Privacy Policy

Who we are

Automatic Protocol Systems (APS) is an online service for sports federations and clubs: entries, heats, timing, protocols and results. The service is operated by Web Diesel. Questions about personal data: support@automaticprotocolsystems.com.

Whose data this is

Most personal data in APS is entered by a federation or a club about its own athletes, coaches and officials. For that data the federation or club decides why and how it is processed (it is the controller); APS processes it on their instructions (as a processor).

For account data and site statistics APS itself is the controller.

What we process

Account: e-mail, name, password (stored only as a hash), interface language, role in an organisation, sign-in history (time, IP address, browser).

Sign-in with Google: we receive from Google your e-mail address and the fact that it is verified. We do not receive your Google password and do not get access to your Google data.

People entered by a federation or club: name, year or date of birth, gender, club, coach, sport category, photo, documents confirming identity or medical clearance where the organisation requires them, competition entries and results.

Action journal: who changed what and when — to investigate disputes and errors.

Payments: handled by the payment provider; APS stores only the subscription status and invoice history, never card numbers.

Why and on what basis

To provide the service under the agreement with the federation or club; to keep accounts secure (legitimate interest); to send service e-mails — confirmations, invitations, password resets; to measure site usage — only with your consent where the law requires it.

Cookies and analytics

Necessary: the session cookie that keeps you signed in, the protection token for forms, your language. In the browser storage we keep the chosen colour theme and your cookie choice.

Analytics: Google Analytics, loaded through Google Tag Manager. In the European Economic Area, the United Kingdom and Switzerland analytics cookies are set only after you accept them; you can change the choice at any time with the «Cookie settings» link at the bottom of any page. The administration panel of the platform is not measured at all.

Who receives data

Hosting provider (servers), e-mail delivery service, payment provider, Google (analytics and sign-in). They process data only to provide their service to us. We do not sell personal data.

Results and start lists become public only when the federation, the club and the athlete settings allow it, or by a link the organiser decides to share.

How long we keep data

Account data — while the account exists. Data of a federation or club — while it uses the service and as long as it instructs us afterwards. Signed protocols are kept in the archive of the federation as the official record of a competition. The action journal — up to 180 days.

Your rights

You may ask for access to your data, its correction or deletion, restriction of or objection to processing, and a copy in a portable form. If the data was entered by a federation or club, send the request to it — or to us, and we will pass it on. You may also complain to your data protection authority.

Children

Athletes may be minors. Their data is entered by the club or federation, which is responsible for having the consent of parents or guardians where the law requires it.

Changes

We update this policy when the service changes. The date at the top shows the current version.