Privacy

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Your privacy is our top priority

At Race Roomies, we care about your privacy and are committed to protecting it. The Privacy Policy below explains what information we collect about you and why. If you don’t feel like reading the entire thing, here’s an overview of the most important points:

We do not and will not sell your information. To be clear, we only make money if you decide to pay for our services or by advertising our relevant industry partners.
We use a number of trusted third parties to help provide our products. You can see the full list in our privacy policy.
We use cookies to provide, protect, and promote our products.
You can contact us and we will delete your personal information.
If you have any questions about this policy, contact us.

Race Roomies Privacy Policy

We at Race Roomies ("us", "we", or "our") recognize and respect the importance of maintaining the privacy of our customers. This Privacy Notice describes the types of information we collect from you when you visit our website ("Site") and/or use our services ("Service"). This Privacy Notice also explains how we process, transfer, store and disclose the information collected, as well as your ability to control certain uses of the collected information. If not otherwise defined herein, capitalized terms have the meaning given to them in the Terms of Service, available at https://raceroomies.com/terms ("Terms"). "You" means an individual using the Service. "Personal Data" means any information that refers, is related to, or is associated with an identified or identifiable individual or as otherwise may be defined by applicable law. This Privacy Notice details which Personal Data is collected by us in connection with provision of the Service. If you have specific requests under European law or laws in the United Kingdom (UK), you can also contact us: support@raceroomies.com

Our Role

If you are an individual located in the European Union ("EU Individual"), some additional terms and rights may apply to you, as detailed herein. Race Roomies is the data controller in respect of the processing activities outlined in this Privacy Notice. When we process information on behalf of our users ("Users") in the context of providing Service to our Users, the applicable User serves as a data controller with respect to Personal Data and we serve as a data processor on its behalf. Through our Service, Users may make Personal Data available to us. We use such Personal Data solely at the instruction of the applicable User and for the purpose of providing it with our Service. The rest of this Privacy Notice describes Race Roomies use of Personal Data over which it is a data controller. If you have any questions about what data the User shares with us, please contact the applicable User directly.

1. Information we collect, how we use it and how we disclose it

The kinds of things you do on our website might mean we need to collect your personal information. If you want us to send you emails, for example, we’ll need to collect your email address. So, a lot of the time, you’ll know what info we’re collecting, and when. After all, you’ll be giving us the information yourself. We might also collect non-personal information, like a list of the pages you look at on our website. We do this so that we can give you the most helpful, personal experience of our services. For example, we might use it to suggest listings like the ones you look at most often. We often use cookies or other technology to collect this kind of info. So, you might not realise every time it’s happening. By using our sites, you agree to only ever give us:

your own personal information, or
personal info someone's agreed for you to share with us, like a referee in a rental application.

We’ll only ever use or share your information for the purpose you gave it to us for, or something closely related to that. For example, if your sign up to alerts about listings for a specific triathlon event, we might also show you articles with tips for travelling to that destination or preparing to race a triathlon. You can always control the information we collect about you.

Information we collect

Depending on your usage, we collect different types of data and we and any of our third-party subcontractors and service providers use the data we collect for different purposes, as specified below. You have no legal obligation to provide us with Personal Data, but if you refuse to provide certain Personal Data we may not be able to register you and/or provide you with the Service or part thereof.

Registration Data - In order to register an account to use our Service, you will be required to register and provide us with the following Personal Data: your full name and your email address. If you use the Service by logging in through a third-party login/account registration service (such as Google, Facebook), we also receive Personal Data about you as provided by such third-party service.
Listing Data - In order to create a person or place listing on our Service, you will be required to provide us with the following Personal Data: for place listings, the address of the property which may be your personal address. We collect this in order to calculate event proximity. You will also provide information your deem relevant in creating an optimal listing, which may include personal details about you or others such as your name, habits or personal preferences. You can control the information shared in any public listing at the time of creation or by editing your listing.
Payment Data - If you make a purchase, we receive information related to such purchase, such as the last four (4) digits of your credit card number.
Contact Information - When you request information from us, or contact us for any other reason, whether through our Site or the Services, we will collect any data you provide, such as your email address and the content of your inquiry. When you sign up for newsletters we collect your name and email address.
Automatically Collected Data - When you use the Site or Service, we automatically collect information about your computer, including non-Personal Data such as your operating system and browser and device type, and Personal Data such as your IP address. For more information about the cookies and similar technologies we use and how to adjust your preferences, please see the section "Cookies and Similar Technologies" below.

