Privacy Policy

Last updated: 8 August 2026

Your Chip Time ("we", "us", "our") provides RFID race-timing software and a live results service for gyms and race organizers ("Organizers") and their event participants ("Athletes"). This policy explains what personal data we collect, why, and the choices you have.

We are Your Chip Time Ltd, company number 17346869, registered in England and Wales at 8 Pershore Way, Aylesbury, HP18 0WP. Contact us at hello@yourchiptime.com.

This Policy covers two different relationships, which is important to understand:

• If you are an Organizer (gym/box owner) using the App, YCT processes your own account data as a data controller (see "Organizer account data" below).
• If you are an Athlete whose results are timed at an Event, the Organizer that ran your Event is the data controller of your data, and YCT processes it only as a data processor, on the Organizer's instructions (see "Athlete Data" below).

What we collect

• Contact form: name, email address, gym name, and message — used only to reply to your enquiry.
• Event checkout: gym/organizer name and email address, submitted when you set up live results for an event. Payment card details are collected and processed directly by our payment provider, Stripe — we never see or store your card number.
• Website analytics: we use Google Tag Manager, which may set cookies to measure site usage. You can block these using your browser's cookie settings.

Full detail on the two categories of account/results data we handle, and the different role we play for each, is set out below.

Organizer account data (where YCT is the controller)

When you (an Organizer) sign up for and use the App, we collect and are responsible for:

• your business name, address and contact details
• account login and technical data (IP address, device/browser type, usage data)
• billing and payment information
• support communications and feedback

Athlete Data (where the Organizer is the controller and YCT is the processor)

When an Organizer uses the App to run an Event, the Organizer inputs Athlete Data into the App, which may include:

• first name and last name
• email address
• timing and results data (e.g. lap times, finish times, chip ID)

The Organizer decides what data is collected and why, and is the data controller for this information. The Organizer is responsible for telling Athletes how their data will be used, including that their name will appear on a Leaderboard, and for obtaining any necessary consent before entering their data into the App.

YCT processes Athlete Data only:

• to provide the timing and Leaderboard service to the Organizer;
• as instructed by the Organizer; and
• in accordance with a data processing agreement between YCT and the Organizer.

Leaderboard display. By default, the App displays an Athlete's first name and last initial on the Leaderboard (e.g. "Alex T"). Email addresses are never displayed publicly. An Organizer may adjust display settings within the App; the Organizer is responsible for ensuring it has appropriate consent for any setting it chooses.

How we use it

• To provide and operate the timing software and live results service
• To process payments and manage subscriptions (via Stripe)
• To send transactional emails — access credentials, receipts, and replies to enquiries
• To understand how our website is used, so we can improve it

We do not send marketing emails unless you separately opt in, and we do not sell personal data to third parties.

Live results are public by design

Athlete names, bib numbers, categories, and race times shown on a public live-results page (results.yourchiptime.com/?event=...) are visible to anyone with the link, by design — that's the purpose of the leaderboard feature. Organizers are responsible for having the appropriate basis (e.g. an event entry form or waiver) to display their Athletes' data this way.

Who we share data with

• Stripe — payment processing. Only an Organizer's own account/purchaser details (name, email address, payment information) are shared with Stripe when an Organizer sets up billing — Athlete Data is never sent to Stripe (see Stripe's Privacy Policy)
• Amazon Web Services — hosting, database, and email delivery, primarily in the EU (London) region. AWS stores both Organizer account data and Athlete Data as our infrastructure provider, acting only on our instructions — it does not use this data for its own purposes.

We don't share personal data with anyone else except where required by law.

Transfer of information outside the UK

Where we use service providers (e.g. cloud hosting) based outside the UK, we take steps to ensure appropriate safeguards are in place in accordance with UK data protection law.

How long we keep it

Event and Athlete Data is retained for up to 365 days after an event is created, after which it is automatically and permanently deleted. Organizers can also delete an individual athlete or an entire event, including all associated data, at any time directly within the app. You can also request deletion by emailing hello@yourchiptime.com.

Your rights

Under UK GDPR, you can ask us to:

• Give you a copy of your personal data
• Correct inaccurate data
• Delete your data
• Restrict or object to certain processing
• Move your data to another provider

To exercise any of these, email hello@yourchiptime.com. You can also complain to the UK Information Commissioner's Office (ICO) at ico.org.uk.

Children

Our website and admin tools are not directed at children. Athlete data on a results leaderboard may include minors participating in a family/youth event at an Organizer's discretion — Organizers are responsible for appropriate parental consent in that case.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the date above.