Privacy Policy

Last updated: 6 September 2026

This Privacy Policy explains how RaceLabs (“we”, “us”) handles information for this website, its desktop sorting service and organiser-run participant galleries. RaceLabs is operated by an independent self-employed provider; the provider's full legal name, tax ID and address are available on request at admin@racelabs.eu and are set out in the data processing agreement signed with each event organiser.

Choose the service you are using. Public photographer stores let visitors browse published events and offers. Authenticated athletics galleries check registration details before showing the event's participant or session photographs. The desktop app is used by photographers to sort and prepare files. A store purchase and a participant's private gallery access are separate journeys; see our Terms and Conditions.

1. Who is responsible for your data

For organiser-run participant galleries, the event organiser is the data controller: they decide how event photographs are made available and provide the registration information used for access. RaceLabs acts as a data processor on the organiser's behalf under a data processing agreement.

For public photographer stores, consult the photographer's privacy notice and contact details for the event's publication and purchase arrangements. Checkout may involve a payment provider with its own privacy notice. For RaceLabs website enquiries and desktop accounts, contact us about the information used to respond to you, operate your account and support the service.

If you have a question about a specific event, you may contact the organiser, the photographer or us at admin@racelabs.eu.

2. What data we process

• Event photographs and video supplied by photographers, in which participants may be identifiable. Desktop sorting uses files selected by the photographer; finished files are uploaded separately for store publication.
• Participant access information supplied by the organiser or entered by you: bib number, name, date of birth or email, according to the event's access method. Some events also use session or heat information.
• Photo-search data and optional selfie input used to find photographs for an event. Personal face search uses biometric data and is an optional, consent-based feature. Biometric data used to uniquely identify someone is a special category of personal data under Article 9 GDPR.
• Account and support information for desktop users, including sign-in details, event and upload status, and diagnostic information used to operate and support the app.
• Enquiries and technical data, such as information you send by email and basic service logs. The marketing website's aggregate interaction counts are described below.

3. Participant access and optional search

Follow the access method on your event page

For bib-based events, enter your bib number and either date of birth or email, using the verification field selected by the organiser. Other events use email and date of birth to show photographs from the relevant session. These checks use the organiser's registration records; a bib number alone is not enough to sign in.

These participant galleries require authentication. A session gallery can contain photographs of other participants in that session; access does not establish that every image contains only you. Public photographer stores are a separate service and may show published event previews without participant authentication.

Choose whether to use personal face search

Personal face search is optional. At bib-based events, the face-search consent control starts switched off. You can sign in and use the non-face-search gallery without enabling it. If you choose face search, the service uses it to help find your photographs for that event. Results may need checking and may not include every photograph of you.

Where available, you can also choose an optional selfie search inside the gallery. The selfie form asks you to accept its consent statement before submitting. You do not need to upload a selfie to access the event's non-face-search gallery. Feature availability follows the event's settings.

4. Why we process it, and the legal basis

• Organiser-run participant galleries: RaceLabs provides event photo organisation, access checks and delivery on the organiser's instructions and legal basis. Refer to the organiser's event information for the uses of registration data and photographs.
• Optional personal face search: your explicit consent enables this feature for the event (Articles 6(1)(a) and 9(2)(a) GDPR). You may withdraw consent at any time.
• Desktop accounts and enquiries: account operation, requested sorting and support use the information needed to provide those services and respond to you.

We do not use personal face search to offer a database of participants searchable by third parties or to identify you for purposes other than finding event photographs. Preparing an event for search and enabling your optional personal search are separate steps.

5. How long we keep it

• Optional selfie: used for the requested search, without saving it as a reusable participant profile. This is separate from the event's search data and records of consent.
• Organiser-run participant gallery photographs: kept for the period instructed by the organiser, and in any case no longer than 12 months after the event, after which they are deleted.
• Participant registration details: kept only for the duration of the service for that event.

For the retention of event search data and consent records, contact the organiser or admin@racelabs.eu. Photographer-store purchases and desktop accounts have separate service records; the participant-gallery periods above do not describe every store or account record.

6. Who we share it with

For organiser-run participant galleries, we do not sell your data or share it with third parties for their own purposes. We rely on sub-processors to operate the service, including hosting and storage at Hetzner Online GmbH (Germany, EU), bound by confidentiality and data-protection obligations. We share gallery information with the event organiser as controller. For a store purchase, consult the photographer and payment provider's notices for their handling of order and payment information.

7. International transfers

The RaceLabs organiser-run participant gallery service is hosted and processed within the European Economic Area (Hetzner, Germany). We do not transfer that participant-gallery data outside the EEA. This statement concerns that service; the photographer store and payment provider's notices describe their own services.

8. How we protect your data

We use industry-standard security measures, including encryption of data in transit and at rest, access controls and authentication, and secure data centres. Access to event photos and identification data is limited to what is necessary to run the service.

9. Cookies

The RaceLabs marketing website does not use advertising or third-party tracking cookies. Its aggregate interaction counter uses no cookies or persistent browser identifiers. Authentication and gallery features may use necessary session storage. Public photographer stores and payment-provider pages have their own cookie and privacy notices. If our use changes, we will update this policy and request consent where needed.

10. Your rights

You have the right to access, rectify, erase, restrict or object to the processing of your data, to data portability, and to withdraw your consent at any time (which does not affect processing already carried out). In particular, you may object to or withdraw your consent for the facial search and request removal of your images from the platform at any time. To exercise these rights, contact admin@racelabs.eu. You also have the right to lodge a complaint with the Spanish Data Protection Agency (AEPD, information about exercising your rights).

11. Changes to this policy

We may update this Privacy Policy. The current version is always available at this page, with the date of the latest update shown above.

12. Contact

RaceLabs · admin@racelabs.eu
Full provider identification available on request.