How we use it

We use the information we collect for different purposes based on the type of data.

To provide the Service - We use your Registration Data, Listing Data and Contact Information to (1) provide you with the Service, (2) respond to your inquiries and requests (3) contact and communicate with you, (4) to prevent fraud, protect the security of and address any problems with the Site and/or Service, and (5) ensure the trust and safety of you and other users of the Service.
Secure Payment - We use your Payment Data to process the payment for your purchase and for the purposes of fraud prevention.
Promotional Materials - We use your Registration Data, Listing Data and Contact Information to provide you with informational newsletters and promotional materials relating to our Service, including via email. For more information about our direct marketing activities and how you can control your preferences, please see the Direct Marketing section below.
Service Improvement - We process automatically collected data to review usage and operations, including in an aggregated non-specific analytical manner, develop new products or services and improve current content, products, and services.
Statistical Information and Analytics. We and/or our service providers use analytics tools, including "Google Analytics" to collect and analyze information about the use of the Site and/or Service, such as how often users visit the Site, what pages they visit when they do so, and what other sites and mobile applications they used prior to visiting the Site. By analyzing the information we receive, we may compile statistical information across a variety of platforms and users, which helps us improve our Site and Service, understand trends and customer needs and consider new products and services, and tailor existing products and services to customer desires. You can find more information about how Google collects information and how you can control such use at https://policies.google.com/technologies/partner-sites.
Direct Marketing. As described above, we may use Personal Data to let you know about our products and services that we believe will be of interest to you. In all cases, we will respect your preferences for how you would like us to manage marketing activity with respect to you. To protect privacy rights and to ensure you have control over how we manage marketing with you:

We will take steps to limit direct marketing to a reasonable and proportionate level and only send you communications which we believe may be of interest or relevance to you.
You will always be able to 'opt out'. You can ask us to stop sending email marketing by configuring your communication preference in your account or following the "unsubscribe" link you will find on all the email marketing messages we send you. Alternatively, you can contact us at support@raceroomies.com.
You can change the way your browser manages cookies, which may be used to deliver online advertising, by following the settings on your browser as explained below. If our marketing activities are based upon your consent, you may withdraw this consent at any time.

More specifically, we use personal information we have collected to:

improve your security when you visit our websites.
present website content in the most effective way for you and your devices.
provide you with a better or more relevant service or product. For instance, we might help you save time by pre-filling a form with information you’ve already shared with us.
customise the services, experience, advertising and content you see on our website.
combine with info we’ve collected from service providers, third parties, cookies or web beacons. We do this to give you a more relevant, personalised experience. It raises the quality of our services, and third-party services, too. For example, we might take your behavioural data, collected using cookies, and combine it with information you have provided in a listing, to send alerts about listings from other users that may interest you.
reply to you, or give you the services, products, information and help that you ask for.
contact you to conduct research, and ask for feedback on our products, services or websites.
verify your identity and remind you of your credentials.
improve the quality and functionality of our products and services. For example, we use the address of a place listing, which may be your personal address, to calculate proximity to an event. However, we never disclose the address to other users or third parties.
help meet our obligations arising from any contracts you enter into with us.
let you know about changes to our products and services.

Without your personal info, we may not be able to provide these services. We use the information we collect, on a legal basis, in our legitimate interest of providing and improving the best Service to you.

