Privacy Policy

1. Who we are

This website is operated by Cookie Monster Event Management Limited, trading as Monster Timing, a company registered in Ireland.

Registered address: Fiddaun, Craughwell, Galway, Ireland

Company registration number: 771663

Contact: Use our contact form.

For privacy questions or requests, contact us using our contact form.

2. Our role and the Event Organiser’s role

Most events on this website are organised by independent clubs, race directors, and event organisers (“Event Organisers”).

For these events, the Event Organiser decides what information it needs from participants. We collect and process that information on its behalf. In this case, the Event Organiser is the controller and we act as its processor. The Event Organiser’s own privacy notice also applies.

We are the controller for:

• this website and its security;
• publishing results on this website;
• administering and recovering our timing equipment;
• responding to enquiries, complaints, and correction requests;
• our own marketing; and
• our accounting and legal records.

Where Monster Timing is the Event Organiser, we are the controller for all personal data connected to that event.

If you contact us about data held for an Event Organiser, we will pass your request to that Event Organiser and help it respond.

3. Information we collect

Depending on how you use the website, we may collect:

• contact details, such as your name, email address, phone number, and organisation;
• registration information, such as date of birth, gender, club, category, licence number, and event choices;
• emergency contact details, such as the name and phone number of a person to contact if you need help at an event;
• payment and transaction information needed to process an entry. We do not store your full card details;
• race information, such as bib number, timing chip reads, split times, finish time, and results status;
• messages and information you send through contact or feedback forms; and
• technical information needed to run and secure the website, such as IP address, browser, device, and server logs.

You must give the information marked as required on the registration form. Without it, we cannot process your entry.

4. How we use information and our legal basis

We use personal data only where we have a legal basis under the GDPR.

• Processing registrations and payments. Legal basis: performance of a contract.
• Providing race timing, live results, and event communications. Legal basis: performance of a contract.
• Publishing results on this website and sharing them with governing bodies. Legal basis: legitimate interests in providing accurate, public race results.
• Contacting your emergency contact if you need help at an event. Legal basis: vital interests or legitimate interests in participant safety.
• Administering timing equipment and recovering unreturned reusable chips. Legal basis: performance of a contract and legitimate interests in recovering our property.
• Responding to enquiries, complaints, and correction requests. Legal basis: legitimate interests.
• Keeping accounting and tax records. Legal basis: legal obligation.
• Securing and maintaining the website. Legal basis: legitimate interests.
• Measuring website usage with Google Analytics 4. Legal basis: consent. Analytics runs only if you allow analytics cookies, and you can withdraw consent through Cookie settings.
• Measuring how well our Google Ads work. Legal basis: consent. The Google Ads tag runs only if you allow advertising cookies, and you can withdraw consent through Cookie settings.
• Sending marketing emails. Legal basis: consent, or legitimate interests where you are an existing participant and have not opted out. Every marketing email includes an unsubscribe link.
• Using event photos and video for promotion. Legal basis: legitimate interests, subject to your right to object.

We do not use automated decision-making or profiling that has legal or similarly significant effects on you.

5. Emergency contacts

If you give us details of an emergency contact, you confirm that the person knows you have shared them. We use these details only to contact that person if you need help at or around an event. We do not use them for marketing.

6. Children

Some events accept participants under 18. A parent or legal guardian must complete the registration for a person under 18. We collect only the information the Event Organiser needs to run the event and time the participant.

We do not send marketing to people under 18.

7. Results and public information

Results may include your name, gender, age category, club, bib number, split times, and finish time. We publish results on this website and may share them with the Event Organiser and the relevant governing body.

If you want your name removed from published results, contact us using our contact form. Some governing bodies require named results for rankings or records. We will tell you if this applies.

8. Who we share information with

We share relevant registration and results information with the Event Organiser so it can run the event, communicate with participants, and meet its obligations.

We use these service providers:

• Stripe, for payment processing;
• Race Result, for registration and timing systems;
• Google, for website analytics when you allow analytics cookies, and for measuring our Google Ads when you allow advertising cookies;
• email and messaging providers, for participant communications; and
• hosting and infrastructure providers, to run the website.

We may also share information where the law requires it, or to protect the safety of participants.

We do not sell personal data.

9. Transfers outside the EEA

Some of our service providers, including Stripe, Google (Google Analytics and Google Ads), and some email providers, may process data in the United States or other countries outside the European Economic Area. Where this happens, we rely on the EU-US Data Privacy Framework, the European Commission’s Standard Contractual Clauses, or another safeguard allowed under the GDPR.

10. Photography and video

Event Organisers, photographers, or Monster Timing may capture photos and video at events. We may use suitable material for results, event coverage, case studies, website content, social media, or marketing.

To ask us not to use an identifiable image or video of you for promotional purposes, contact us using our contact form with details of the material. We will consider reasonable requests, subject to legal, archival, editorial, and operational limits.

11. How long we keep information

We keep personal data only as long as we need it. Our standard periods are:

• Registration and emergency contact data: 24 months after the event.
• Payment and transaction records: 6 years after the end of the financial year, as required by Irish tax law.
• Published results: kept indefinitely as a historical record, unless you ask us to remove your name.
• Chip recovery records: until the chip is returned or the matter is resolved.
• Enquiries and complaints: 24 months after we close the matter.
• Marketing data: until you unsubscribe or withdraw consent.
• Website server logs: up to 90 days.

We may keep data longer where needed for a legal claim, insurance matter, or dispute. Where we act as processor, the Event Organiser may set different periods.

12. How we protect information

We use access controls, encrypted connections (HTTPS), and reputable service providers to protect personal data. Only people who need the data for their work can access it. Stripe handles all card details, and we never see or store full card numbers.

13. Cookies

We use essential storage needed to run the website and remember your cookie choice. Two kinds of cookies are optional, and each stays off unless you allow it:

• Analytics (Google Analytics 4). Measures visits and how people use pages on this site. It may process technical and usage information such as pages viewed, interactions, browser and device details, and referring pages.
• Advertising (Google Ads). Measures which of our Google ads bring people to this site, so we can see whether our advertising works. It may process information such as the ad you clicked, pages viewed, and browser and device details.

Select Accept all to allow both, Reject all to allow neither, or Choose to allow them separately. You can change or withdraw your choice at any time using Cookie settings in the footer. A Google tag is loaded only for the cookies you allow, and withdrawing consent removes the related cookies set on this site.

14. Your rights

Under the GDPR, you can ask us to:

• give you a copy of your personal data;
• correct inaccurate data;
• delete your data;
• restrict how we use your data;
• send your data to you or another organisation in a portable format; and
• stop using your data where we rely on legitimate interests.

You can also object to direct marketing at any time, and withdraw consent at any time where consent is our legal basis.

To make a request, contact us using our contact form. We may ask you to confirm your identity. We will respond within one month.

15. Complaints

If you are unhappy with how we handle your personal data, contact us first so we can investigate. You also have the right to complain to the Data Protection Commission in Ireland at www.dataprotection.ie.

16. Changes to this policy

We may update this policy from time to time. We will publish the latest version on this page with the date it was last updated.