Privacy Policy

1. Overview

This Privacy Policy describes how PodiumBase (‘we’, ‘us’) collects, uses, and shares information about you when you use podiumbase.io (the ‘Platform’).

2. Information We Collect

Account information: name, email address, and password hash. For Providers: business name and payout onboarding information handled by Stripe; we receive only the references Stripe returns to us. Transaction information: purchases, refunds, licenses, and order support records. Photographs and matching data: Providers upload race photographs, and the Platform may compute face-detection or face-matching data to help Athletes find photos of themselves. Athletes may use a one-time selfie search for a specific race, or may separately enroll a selfie vault for ongoing matching where available. Usage information: pages visited, features used, device and browser metadata, support messages, and consent or audit records.

3. How We Use Information

To provide and operate the Platform, including race-photo matching, purchases, downloads, messaging, support, and account administration. To process payments via Stripe. To detect and prevent fraud and abuse. To honor privacy choices, data exports, and consent revocations. To comply with tax, accounting, dispute, safety, and legal obligations.

4. How We Share Information

With Stripe for payment processing and payout onboarding. With Resend for transactional email delivery. With Supabase for hosted database, authentication, and storage infrastructure. With Amazon Web Services, including Amazon Rekognition, when face matching is available and you have consented to that matching flow. With Sentry for error monitoring. With PostHog and Vercel Analytics only as configured for product analytics; browser PostHog capture is consent-gated, and server-side PostHog capture fails closed unless a backend route has explicit analytics-consent proof. With Twilio, Meta, or WhatsApp providers when you use supported messaging features. We do NOT sell personal information.

5. Your Rights

Depending on your jurisdiction, you may have rights to access, correct, delete, or export your personal information. Registered users can request a JSON data export in the privacy center. Automated account deletion is temporarily paused while our erasure map is under legal review. To request verified manual deletion, email privacy@podiumbase.io or use the privacy and data requests form at /legal/contact. Do not rely on account settings or the privacy center to submit an account deletion request while this pause is in effect. EU/UK residents: you have rights under the GDPR. California residents: you have rights under the CCPA / CPRA.

Following an athlete without an account. You can follow an athlete and receive result notifications without signing in. When you do, we store a random identifier generated by your browser and, if you enable notifications, the push endpoint your browser provides. Neither is linked to your name, email, or any account, and we cannot identify you from them. Because no identity is attached, we cannot locate this data in response to a data-subject request; you remove it yourself instead. Turning off notifications deletes the push endpoint immediately. Unfollowing stops all notifications at once and marks the follow inactive; the random identifier is then held for up to 90 days before being purged, and notification delivery records age out under the retention schedule in section 7. Clearing your browser storage discards your copy of the identifier but does not by itself delete stored rows: unfollow first.

6. Biometric Consent

Face matching is opt-in and is disabled where the Platform does not have a known supported jurisdiction for the race. A race-page one-time selfie search compares your uploaded selfie against that race and deletes the uploaded selfie after the search. A separate enrolled selfie-vault flow may store a biometric template for ongoing matching while your biometric consent remains active. You may revoke biometric consent at any time in the privacy center; revocation records a new consent-revoked row and queues deletion of active enrolled biometric templates. Some operational audit records are retained without selfie images or face vectors.

7. Data Retention

Account and transaction records are retained as required for tax, accounting, fraud, safety, and dispute purposes, often up to 7 years depending on the record. One-time selfie uploads are not stored after processing. Enrolled biometric templates remain only while the relevant consent and lifecycle record allow them, then are queued for purge. Data-export archives are temporary signed links and may expire.

Club activity RSVPs: when you RSVP to a club run or activity, your RSVP is account-only and is shown publicly as a count. If you choose to appear on going lists (in privacy settings, or with the box when you RSVP), the run page also shows your first initial and last name, for example “D. Lowe”, to people who can see the run. Members-only runs show it only to members and the club’s directors. Names of minors, and of anyone whose age we do not know, are never shown. The organizing club can hide your name from its going lists; you still count as going. You can stop appearing at any time, and your name comes off the next time the page loads. Optional name sharing is being prepared for release. If you opt in for a run when it becomes available, its organizing club’s authorized directors and PodiumBase platform administrators can see your display name in a private attendee roster while the run is upcoming or taking place. Photos and contact details are not shared. Earlier RSVPs remain private. You can stop sharing without releasing your place. Cancelling also removes you from the active roster. 90 days after the run has completed, your user identifier is removed from the record so the count remains accurate while you cease to be identifiable. The organizing club can email you about a run you RSVP to (a reminder, a cancellation notice, or a short message to everyone going); PodiumBase sends these for the club and your email address is never shown to it. Reminders and messages follow your email preferences and can be unsubscribed from per club; cancellation notices are service messages about your RSVP. Records of these emails are deleted 90 days after the run.

Race start lists: if you choose to appear on start lists (in privacy settings), a public race’s page shows your first initial and last name, for example “D. Lowe”, your distance and the date you registered, until the race is over. Results, bib numbers, contact details and location are never shown there. You appear only for an entry you registered for yourself as an adult, with an adult date of birth on that race’s entry form. Entries made for someone else, and entries for minors, are never shown. The page also shows how many people registered and how many registered privately. You can stop appearing at any time, and your name comes off the next time the page loads.

Race staff: if an organizer invites you to be listed as race staff (for example race director, course lead, timing or photography) and you accept, the race’s public page shows your first initial and last name, your role, and a short note the organizer wrote and you approved. You can remove the listing at any time from Privacy settings.

8. Children

The Platform is not directed to children under 13. We do not knowingly collect personal information from children under 13 without verifiable parental consent.

9. International Transfers

Your information may be processed in the United States and other countries where our service providers operate. We rely on appropriate transfer mechanisms (Standard Contractual Clauses where applicable).

10. Changes to This Policy

We may update this Policy from time to time. Material changes will be notified to registered users via email or in-Platform notification.

11. Contact

Privacy questions: contact us via /legal/contact.