We process your Personal Data for the purpose of providing the Service to you which is considered performance of a contract with you, as applicable, including responding to your inquiries and requests and providing customer support.
When we process your Personal Data for the purposes of preventing fraud, protecting the security of and/or addressing problems with the Site and Service, such processing is based on our legitimate interests to ensure our Services function properly and safely.
When we process your Personal Data for the purpose of providing you with informational newsletters and promotional materials relating to our Service, such processing is based on our legitimate interest to promote our business in order to increase the network value to you and other users.
We process automatically collected data for our legitimate interests to develop and improve our products and services, review usage, perform analytics, prevent fraud, for our recordkeeping and protection of our legal rights and to market our own products and services. Additional information regarding direct marketing is provided below.

Who we share it with

We share your information, including Personal Data, as follows:

Service Providers, and Subcontractors. We disclose information, including Personal Data we collect from and/or about you, to our trusted service providers and subcontractors, who have agreed to confidentiality restrictions and who use such information solely on our behalf in order to: (1) help us provide you with the Service; (2) aid in their understanding of our users and how they are using our Site and Service; (3) for the purpose of direct marketing (see above for more details). Such service providers and subcontractors provide us with IT and system administration services, data backup, data enrichment, security, and storage services, data analysis and help us serve advertisements and provide other marketing services.
Business Transfers. Your Personal Data may be disclosed as part of, or during negotiations of, any merger, sale of company assets or acquisition (including in cases of liquidation). In such case, your Personal Data shall continue being subject to the provisions of this Privacy Notice.
Law Enforcement Related Disclosure. We may share your Personal Data with third parties: (i) if we believe in good faith that disclosure is appropriate to protect our or a third party's rights, property or safety (including the enforcement of the Terms and this Privacy Notice); (ii) when required by law, regulation subpoena, court order or other law enforcement related issues, agencies and/or authorities; or (iii) as is necessary to comply with any legal and/or regulatory obligation.
Legal Uses. We may use your Personal Data as required or permitted by any applicable law, for example, to comply with audit and other legal requirements.
Advertisers. When you click on an ad, whether or not it's on our Site, the relevant advertiser will be alerted that someone has visited the page on which the relevant advertisement was displayed, and may be able to identify that it was you by using certain mechanisms, like cookies. Advertisers are able to combine the Personal Data they collect independently with the Personal Data we share.

Sometimes, you might use our site to communicate with other users or organisations. We’re not responsible for the information, or what they do with any personal information, sent in your communications.

2. How we store it

We store personal information we collect from you on our servers and in data centres in Australia, the United States of America, Europe and Asia. These data centres provide secure storage, back-up and data retrieval services. We transfer your data to them so we can deliver the products and services you’ve asked for. When you give us your personal info, you give us your consent to store that info outside of Australia for these purposes. We have robust policies and procedures in place to secure the storage and processing of data. We’ve verified the security arrangements of our outsourced data processors, too. We use subcontractors and service providers and have affiliates who are located in countries other than your own, such as Australia, the United States of America, Europe and Asia. We do so for the purposes described above. We do that so that we can deliver the Service from a location close to you and so they can deliver products or services you’ve asked for. We will ensure that these third parties will be subject to written agreements ensuring the same level of privacy and data protection as set forth in this Privacy Notice, including appropriate remedies in the event of the violation of your data protection rights in such third country. For residents of Europe Whenever we transfer your Personal Data to third parties based outside of the European Economic Area ("EEA") and when required under applicable law, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data by the European Commission.
Where we use certain service providers not located in countries with an adequate level of protection as determined by the European Commission, we may use specific contracts approved by the European Commission which give Personal Data the same protection it has in the EEA.
Please contact us at support@raceroomies.com if you would like further information on the specific mechanism used by us when transferring your Personal Data out of the EEA.

3. How we protect it

We're committed to keeping your information safe. We have implemented and maintain appropriate technical and organization security measures, policies and procedures designed to reduce the risk of accidental destruction or loss, or the unauthorized disclosure or access to Personal Data appropriate to the nature of such data.

