Privacy Policy

1. Who we are

OddFox Rankings is operated by:

OddFox Events is the controller responsible for the personal information described in this policy.

2. What this policy covers

This policy explains how OddFox Events collects and uses personal information in connection with:

• OddFox combat-sports events.
• OddFox Rankings.
• Athlete profiles.
• Coach and club access.
• Results and rankings.
• Event photography and recordings.
• Premium subscriptions.
• Trading-card artwork.
• Enquiries, complaints and support requests.

Smoothcomp has its own privacy information covering its operation of the Smoothcomp platform.

3. Information we collect

Registration and identity information

When someone registers for an event, we may receive:

• Name.
• Email address.
• Telephone number where supplied.
• Date of birth or age category.
• Parent or guardian details.
• Club or academy.
• Grade or belt.
• Weight and weight category.
• Competition discipline and division.
• Coach or team information.
• Registration and payment status.

OddFox Rankings accounts

When someone creates an account or claims an athlete profile, we may collect:

• Name.
• Email address.
• Securely hashed password.
• Account role and permissions.
• Club affiliation.
• Profile details and settings.
• Account activity.
• Marketing and communication preferences.

Competition information

We may process:

• Brackets and opponents.
• Match records.
• Scores and points.
• Wins and losses.
• Medals and placings.
• Ranking points and positions.
• Withdrawals and disqualifications.
• Category changes.
• Official competition decisions.

Photographs and recordings

We may process:

• Event photographs.
• Video recordings.
• Livestream footage.
• Interviews.
• Medal presentations.
• Profile photographs.
• Photographs uploaded for trading-card artwork.

Coach and club information

We may process:

• Coach-access applications.
• Club-management permissions.
• Private coaching notes.
• Performance assessments.
• Information confirming a coach's relationship with a club.

Coaches should not record unnecessary medical information or other highly sensitive details in coaching notes.

Payment information

Payments may be handled by Stripe, Smoothcomp or another payment provider. OddFox Events does not directly store complete payment-card details. We may receive:

• Payment status.
• Amount paid.
• Transaction reference.
• Subscription status.
• Refund information.
• Customer or account reference.
• Limited billing information.

Contact and support information

This may include:

• Contact-form submissions.
• Support requests.
• Data-protection requests.
• Complaints.
• Coach-access applications.
• Messages and correspondence.

Technical and security information

Depending on how the service is used, this may include:

• Login records.
• Session-cookie information.
• IP address.
• Device and browser information.
• Failed-login attempts.
• Security and system logs.
• Dates and times of account activity.

Safety, incident and safeguarding information

Where necessary, we may record:

• Accident and incident details.
• First-aid records.
• Complaints and disciplinary information.
• Safeguarding concerns.
• Witness information.
• Relevant injury or medical information supplied during an incident.

4. Where information comes from

We may receive personal information:

• Directly from the athlete.
• From a parent or guardian.
• From a coach, club or academy.
• Through Smoothcomp.
• From an event organiser working with OddFox Events.
• From referees, officials and event staff.
• From photographers and videographers.
• From payment providers.
• From someone reporting an incident, complaint or safeguarding concern.
• Through use of OddFox Rankings.

Some competition profiles and results may exist before an athlete creates an OddFox Rankings account.

5. How we use personal information

We may use personal information to:

• Process competition registrations.
• Process payments, refunds and subscriptions.
• Confirm competitor eligibility.
• Place competitors into appropriate categories.
• Create brackets and schedules.
• Operate matches and medal presentations.
• Contact entrants about an event.
• Publish entry lists, brackets, results and rankings.
• Operate athlete, coach and club profiles.
• Calculate ranking points.
• Maintain historical sporting records.
• Provide premium subscriptions.
• Produce trading-card artwork.
• Manage coach and club access.
• Provide private coaching tools.
• Publish event photographs and recordings.
• Assist with manual photograph tagging.
• Respond to enquiries and support requests.
• Handle complaints and data-protection requests.
• Investigate accidents, misconduct and safeguarding concerns.
• Prevent fraud and protect account security.
• Tell account holders about similar OddFox events where legally permitted.
• Meet legal, tax, accounting, insurance and record-keeping requirements.
• Establish, exercise or defend legal claims.

