The personal data collected on the entry form should only be retained for as long as it is needed. Racesignup will delete all entry data five years after the event has taken place. Before the five years has passed event data will be archived as specified by the event organiser.

The archive settings are on The Event tab and also available when creating or cloning a new event:

Archive level

Select from:

• Delete event and all data. The event setup, entry data and all financial information will be deleted.
• Delete only entries and payments (retain as template). The event setup, courses, classes, fees, etc are kept so that the event can be used to clone to a new event. Entry data and payments are deleted. This is the default.
• Anonymise all personal data (retain for insight). All data is retained. All entry data is anonymised:
  • first and last names are removed
  • email addresses and telephone numbers are deleted
  • dates of birth are converted to year of birth
  • postcodes are truncated to the outer code (e.g. BH25)

Archive schedule

The selected archive action will be taken as per the schedule on the basis of the event date. Select from:

• 4 weeks
• 18 months This is the default.
• 1 day

How this will be introduced

The archive settings became available in January 2024. The archiving process will commence on 1st February 2024. In order to give event organisers enough time to adjust the archive settings on old events, the process will not include the default option until 1st July 2024. As always, we are here to help so please feel free to talk to us about any concerns you may have.

Health information

The health information collected on the entry form will be deleted between five and seven days after the event. See How to collect health information for guidance.