Limited Use – We have internal controls to make sure we only collect the smallest amount of personal information that’s needed for any given purpose.
Limited Retention – We also make sure we delete or de-identify personal information when we no longer need it.
Safeguards – The physical, electronic, and procedural safeguards we employ to protect your Personal Data include secure servers, firewalls, antivirus, and SSL encryption of data.
Access Control – We dedicate efforts for a proper management of system entries and limit access only to authorized personnel on a need to know basis of least privilege rules, review permissions quarterly, and revoke access immediately after employee termination.
Employees and Third Parties – Our employees are all obliged to respect the confidentiality of your information. So are any third parties who provide services related to our information systems. We use a thorough process to assess the IT security of any suppliers who may hold or process your personal information on our behalf.
Encryption – We encrypt the data in transit using secure TLS protocols.
Database Backup – Our databases are backed up on a periodic basis for certain data and are verified regularly. Backups are encrypted and stored within the production environment to preserve their confidentiality and integrity, are tested regularly to ensure availability, and are accessible only by authorized personnel.
Continuous Improvement – We constantly review and update our security measures in line with current technologies. Unfortunately, no data transmission over the internet can be guaranteed to be totally secure.
Shared Responsibility – As the security of information depends in part on the security of the computer you use to communicate with us and the security you use to protect user IDs and passwords, please take appropriate measures to protect this information.

4. Your rights - How to Access and Limit Our Use of Certain Personal Data

Subject to applicable law and certain exemptions, and in some cases dependent upon the processing activity we are undertaking, you have certain rights in relation to the Personal Data that we hold about you, as detailed below. We will investigate and attempt to resolve complaints and disputes and make every reasonable effort to honor your wish to exercise your rights as quickly as possible and, in any event, within the timescales provided by applicable data protection laws. We reserve the right to ask for reasonable evidence to verify your identity before we provide you with any information and/or comply with any of your requests, as detailed below. To submit a request to exercise any of your rights, please contact us at support@raceroomies.com.

Right of Access. You have a right to know what Personal Data we collect about you and, in some cases, to have such Personal Data communicated to you. Please note that we may not be able to provide you with all the information you request, and, in such case, we will endeavour to explain to you why.
Right to Data Portability. If the processing is based on your consent or performance of a contract with you and processing is being carried out by automated means, you may be entitled to (request that we) provide you or another party with a copy of the Personal Data you provided to us in a structured, commonly-used, and machine-readable format.
Right to Correct Personal Data. Subject to the limitations in applicable law, you may request that we update, complete, correct or delete inaccurate, incomplete, or outdated Personal Data.
Deletion of Personal Data ("Right to Be Forgotten"). You may have a right to request that we delete your Personal Data if either: (i) it is no longer needed for the purpose for which it was collected, (ii) our processing was based on your consent and you have withdrawn your consent, (iii) you have successfully exercised your Right to Object (see below), (iv) processing was unlawful, or (v) we are required to erase it for compliance with a legal obligation. We cannot restore information once it has been deleted. Please note that to ensure that we do not collect any further Personal Data, you should terminate your account with us and clear our cookies from any device where you have used our Service. We may retain certain Personal Data (including following your request to delete) for audit and record-keeping purposes, or as otherwise permitted and/or required under applicable law.
Right to Restrict Processing. If you are an EU Individual, you can ask us to limit the processing of your Personal Data if either: (i) you have contested its accuracy and wish us to limit processing until this is verified; (ii) the processing is unlawful, but you do not wish us to erase the Personal Data; (iii) it is no longer needed for the purposes for which it was collected, but we still need it to establish, exercise, or defend of a legal claim; (iv) you have exercised your Right to Object (below) and we are in the process of verifying our legitimate grounds for processing. We may continue to use your Personal Data after a restriction request under certain circumstances.
Direct Marketing Opt Out. You can change your mind at any time about your election to receive marketing communications from us and/or having your Personal Data processed for direct marketing purposes. If you do, please notify us by contacting us at support@raceroomies.com. We will process your request as soon as reasonably possible, however it may take a few days for us to update our records before any opt out is effective.
Right to Object. If you are an EU Individual, you can object to any processing of your Personal Data which has our legitimate interests as its legal basis, if you believe your fundamental rights and freedoms outweigh our legitimate interests. If you raise an objection, we have an opportunity to demonstrate that we have compelling legitimate interests which override your rights and freedoms.
Withdrawal of Consent. You may withdraw your consent in connection with any processing of your Personal Data based on a previously granted consent. This will not affect the lawfulness of any processing prior to such withdrawal.
Right to Lodge a Complaint with Your Local Supervisory Authority. If you are an EU Individual, you may have the right to submit a complaint to the relevant supervisory data protection authority if you have any concerns about how we are processing your Personal Data, though we ask that as a courtesy you please attempt to resolve any issues with us first.