6. Our lawful bases

Different lawful bases apply to different activities.

Contract

We may process information where necessary to:

• Register someone for an event.
• Operate an event they have entered.
• Provide an OddFox Rankings account.
• Provide a premium subscription.
• Produce a requested product or service.
• Manage payments, purchases and refunds.

Legitimate interests

Our legitimate interests may include:

• Operating safe and properly administered competitions.
• Publishing sporting results and rankings.
• Maintaining accurate historical sporting records.
• Documenting and promoting OddFox events.
• Operating athlete, coach and club services.
• Providing manual photograph-tagging tools.
• Preventing misuse and maintaining system security.
• Responding to enquiries and complaints.
• Establishing or defending legal claims.
• Marketing our own similar events and related services where electronic-marketing law permits it.

Before relying on legitimate interests, we consider:

• Whether the processing is necessary.
• What the individual would reasonably expect.
• The nature of the information.
• The possible effect on the individual.
• Whether less intrusive alternatives are available.
• Whether the information concerns a child.

Legal obligation

We may process or retain information where necessary to comply with:

• Tax and accounting obligations.
• Court orders.
• Safeguarding responsibilities.
• Regulatory requirements.
• Other legal obligations.

Consent

We may rely on consent for genuinely optional processing where consent is the appropriate basis. Consent can be withdrawn at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

Vital interests

We may process information in an emergency where it is necessary to protect someone's life or physical safety.

Special-category information

Health information and certain other sensitive information are subject to additional protections. Where we process special-category information, we identify both:

• An appropriate UK GDPR Article 6 lawful basis.
• An appropriate UK GDPR Article 9 condition.

Depending on the circumstances, this may include emergency protection, legal claims, medical provision or explicit consent.

7. Public results and rankings

The following information may be displayed publicly:

• Name.
• Club or academy.
• Competition category.
• Grade or belt.
• Weight category.
• Discipline.
• Brackets and opponents.
• Scores and match results.
• Medals and placings.
• Ranking points and ranking positions.

This information may appear through:

• Smoothcomp.
• OddFox Rankings.
• Event displays.
• Published result documents.
• Official event websites.
• Official social-media accounts.
• Governing-body records.

Competition results may remain available after an event as part of the historical sporting and ranking record.

We do not ordinarily display:

• Private email addresses.
• Private telephone numbers.
• Passwords.
• Payment-card information.
• Full dates of birth.

Anyone who believes that a result or profile is inaccurate may ask us to correct it. We will consider objections, restriction requests, removal requests and safeguarding concerns individually.

8. Photography, filming and livestreaming

OddFox events may be photographed, filmed, recorded or livestreamed. Images and recordings may be used for:

• Event coverage.
• Livestreaming.
• Reporting results.
• Event galleries.
• Athlete profiles.
• Social-media posts.
• Future event promotion.
• Historical sporting records.
• Coaching and referee review.
• Safeguarding or incident investigation.

We generally rely on legitimate interests for ordinary event photography, reporting and promotion.

We consider reasonable privacy and safeguarding requests. However, it may not always be possible to remove someone from:

• A livestream that has already taken place.
• Wide or incidental crowd footage.
• Independently published media.
• Material already lawfully distributed.

9. Face location and manual photo tagging

OddFox Rankings may use software to locate areas of event photographs that appear to contain a face. The software may draw a box or selectable area around a detected face to make manual tagging easier.

The software does not:

• Compare faces with profile photographs.
• Identify individuals.
• Recommend names.
• Create facial identity or similarity scores.
• Group photographs containing the same person.
• Search for a person across photographs.
• Track individuals.
• Create facial-recognition templates.
• Tag an athlete automatically.

The identity of anyone in a photograph must be decided and confirmed manually by an athlete or authorised administrator.

Face-location processing takes place on infrastructure controlled by OddFox Events. Face-location coordinates or boxes are used only to support manual tagging.

