Privacy notice — LVRC Events entries and payments

Who is responsible

Liverpool Victoria Rowing Club (“the club”), Wallasey Bridge Road, Birkenhead, CH41 1EB, decides how entry data is used and is the data controller for this service. Contact the club about your data atlvrc.competitions@gmail.com. PCGsoft built and supports the service on the club's behalf (phil@pcgsoft.co.uk for booking or payment help).

What we collect

• The person booking (payer): a contact email address and confirmation that you accept the entry terms.
• Each individual race entrant: given name, family name, date of birth, race category (men/women) and age class. For juniors, the class follows the school year, which is why the date of birth is needed.
• Relay teams: team category (men, women or mixed), age class and the full names of the four team members. No dates of birth are collected for relay members.
• Booking and payment records: booking reference, entries, prices, payment status, the payment provider's transaction reference, times, and an audit trail of booking and payment actions.
• Technical data: to prevent abuse we keep a one-way hashed form of your internet address for up to 24 hours. Our hosting provider also processes connection data to deliver and protect the website.

We do not collect card details: you enter them on SumUp's secure payment page. We do not collect addresses, phone numbers, medical information or separate parent/guardian details.

Children

Junior entrants are children. If you enter a child, you must be their parent or guardian, or have their parent's or guardian's agreement. Only the details listed above are collected. A junior's date of birth is used for class eligibility, is visible only to authorised club organisers and is never included in routine emails.

Why we use it, and our lawful basis

• To take and manage your entries and payment, place entrants in the right race and class, and run the event:performance of a contract with the person booking.
• To check eligibility, prevent duplicate entries (one individual race and one relay per person), prevent fraud and keep the service secure: the club's legitimate interests in running a fair and safe event.
• To keep financial and accounting records of payments and refunds: legal obligation.

Who we share it with

• SumUp processes your card payment. It acts as an independent payment service provider underits own privacy notice. We send it only the booking reference and amount.
• Cloudflare hosts this website and its database and protects the organisers' area. It processes data on the club's behalf. The database is held in Cloudflare's Western Europe region.
• Club organisers see entries to run the event, including entry reports. Reports with dates of birth are restricted to authorised organisers.
• Resend sends our emails on the club's behalf, from bookings@lvrceventspayment.co.uk, using its EU (Ireland) region. It receives the recipient's email address and the message content. Booking confirmations go only to the payer's email address after the payment has been verified, and contain the booking reference, entries, amount and a private booking link — never a date of birth. Replies go to the club at lvrcpayment@gmail.com.
• Club notifications: the club's entries mailbox (lvrcpayment@gmail.com) may receive a daily summary with counts and totals only, without entrants' names or dates of birth.

If the club publishes start lists or results for the event, they may show entrants' names, class and category. We never sell personal data or use it for marketing.

How long we keep it

• Entrant and payer details: 12 months after the event.
• Payment, refund and accounting records: six years, where accounting and tax rules require it.
• Unpaid, expired or cancelled bookings: 3 months after expiry, then personal details are removed.
• Copies of emails we send are kept with the booking for the same period as entrant details; Resend keeps its delivery records for a short period under its own terms.
• Hashed abuse-prevention data: 24 hours (removed automatically).
• Database backups: kept by Cloudflare for a short rolling period (currently up to 7 days).

Except for the abuse-prevention data, removal at the end of these periods is carried out by the club; it is not yet automatic.

Refunds and withdrawals

Refund and withdrawal requests are considered individually. Email your name, event and booking reference tolvrc.competitions@gmail.com. Refunds are paid back through SumUp, and refund records are kept with the payment records.

Security

The website uses HTTPS. The organisers' area requires an individual sign-in and is checked again by the application. Card details never reach this service. Each booking has a private status link: keep it to yourself.

Your rights

You can ask for a copy of your data, its correction or deletion, or object to or restrict how it is used. Some records must be kept for the periods above. Contact lvrc.competitions@gmail.com. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) atico.org.uk/make-a-complaint or on 0303 123 1113.

Version LVRC-14-2026-10-17b (adds email delivery by Resend).