5. Data Retention

Subject to applicable law, we retain Personal Data as necessary for the purposes set forth above. We may delete information from our systems without notice to you once we deem it is no longer necessary for these purposes. Retention by any of our processors may vary in accordance with the processor's retention policy. In some circumstances, we may store your Personal Data for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, audit, accounting requirements and so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your Personal Data or dealings. To determine the appropriate retention period, we consider the amount, nature, and sensitivity of the Personal Data, the potential risk of harm from unauthorized use or disclosure of your Personal Data, the purposes for which we process your Personal Data, and whether those purposes can be achieved through other means, as well as applicable legal requirements. Please contact us at support@raceroomies.com if you would like details regarding the retention periods for different types of your Personal Data.

6. Cookies and similar technologies

We use cookies and similar technologies for a number of reasons, including to help personalize your experience and to personalize the ads we serve you. Third parties through which we provide the Service and/or our business partners may be placing and reading cookies on your browser or using web beacons to collect information in the course of advertising being served on different websites. When visiting this Site, you shall be notified of the use of and placement of cookies and other similar technologies on your device as specified herein.

What are Cookies? A cookie is a small piece of text that is sent to a user's browser or device. The browser provides this piece of text to the device of the originating user when this user returns.

A "session cookie" is temporary and will remain on your device until you leave the Site.
A "persistent" cookie may be used to help save your settings and customizations across visits. It will remain on your device until you delete it.
First-party cookies are placed by us, while third-party cookies may be placed by a third party. We use both first- and third-party cookies.
We may use the terms "cookies" to refer to all technologies that we may use to store data in your browser or device or that collect information or help us identify you in the manner described above, such as web beacons or "pixel tags".

How We Use Cookies. We use cookies and similar technologies for a number of reasons, as specified below. We will not place any cookies on your browser that are not strictly necessary unless you have first consented to the cookie pop up.

How to Adjust Your Preferences. Most Web browsers are initially configured to accept cookies, but you can change this setting so your browser either refuses all cookies or informs you when a cookie is being sent. In addition, you are free to delete any existing cookies at any time. Please note that some features of the Service may not function properly when cookies are disabled or removed. For example, if you delete cookies that store your account information or preferences, you will be required to input these each time you visit.
By changing your device settings, you can prevent your device's ad identifier being used for interest-based advertising, or you can reset your device's ad identifier. Typically, you can find the ad identifier settings under "privacy" or "ads" in your device's settings, although settings may vary from device to device. Adjusting your preferences as described in this section herein does not mean you will no longer receive advertisements, it only means the advertisements that you do see will be less relevant to your interests.

7. Communications

We do provide you with the ability to manage service-related communication preferences within your account. However, we reserve the right to send you service-related communications, including service announcements and administrative messages that we deem important to providing you the Service, despite your account preferences, without offering you the opportunity to opt out of receiving them. Should you not wish to receive such communications, you may cancel your account.

8. Children

We do not knowingly collect Personal Data from children under the age of sixteen (16). In the event that you become aware that an individual under the age of sixteen (16) has enrolled without parental permission, please advise us immediately.

9. Changes to the Privacy Policy

We may update this Privacy Notice from time to time to keep it up to date with legal requirements and the way we operate our business, and we will place any updates on this webpage. Please come back to this page every now and then to make sure you are familiar with the latest version. If we make material changes to this Privacy Notice, we will seek to inform you by notice on our Site or via email.

10. Comments and Questions

If you have any comments or questions about this Privacy Notice or if you wish to exercise any of your legal rights as set out herein, please contact us at support@raceroomies.com.

Last updated: December 2024

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