Incorrect or inappropriate tags can be reported for review.

10. Coaching notes

Authorised coaches may add private notes concerning an athlete's matches or performance. Coaching notes are intended to be visible only to:

• The relevant athlete.
• Appropriately authorised coaches connected with the athlete's club.
• OddFox administrators where access is reasonably required for support, security or legal purposes.

Coaches must:

• Keep notes relevant and appropriate.
• Avoid abusive or discriminatory comments.
• Avoid unnecessary medical or sensitive information.
• Stop accessing an athlete's information when their authority ends.

OddFox Events may remove coach access or inappropriate content where reasonably necessary.

11. Event and account communications

We may send necessary communications concerning:

• Registration confirmation.
• Payment and refund information.
• Category and eligibility questions.
• Weigh-in information.
• Timetables and venue details.
• Safety notices.
• Schedule changes.
• Cancellation or postponement.
• Password resets.
• Account security.
• Results and account notifications.
• Responses to enquiries or complaints.

These communications are necessary operational or service messages rather than general promotional marketing.

12. Marketing and future events

Where legally permitted, OddFox Events may use the electronic-mail marketing soft opt-in to contact account holders about our own similar competitions and related event services. We rely on this only where:

• The email address was obtained during registration, a purchase or negotiations for an OddFox event or service.
• The marketing concerns our own similar events or related services.
• A clear opportunity to opt out was provided when the address was collected.
• Every marketing email contains an unsubscribe method.
• The recipient has not previously opted out or objected.

The registration opt-out page is: rankings.oddfoxevents.co.uk/api/unsubscribe.php

Opting out does not prevent essential event, payment, security or account communications. We do not use this arrangement to advertise unrelated products or services from other organisations.

Where a parent or guardian registers a child using the adult's email address, marketing will be directed to the adult account holder.

We retain a suppression record where necessary to ensure that previous unsubscribe requests continue to be respected.

13. Cookies and similar technologies

OddFox Rankings may use cookies or similar technologies that are strictly necessary to:

• Keep users signed in.
• Maintain secure account sessions.
• Prevent fraudulent requests.
• Protect service security.
• Remember essential settings.

We do not use third-party behavioural advertising or advertising cookies unless this policy is updated and any required consent is obtained.

Payment, video or other embedded service providers may set their own cookies under their own privacy policies.

14. Who we share information with

Where necessary, personal information may be shared with or accessible to:

• Smoothcomp.
• OddFox Events staff and authorised volunteers.
• Referees, officials and competition administrators.
• Medical and first-aid personnel.
• Authorised coaches and club administrators.
• Stripe and other payment providers.
• Website, database, hosting, email, storage and backup providers.
• Photographers, videographers and streaming providers.
• Insurers.
• Accountants, solicitors and professional advisers.
• Sporting governing bodies and sanctioning organisations.
• Venue operators.
• Emergency services.
• Safeguarding organisations.
• Regulators, courts and law-enforcement authorities where required or permitted by law.
• Members of the public where information forms part of a public entry list, result, ranking or athlete profile.

We do not sell personal information to advertisers. Smoothcomp may process registration information under its own privacy arrangements.

15. International transfers

Some service providers may process information outside the United Kingdom. Where UK data-protection law requires additional safeguards, we use an appropriate transfer arrangement, such as:

• A UK adequacy regulation.
• The UK International Data Transfer Agreement.
• The UK Addendum to approved contractual clauses.
• Another legally permitted safeguard.

Further information about applicable safeguards may be requested using our contact details.

16. How long we retain information

We retain information only for as long as reasonably necessary for the purpose for which it was collected.

Competition results and rankings

Competition results, medals, match records and rankings may be retained as part of the historical sporting record.

Account information

Account information may be retained while an account remains active and for a limited period afterwards where necessary for administration, security, complaints or legal claims.

Financial information

Payment, invoice and accounting records are retained for the periods required by tax, accounting and legal obligations.

Registration information

Event registrations may be retained for event administration, insurance, safeguarding, complaints and potential legal claims.

Photographs and recordings

Event media may be retained for reporting, promotion and historical sporting records, subject to privacy and safeguarding considerations.

