Privacy Policy

Who is responsible?

Click & Shoot CommV is the controller responsible for the processing of personal data that takes place via Race Medal Engraving (this website and the accompanying kiosk software).

Runner data

What we collect: first name, last name, bib number, race category, finish time and (where available) split times, your race's name, and the optional personal text you choose to have engraved. This data either comes automatically from the organizer's timing system (e.g. raceresult.com), or you enter it yourself when there's no automatic connection.

Why: only to find you and engrave your medal correctly — this is necessary to carry out the service you yourself requested.

Payment: if you pay online, this goes directly through the organizing partner's own payment provider (Stripe) — we don't store any card details ourselves, only a technical reference to that transaction. If you pay cash or by card at the engraving stand, that happens entirely in person with the operator.

Who sees this data: the partner organizing your race (to engrave your medal) and, briefly after your race, ourselves as platform operator — only for technical support, never for our own commercial purposes. We have no direct business relationship with you as a runner ourselves: that relationship is with the organizing partner.

Partner/organizer data

What we collect: company name, name and contact details of the contact person, email address, phone number, address and VAT number.

Why: to manage your account, provide the service, and invoice correctly.

Invoicing: for generating invoices we work with Billit, a Belgian invoicing platform — see Third parties.

How long do we keep data?

We keep runners' personal data (name, bib number, personal engraving text) in our central system for a maximum of 30 days after your order, after which it is automatically and irreversibly anonymized. The remaining order data (race, price, date) is kept for the partner's bookkeeping, but can then no longer be linked to your name.

The organizing partner's own kiosk laptop also keeps a local copy during and shortly after a race in order to engrave the medal — this happens on the partner's own devices, outside our direct control.

We keep partner/organizer data for the duration of the partnership, and afterwards for as long as the legal retention period for accounting records requires (in Belgium typically 7 years).

Google Analytics

Some partners use Google Analytics (GA4) to view visitor statistics for their own event page; we ourselves optionally use it for the platform as a whole. This is off by default: nothing is loaded or recorded until you explicitly consent via the notice at the bottom of the page. If you don't consent (or do nothing), nothing is tracked.

Cookies

This website uses a functional session cookie to guide you through the order flow (e.g. remembering which race you chose) — this is strictly necessary for the site to work and requires no consent. Analytics cookies (see above) are only placed after your explicit consent.

Third parties

We work with a limited number of specialized service providers, who only get access to what they need to carry out their task:

• Stripe — processes online payments (via the organizing partner's own account, or our own account for partner invoicing).
• Billit — processes invoicing for partners.
• Google Analytics — optional, opt-in visitor statistics (see above).
• Timing systems (e.g. raceresult.com, Triatlon Vlaanderen) — supply race results, on behalf of the organizing partner.

Your rights

You always have the right to access, correct and delete your data, and you can file a complaint with the Belgian Data Protection Authority. For questions or a request, contact us — see below.

Contact

Click & Shoot CommV
info@racemedalengraving.com