Privacy Policy

If you applied for a race place through a charity’s form, your application belongs to that charity, and we handle it only on their behalf. Read the applicant privacy notice: it says what is collected, who sees it, how long it is kept, and how to see, correct or delete it.

This policy covers the information Capvera, Inc. (“Capvera”, “we”) decides how to use: the accounts of the staff who sign in for a charity, the details of the charities themselves, messages people send us, and visits to our website.

• Staff accounts. When you sign in with Google or Microsoft, we receive your name, your email address and an account identifier from them. We record which charity you belong to, your role, and the actions you take in the product, such as who opened an application and who changed its status.
• Charity details. The charity’s name, its contact email, its races and settings, and the date its data processing agreement was signed.
• Messages. What you write to customer_support@capvera.co.
• Visits. Our hosting providers keep request logs, which include IP addresses, for security and troubleshooting.

We set two cookies, and only when you sign in: one that keeps you signed in, and one that lasts ten minutes and protects the sign-in itself. We use no analytics, no advertising cookies, and no tracking of any kind.

To run the service, keep it secure, answer you, and keep the record of who did what that a charity relies on to show its decisions were made by a person. We do not sell personal information, and we do not use it for advertising.

Staff at your own charity see your name and your actions. We use these providers to run the service, and they handle information only on our behalf:

• Google Cloud, which runs our servers;
• Neon, which hosts our database;
• Vercel, which hosts our website;
• Resend, which sends our emails;
• Google Workspace, which holds our support mailbox.

When you sign in with Google or Microsoft, they handle that sign-in under their own privacy policies, not on our behalf. Information is stored in the United States. We would also disclose it if the law required us to.

The record of who did what is kept for as long as the charity uses the service, because it is the charity’s evidence that a person made each decision. It outlives the applications it describes, with the applicants’ details removed. Your name and email address are kept as long as that record names you. Our database backups hold anything deleted for up to seven days more.

Depending on where you live, you may have the right to see, correct or delete your information, to object to how it is used, or to take a copy of it. Write to customer_support@capvera.co and we will answer as the law requires. You can also complain to your data protection regulator.

We may update this policy. If a change is material, we will update the date above and tell the charities that use the service.

Questions or requests about privacy: customer_support@capvera.co.