Privacy Policy

Sublime Timing Ltd
Last updated: 6 October 2026

1. About this Privacy Policy

Sublime Timing Ltd ("Sublime Timing", "we", "us" or "our") provides race timing, event registration, race results, event photography, fulfilment and related event services.

We take the privacy and security of personal information seriously.

This Privacy Policy explains what personal information we collect, how and why we use it, who we may share it with, how long we may retain it and the rights available to individuals under applicable data protection law.

Depending on the event and the services we have been engaged to provide, Sublime Timing may act as a data controller in its own right or process information on behalf of an event organiser.

2. Who We Are

Sublime Timing Ltd
Company registration number: 11187750
118 Elm High Road
Wisbech
Cambridgeshire
PE14 0DN
United Kingdom

Email: info@sublimetiming.com

3. Information We May Collect

The information we collect depends upon the services being provided and how you interact with us.

It may include:

3.1 Personal and Contact Information

This may include:

name

email address

telephone number

postal address

date of birth or age

gender or competition category where relevant to an event

club or team affiliation

emergency contact information where required by an event

other information supplied as part of an event entry or enquiry

3.2 Event Entry Information

Where we provide event registration or related services, we may process information supplied when entering an event.

This may include information necessary to administer the event, allocate race numbers, establish competition categories, communicate with participants and provide event services.

Where an event entry form requests additional information on behalf of an event organiser, the event organiser may also be a controller of that information.

3.3 Timing and Results Information

When providing race timing services, we may process information including:

race or bib number

timing chip identifier

start, finish and intermediate timing data

finishing position

competition category

club or team

race results and related performance information

Race results are normally intended to form part of the public sporting record and may be published online and supplied to the relevant event organiser, sporting bodies, results services or other organisations involved with the event.

3.4 Payment Information

Where payments are made through our services, payment processing may be carried out by a specialist payment provider.

We may receive information confirming the transaction, but we do not necessarily receive or retain complete debit or credit card details.

3.5 Event Photography

Where Sublime Timing provides photography services, photographs may be taken of participants, spectators, officials and other people attending an event.

Photographs may be:

displayed through our photography services

associated with a race or bib number

offered for viewing or purchase

used to fulfil photographic orders

processed using technology designed to help participants locate photographs in which they may appear

The availability and operation of photography services may vary between events.

3.6 Facial Recognition and Photo Matching

For some events, we may offer an optional facial photo search facility designed to help participants locate their photographs amongst a large number of event images.

Where this facility is provided, facial features within event photographs may be analysed using automated technology to enable images containing the same or similar faces to be identified and matched.

This technical processing may constitute biometric processing under data protection law.

The purpose of this processing is to provide the event photo matching and search facility. It is not used by Sublime Timing to make decisions about an individual or to determine matters such as eligibility, performance, employment, creditworthiness or access to services.

Participants are not required to use facial search in order to locate or purchase photographs where another available search method, such as race number searching, can be used.

Where facial recognition or biometric matching constitutes special category processing under applicable data protection law, we will identify and apply an appropriate lawful basis and special category condition and provide any additional information or choices required in connection with that processing.

Where consent is relied upon, individuals may withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.

Individuals who do not wish to use facial search may contact us for assistance locating photographs by race or bib number where this facility is available.

3.7 Website and Technical Information

When you use our websites or online services, we may automatically receive technical information including:

IP address

browser type

device type

operating system

pages visited

date and time of access

other technical information required for security, diagnostics and operation of our services

We may also use cookies and similar technologies where appropriate.

3.8 Communications

We may retain correspondence and communications between you and Sublime Timing, including enquiries, requests, complaints and customer service correspondence.

4. How We Use Personal Information

We may use personal information to:

process event entries

administer events

allocate race numbers and timing chips

provide race timing services

calculate and publish race results

communicate important event information

provide event photography and photo search services

process and fulfil photographic and other purchases

respond to enquiries and customer service requests

maintain the security and reliability of our systems

prevent or investigate misuse or fraud

improve our services

maintain appropriate business and financial records

establish, exercise or defend legal claims

comply with legal and regulatory obligations

We will not use personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by law.

5. Lawful Bases for Processing

Depending upon the circumstances, we may process personal information on one or more of the following lawful bases:

Contract

Processing may be necessary to provide a service you have requested or to take steps at your request before entering into a contract.

Legitimate Interests

We may process information where it is necessary for our legitimate business interests or those of another organisation, provided those interests are not overridden by your rights and interests.

Examples may include operating and securing our services, providing and improving event services, responding to enquiries and maintaining appropriate business records.

Legal Obligation

We may process information where necessary to comply with a legal obligation.

Consent

Where appropriate, we may ask for consent for particular processing activities.

Where processing is based upon consent, consent may be withdrawn at any time.

Withdrawal does not affect processing that was lawful before consent was withdrawn.

Special Category Information

Where we process special category personal information, including biometric data used for the purpose of uniquely identifying an individual, we will identify an appropriate condition for processing under applicable data protection legislation in addition to an Article 6 lawful basis.

6. Event Organisers

Sublime Timing frequently provides services to third party event organisers.

Depending upon the service and circumstances, Sublime Timing and the event organiser may have separate responsibilities for personal information or Sublime Timing may process information on the organiser's behalf.

We may receive participant information from an event organiser where this is necessary to provide timing, registration, results, photography, fulfilment or other event services.

We may also provide relevant information back to the event organiser.

Event organisers may have their own privacy policies governing their separate use of personal information.

7. Sharing Personal Information

We do not sell personal information.

