Actio Grid Privacy Policy for Warwick Sport

Introduction

Please read this privacy statement carefully as it sets out how Actio Grid Limited ("us" "we" or “the service”) uses your personal information. The service is known as "Actio Grid".

When you use Actio Grid, you do so as part of another organisation ('organisations that use our services', 'your organisation'). Actio Grid is independent from the organisations that use our services. Warwick Sport is an organisation that uses Actio Grid.

If you have any questions about this privacy statement please contact us at info@actiogrid.com.

Last update 16-JUL-22. We may change this privacy notice periodically by updating this page. When we do this we will update this date. Additionally, reasonable steps will be made to make you aware of any changes will be actioned, such as by sending you an email. We also recommend that you regularly remind yourself of this policy by visiting this page.

Privacy policy version: This version of the privacy policy is customised to Warwick Sport. You can see a generic version here. The policies are the same, except that this version clarifies when specific policies relate to oranisations such as Warwick Sport.

What is covered by this document and what is not?

This document focus on how we process your data.

This document does not cover the rules you must follow; this is covered in our Terms and Conditions.

Information we collect

When you use Actio Grid, please bear in mind that we may record:

  • Your name, and email address.
  • Your password is stored in a hashed form i.e. not plain text and not visible to any user or administrator. Nevertheless, you should always use a unique password, different from any other online services you may use. You must not share this password with anyone.
  • Activities that you complete either from a connected account (if connected) or entered manually, this includes a record of when you create or remove an activity, the details of the activity, such as time, duration and (if connected) a link to the version of the activity in the connected account
  • Details of your connected accounts (third party activity providers, such as Strava and Fitbit), including the details to connect to the connected account API to access your profile and activity information there; but never the password of your connected account.
  • Details of your team and the competitions you have entered.
  • Details of any settings you've configured.
  • For the purposes of usage statistics: the areas of the website that you visit, information about your device, such as which browser you are using, your network location, the type of connection you are using (e.g. broadband, ADSL etc) and your IP address.

Cookies

We use cookies to record and track some of these details. We only use cookies required to run the system effectively. By using Actio Grid you agree to our use of cookies.

How is your data processed?

  • Activities you complete, along with the data associated with each (e.g. distance, time, activity type) and your name, are visible to all members who are in some competition in common with you. All such members must know the join code or match a list of predefined emails.
  • Competition Managers can see a record of all activities, teams and competitions - this is restricted to the relevant members of your organisation, such as Warwick Sport, for the purposes of administering the competition.
  • System Administrators can see a record of all activity within the system for the purposes of administering, managing and maintaining the system.

How will we contact you?

There are two types of email that may be sent by Actio Grid: mandatory emails and optional emails.

Mandatory emails.
Mandatory emails are restricted to those necessary to perform the function of the service, you cannot opt out of such emails.

  • We will email you to respond to a query or complaint.
  • We will email you to verify your email address is valid.
  • We may email you in the course of managing your account, for example password resets.
  • We may email you to inform you of important changes to the system, such as an update to our privacy policy, terms and conditions, changes to any other policies, the introduction of any new policies, the removal of features which you currently use, or a substantive change which requires you to take action. This does not include promotional emails, such as for new features.
  • We may email you if we consider you to have violated our terms of condtions, including details of any action we have taken or will take.
  • We may email you to notify you of a data breach involving, or possibly involving, your data. We may email you if we consider your account to be vulnerable.
Optional emails.
The following emails are sent only if you sign up to receive them. You can opt out from them at any time in settings dashboard.
  • We may email you regarding upcoming competitions within the orgaisations you are a part of, such as Warwick Sport, providing you sign up to these emails.
    These emails may be sent by Actio Grid on behalf of the competition manager of the orgaisations you are a part of (such as Warwick Sport) . Actio Grid does not take responsibility for the content of emails sent on behalf the competition manager.
  • We may email you regarding the progress of the competitions you enter, providing you sign up to these emails. You can make a choice for each competition you sign up for.
    These emails may be sent by Actio Grid on behalf of the competition manager of the orgaisations you are a part of (such as Warwick Sport) . Actio Grid does not take responsibility for the content of emails sent on behalf the competition manager.
  • We may email you to promote our services, providing you sign up to these emails.

Any email sent on behalf of the competition manager of the organisation you are a part of is sent through Actio Grid, we do not send your data (including email address) to the organisation (such as Warwick Sport) . If you reply to an email your email address will be visible to the recipients.

Emails we don't sent.
  • We don't send emails to promote our own services, except as laid out above.
  • We don't send emails to promote the services of the organisations that use our services, including Warwick Sport, except as laid out above.
  • We don't send emails to promote the services of other organisations. "Other organisations" in this item don't include Actio Grid or the organisations that use our services, including Warwick Sport, which are covered by the preceeding items.
  • We will never contact you requesting your password. You must not share your password with anyone.

How do we protect your personal information?

We're strongly committed to keeping your information safe by ensuring that account access to the server is restricted. Additionally, only users verified by entering the correct joining code can access the system. However no service can be completely secure, so if you have concerns that your account may be compromised, please contact us immediately.

How can your information be deleted?

You can request your account is deleted by emailing info@actiogrid.com. Some data may be retained, but this can't be linked back to you.

All of your activities will be deleted, but bear in mind that this will affect all past competitions you have been involved in; including decreasing the points count for your teams. You will no longer be a participant in any current or future competitions, unless you rejoin the system.

At our discretion, we may delete any information we store.

What are my rights?

You have the right to request a copy of your information, ask us to correct information that's wrong, to delete it or to request that we only use it for certain purposes. Please note this is not an exhaustive list.

How your data is managed by organisations that use our services (such as Warwick Sport)

Please note as part of the competition you may be required to provide additional information to organisations that use our services, such as Warwick Sport, independently of this system. This falls outside the scope of the policies of Actio Grid Limited.

The following information is provided only as a guide by Warwick Sport to help you understand how they manage your data. Please refer to Warwick Sport directly for information on how they manage and process your data. We does not take responsibility for this content.

Privacy information from Warwick Sport

The challenge is run by Warwick Sport.

If you have any questions about this privacy statement please contact us at warwicksport@warwick.ac.uk.

  • Warwick Sport requires you to submit information to Warwick Sport on the Warwick University Website before receiving an invitation to join the system. You will need to agree to the relevant policy regarding this data separately when you submit this information to Warwick Sport.

Consent

You need to consent to use the system. If you do not wish to consent, or wish to revoke your earlier consent please logout and email info@actiogrid.com to discuss further.