entry, memberships/membership renewal or coaching courses/workshops.  It is the responsibility of the profile owner to ensure any changes made to these participant details are accurate.

All data (except credit/debit card details and any password you (the profile owner) have set), will be passed onto the organisation supplying the activity/purchase (the data controller) for the purposes of registration of event entry/memberships/membership renewal or course/workshop bookings.  Please check  the privacy policy and Terms and Conditions of the organisers (third party organisers of events)  to understand how they will use this data to manage you activity/purchase.  In accordance with the Eventrac organiser terms and conditions, and to comply to the new General Data Protection Regulations, organisations must supply a data retention period.  After this time, any data made available to those organisations via the Eventrac platform will be securely anonymised.  Data retention periods are made visible on any entry forms.

Individual participants may opt into receiving general information from any or all of the following:

  • Eventrac (as the data processor)
  • The organisation hosting the event/activity/purchase (the organiser/s)
  • Any third parties the organisation may wish to share your details with.

In all cases, event-specific information such as your order receipt, your race details and your results will be sent to you, as, without this information, you will not be able to take part in the event itself.

Use of cookies

To help us remember you between visits and so speed up your registration process we may also use cookies.

Cookies are small files which many web sites transfer to your computer's hard disk. They can inform the web site what pages you visit, and your preferences, which enables these web sites to provide you with a more personalised service. You can set your browser to refuse cookies, or to warn you before accepting them.

We do use cookies, but most parts of our site can be accessed even if your cookies are turned off. However, you may find there are parts of our site which you cannot access if your cookies are turned off.

We use the information generated by these cookies to help us understand more about how our web site is used, to improve our site, and to allow us to send you information about us and our products and services which we think may be of interest to you, either electronically or otherwise.

When do we share information?

Eventrac will never sell your information.  Information is shared only in the context of an organisation using Eventrac/our Eventrac website as the data processor platform to enable them to manage participants into their events/coaching courses/workshops or memberships/membership renewals.

If you are entering a race through our system the data we collect will be provided to the organiser of that event but it will not be available to any other organiser or third party.

A number of other organisations have links on our site. If you link to their sites, they may collect information. Such sites are not within our control and are not covered by this privacy statement.

If we believe that your use of the website is unlawful or damaging to others, we reserve the right to disclose the information we have obtained through the site about you to the extent that it is reasonably necessary in our opinion to prevent, remedy or take action in relation to such conduct.

Financial information

We do not store credit/debit card details

We do not store any of your financial information on our servers. Your financial data is passed directly to our payments gateway partner (Stripe) for processing and is never stored in our databases or on our servers.  We may hold the last 4 digits of any card for the purpose of resolving any queries.

Stripe are certified to the highest level of the PCI standard, which requires compliance with more than 200 security controls.


We are committed to protecting your information online. All transactions taking place within this website that concern your private information will be protected via Secure Sockets Layer (Secure Sockets Layer (SSL) is a standard security technology for establishing an encrypted link between a server and a client—typically a web server (website) and a browser, or a mail server and a mail client). Before entering personal or payment information please ensure your browser is operating a secure session. We recommend you check the status bar for a padlock symbol or the web address to start with https://.


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Switching from another system?

We have easy to use migration tools and a great team of experts that will assist with your Eventrac account setup and help transfer all of your existing event data.

Eventrac has been designed from the ground up to be intuitive and easy to use, but one of our experts is always on hand to walk through and discuss the Eventrac platform, share industry tips, tricks and insights. We offer far more than just a software platform.