We may share personal information where reasonably necessary with:

event organisers

organisations assisting with event delivery

sporting governing bodies or results organisations where appropriate

payment service providers

website, hosting and cloud service providers

email and communications providers

photography and image processing service providers

IT support and software providers

professional advisers such as accountants, insurers or legal advisers

public authorities where disclosure is required by law

Service providers acting on our behalf are only permitted to process personal information for the purposes for which they have been engaged and subject to appropriate contractual and security arrangements where required.

8. Cloud Services and Facial Photo Matching

We may use specialist cloud technology providers to host, process or analyse event photographs and other information.

Our photo search services may use Amazon Web Services, including image analysis technology provided by Amazon Web Services, to assist with facial photo matching.

Where facial information is processed for photo matching, its purpose is to enable photographs containing the same or similar person to be identified within the relevant event photography collection.

We seek to limit the information processed to that reasonably necessary to provide the relevant service and apply appropriate technical and organisational safeguards.

9. International Transfers

Some of our service providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps required by applicable data protection law to ensure that the information receives an appropriate level of protection.

This may include relying upon recognised adequacy arrangements or approved contractual safeguards.

10. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including the provision of event services and satisfaction of legal, accounting, contractual and operational requirements.

Different categories of information may therefore have different retention periods.

Race results may be retained for an extended period because they form part of the historical sporting record.

Financial and transaction records may be retained for the periods required by applicable tax and accounting legislation.

Event photographs may remain available after an event to enable participants to locate and purchase photographs and to maintain an event photography archive.

Information generated specifically for facial recognition or photo matching will not be retained for longer than reasonably necessary for the purpose for which the facial search facility is provided.

We periodically review information held and delete, anonymise or otherwise cease processing information where it is no longer reasonably required, subject to any legal or legitimate requirement to retain it.

11. Marketing Communications

Where permitted, we may contact you regarding relevant events, products or services.

Where consent is required for electronic marketing, we will obtain it before sending those communications.

You may unsubscribe from marketing communications at any time using the unsubscribe facility included in the communication or by contacting us.

Unsubscribing from marketing does not prevent us from sending necessary service communications relating to an event, transaction or service you are using.

12. Security

We use appropriate technical and organisational measures designed to protect personal information against accidental or unlawful loss, destruction, alteration, unauthorised disclosure or access.

These measures may include access controls, authentication, network security, backups, monitoring and the use of reputable specialist service providers.

No electronic system can be guaranteed to be completely secure, but we regularly consider the security measures appropriate to the nature of the information we process.

13. Your Data Protection Rights

Depending upon the circumstances and applicable law, you may have the right to:

Access

Request confirmation that we process your personal information and obtain a copy of information we hold about you.

Rectification

Ask us to correct inaccurate personal information or complete information that is incomplete.

Erasure

Ask us to delete personal information in circumstances where the right to erasure applies.

The right to erasure is not absolute and there may be circumstances in which we are entitled or required to retain information.

Restriction

Ask us to restrict the processing of your personal information in certain circumstances.

Objection

Object to certain processing of your personal information, including processing based upon legitimate interests.

You have an absolute right to object to the use of your personal information for direct marketing.

Data Portability

Where the legal requirements are satisfied, request certain personal information in a structured, commonly used and machine readable format or request that it is transferred to another organisation.

Withdraw Consent

Where we rely upon your consent, you may withdraw that consent at any time.

Withdrawal of consent does not affect the lawfulness of processing undertaken before the withdrawal.

Automated Decision Making

You may have rights relating to decisions made solely through automated processing where those decisions have legal or similarly significant effects.

Our facial photo matching facility is designed to help locate photographs and is not used by Sublime Timing to make decisions having legal or similarly significant effects about individuals.

14. Requests Relating to Photographs or Facial Recognition

If you do not wish to use facial recognition to locate event photographs, you may contact us and, where possible, we can assist with locating photographs using information such as your race or bib number.

You may also contact us if you have concerns about the processing of your image or facial recognition data or wish to exercise an applicable data protection right.

We may need sufficient information to identify the relevant event, photographs or information before we can act upon a request. Any information requested for this purpose will be limited to what is reasonably necessary to identify the relevant information and verify the request.

Please contact: info@sublimetiming.com

15. Children's Information

Some events include participants under the age of 18.

Where we process children's personal information, we recognise that children merit particular protection in relation to their personal information.

The information collected and the applicable arrangements may depend upon the nature of the event, the age of the participant and whether Sublime Timing or the event organiser is responsible for the relevant processing.

Where consent is required, appropriate arrangements will be made having regard to applicable data protection requirements and the age and circumstances of the participant.

16. Links and Third Party Services

Our websites and communications may contain links to websites or services operated by other organisations.

Those organisations are responsible for their own privacy practices and we recommend reviewing their privacy information where appropriate.

17. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect changes to our services, technology, legal requirements or data protection practices.

The current version will be published on our website and the date of the latest update will be shown at the top of this policy.

Where appropriate, we may also bring significant changes to the attention of affected individuals.

18. Contacting Us

Questions about this Privacy Policy or requests relating to personal information can be sent to:

Sublime Timing Ltd
118 Elm High Road
Wisbech
Cambridgeshire
PE14 0DN
United Kingdom

Email: info@sublimetiming.com

Company registration number: 11187750

19. Complaints

If you have a concern about how we use your personal information, please contact us in the first instance so that we have an opportunity to investigate and respond.

You also have the right to make a complaint to the Information Commissioner's Office, the UK's independent data protection regulator.

Information about making a complaint is available from the Information Commissioner's Office.

Sublime Timing Ltd | Privacy Policy | October 2026