Sportiva Events Ltd – Privacy Policy (UK GDPR & Data Protection Act 2018)

Last updated: 17 February 2026

Sportiva Events Ltd (“we”, “us”, “our”) is committed to protecting your personal information.
This Privacy Policy explains what data we collect, how we use it, and your rights under UK data protection law.

1. Who We Are

Data Controller: Sportiva Events Ltd
Company Number: 07055067
Registered Office: Week Meadow, Higher Week, Dartington, Totnes, Devon, TQ9 6JP
Email: enquiries@sportivaevents.co.uk
Websites: https://www.sportivaevents.co.uk and Eventrac event pages

2. What Personal Data We Collect

2.1 Information You Provide

We may collect the following when you enter an event, sign up for emails, contact us, or use Eventrac:

• Name
• Email address
• Phone number
• Postal address
• Emergency contact information
• Date of birth
• Team or club information
• Payment confirmation (processed by Eventrac or payment partners)
• Messages or enquiry content

2.2 Event Entries (Eventrac)

Eventrac processes registrations, payments, timing data and participant management.

2.3 Comments (WordPress)

If comments are enabled, WordPress may collect:

• Your comment
• Name and email
• IP address and browser information
• Gravatar details (if used)

2.4 Uploaded Media

If uploading photos, avoid providing files containing location (EXIF) data.

2.5 Event Photos & Video

Photos and video are captured at events for results, marketing and social media.
You may request removal of identifiable images.

3. Cookies

We use cookies to operate our website, analyse traffic, and support event registration.
See the Cookie Policy below for details.

4. Embedded Content

Embedded content such as YouTube, Vimeo, Facebook, Instagram or X posts may collect data about your interaction with them.

5. How We Use Your Data

• Managing event registrations and participant administration
• Sending essential event updates and safety information
• Responding to enquiries
• Improving website functionality
• Sending marketing emails (with consent) via Brevo
• Analytics via Google Analytics
• Running social media advertising across Meta, X and LinkedIn
• Security, spam prevention and fraud detection

6. Legal Bases for Processing

• Contract: event entries and related communication
• Consent: marketing and non‑essential cookies
• Legitimate Interests: analytics, security, fraud prevention
• Legal Obligation: insurance, financial and regulatory compliance

7. Analytics (Google Analytics)

We use Google Analytics to understand site usage, including page visits, device type and user behaviour.

8. Event Registration (Eventrac)

Eventrac provides our event registration, payment and participant management system.

9. Email Marketing (Brevo)

We use Brevo to send marketing emails to subscribers who have opted in.

10. Social Media

Interactions with our Facebook, Instagram, Meta Ads, X and LinkedIn accounts are governed by those platforms’ privacy policies.

11. Who We Share Your Data With

We do not sell personal data. We share data only when necessary with:

• Eventrac
• Brevo
• Google Analytics
• Website hosting provider
• Professional photographers
• Payment processors integrated within Eventrac

12. Data Retention

• Event entry data: up to 7 years
• Marketing data: until consent withdrawn
• Enquiries: up to 2 years
• Analytics cookies: up to 26 months
• Photos/video: until removal is requested
• Comments (if enabled): indefinitely

13. Your Rights

You may request access, correction, deletion, restriction, objection or portability of your data.
You may withdraw consent at any time. Contact us at enquiries@sportivaevents.co.uk.

14. International Transfers

Some services may transfer data outside the UK/EU. Approved safeguards are used, such as
Standard Contractual Clauses (SCCs).

15. Data Security

• HTTPS encryption
• Secure hosting and access controls
• Regular updates and security monitoring
• Backups and recovery systems

16. Changes to This Policy

We may update this policy at any time and will post changes on this page.

17. Contact Information

Sportiva Events Ltd
Week Meadow, Higher Week, Dartington, Totnes, Devon, TQ9 6JP
Email: enquiries@sportivaevents.co.uk

Sportiva Events Ltd – Cookie Policy

Last updated: 17 February 2026

1. What Are Cookies?

Cookies are small files stored on your device to make the website function and help us understand how people use it.

2. Types of Cookies We Use

2.1 Essential Cookies

• WordPress session cookies
• Eventrac session cookies
• Security and anti‑spam tools

2.2 Functional Cookies

• Saved form data
• Comment author information

2.3 Analytics Cookies

• Google Analytics cookies for traffic and performance

2.4 Marketing & Third‑Party Cookies

• Meta (Facebook/Instagram)
• LinkedIn
• X (Twitter)
• Brevo
• YouTube/Vimeo embeds

3. Cookies Used on Our Site

4. Managing Cookies

• Use our cookie banner to accept or reject non‑essential cookies.
• Adjust browser settings to block cookies.
• Use Google’s opt‑out tool for analytics.

5. Changes to This Cookie Policy

We may update this policy when laws or technologies change.

6. Contact

Email: enquiries@sportivaevents.co.uk
Address: Week Meadow, Higher Week, Dartington, Totnes, Devon, TQ9 6JP

Record of Processing Activities (ROPA)

UK GDPR Article 30 Record