Face-location information

Face-location coordinates or boxes are retained only for as long as reasonably necessary to operate manual photo tagging. They are not used to create a facial-recognition database.

Coaching notes

Private coaching notes may be retained while relevant to the athlete and club relationship, subject to account deletion, access removal and legal requirements.

Contact, support and complaints

Messages and complaint records may be retained for as long as necessary to resolve the matter and maintain an appropriate record.

Marketing preferences

Unsubscribe and suppression records may be retained for as long as necessary to respect the individual's preference.

Security logs

Technical and security logs may be retained for a limited period appropriate to fraud prevention, investigation and system security.

Backups

Deleted information may remain temporarily in protected backups until it is overwritten through the normal backup cycle. It will not ordinarily be restored except for disaster recovery or legal necessity.

17. Account deletion and historical results

Deleting an account will normally remove information used solely to operate that account, including:

• Login credentials.
• Optional account settings.
• Account-only content.
• Uploaded profile photographs where no lawful reason requires retention.
• Private coaching notes where appropriate.

Historical competition results may remain where necessary to preserve:

• Accurate event records.
• Bracket integrity.
• Opponents' records.
• Medals and ranking calculations.
• Historical sporting records.

A result linked to an identifiable athlete remains personal information unless it has genuinely been anonymised.

Requests concerning historical information will be considered individually, particularly where there is a safeguarding concern or the information relates to a child.

A minimal marketing-suppression record may remain after account deletion to ensure that an earlier unsubscribe request continues to be respected.

18. Security

We use reasonable technical and organisational measures intended to protect personal information. These may include:

• HTTPS encryption.
• Secure password hashing.
• Restricted administrative access.
• Role-based account permissions.
• Security logging.
• Protected backups.
• Software updates.
• Procedures for managing suspected personal-data breaches.

No online service can guarantee absolute security. Users are responsible for:

• Keeping passwords confidential.
• Using secure passwords.
• Logging out of shared devices.
• Reporting suspected unauthorised access.
• Keeping their contact information current.

19. Individual rights

Depending on the circumstances, individuals may have the right to:

• Request access to their personal information.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information.
• Request restriction of processing.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Receive eligible information in a portable, machine-readable format.
• Withdraw consent where processing is based on consent.
• Complain about how their information has been handled.

These rights are not all absolute and may depend on the lawful basis and circumstances. The right to object to direct marketing is absolute. Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

Requests can be submitted through the Help & Contact page or by emailing admin@oddfoxevents.co.uk.

We may request reasonable evidence of identity, parental responsibility or authority. We will respond without undue delay and normally within one month. Where legally permitted, the response period may be extended for a complex request or multiple requests. We will inform the requester if this applies.

20. Children

Many athletes using OddFox services are under 18. When handling children's personal information, we consider:

• The child's age and understanding.
• Their best interests.
• Their own wishes and rights.
• The nature of the competition information.
• The effect of public results and photographs.
• Safeguarding concerns.
• Whether a request should be handled by the child, parent or guardian.

A parent or guardian does not automatically own a child's personal information. Information directed to children will be presented as clearly and simply as reasonably possible.

Anyone with a safeguarding concern involving a child may ask us to review a profile, result, photograph or tag.

21. Complaints

Data-protection complaints can be submitted through the Help & Contact page or by emailing admin@oddfoxevents.co.uk.

Please include where possible:

• Your name.
• The athlete or account concerned.
• A description of the issue.
• The outcome you are seeking.
• Relevant dates or supporting information.

We may request additional information where necessary to investigate the matter or verify identity or authority. We will acknowledge, investigate and respond to complaints in accordance with applicable legal requirements.

Individuals may also complain to the UK Information Commissioner's Office.

22. Changes to this policy

We may update this policy when:

• Our services change.
• Our technology changes.
• We use new service providers.
• Our data-processing activities change.
• Legal or regulatory requirements change.

The latest version and effective date will be published on the OddFox website. Where a change materially affects how personal information is used, we will take reasonable steps to bring it to the attention of affected users.