top of page
full logo black.png

PRIVACY POLICY


Tribal Clash Ltd


Last updated: 20/08/2026


1. ABOUT THIS PRIVACY NOTICE


Tribal Clash Ltd (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information.


This Privacy Notice explains how we collect, use, store and share personal information when you:

​

  • enter or participate in one of our events;

  • register through our website or a third-party registration platform;

  • attend an event as an athlete, spectator, volunteer, judge, staff member or other participant;

  • communicate with us;

  • follow or interact with our social media or WhatsApp channels;

  • subscribe to marketing communications;

  • enter competitions or promotions; or

  • otherwise interact with us.

​

We process personal information in accordance with applicable UK data protection law, including the UK GDPR and Data Protection Act 2018.


2. WHO IS RESPONSIBLE FOR YOUR INFORMATION?


The data controller is:
Tribal Clash Ltd
Company number: 15094569
Registered address:
Cabourn House, Station Street, Bingham, Nottinghamshire, England, NG13 8AQ
Email: info@tribalclash.com
Website: www.tribalclash.com


If you have questions about this Privacy Notice or how we use your information, please contact us using the details above.


3. INFORMATION WE MAY COLLECT
Depending on how you interact with us, we may collect:


Identity information, Including your:

  • name;

  • date of birth or age;

  • gender or competition category;

  • athlete/team name;

  • username or athlete ID; and

  • photograph or image.

​

Contact information, Including your:

  • email address;

  • telephone/mobile number;

  • postal address; and

  • emergency contact information.

​

Event and competition information, Including:

  • event entries;

  • competition category or division;

  • team information;

  • heat and lane allocations;

  • scores;

  • times;

  • repetitions;

  • penalties;

  • rankings;

  • results;

  • qualification information;

  • competition history; and

  • prizes or awards.

​

Some of this information may be published publicly as part of event results and leaderboards.


Payment and transaction information. We may process information relating to:

  • event entry fees;

  • purchases;

  • refunds;

  • discounts;

  • promotional codes; and

  • transaction records.

​

Payment card details may be processed directly by our payment providers rather than being stored by us.


Health, accessibility and medical information
Where necessary for the safe operation of an event, we may ask you to provide information relating to:

  • relevant medical conditions;

  • allergies;

  • injuries;

  • accessibility requirements;

  • medications where relevant in an emergency; or

  • other information necessary to protect your health and safety.

​

We will only request health information where we have a genuine reason to do so.


Health information is treated with additional protection because it may constitute special category personal data.

​

Emergency information
We may collect the name, telephone number and relationship of an emergency contact.
Please ensure that you have informed your emergency contact that you have provided their details to us.


Technical information
When you use our website, apps or online services, information may be collected including:

  • IP address;

  • browser;

  • device information;

  • cookies;

  • approximate location;

  • pages viewed; and

  • interactions with our online services.

​

Please see our Cookie Notice for further information.


4. HOW WE COLLECT YOUR INFORMATION
We may collect personal information:

​

  • directly from you;

  • when you register for an event;

  • through our website;

  • through event registration and competition management platforms;

  • through ticketing and payment providers;

  • when you contact us;

  • when you join or follow one of our communication channels;

  • from your team captain where they register a team;

  • from event officials, judges and timing/scoring systems;

  • from photographers and videographers working at our events; and

  • from other service providers involved in delivering the event.

​

5. CIRCLE21 AND OTHER EVENT TECHNOLOGY PROVIDERS
We may use third-party event management and competition technology providers, including Circle21, to help us operate our events.
Depending on the event and services used, these providers may facilitate:

​

  • athlete registration;

  • athlete accounts;

  • event entries;

  • team registration;

  • payments;

  • heat schedules;

  • lane assignments;

  • athlete communications;

  • scoring;

  • leaderboards;

  • competition results; and

  • other event-management functions.

​

When you use Circle21 or another third-party service, that provider may also process personal information in accordance with its own privacy terms.
Where a supplier processes personal information on our behalf, we require appropriate data-protection arrangements to be in place.
Where a third party determines its own purposes for processing your information, it may act as a separate data controller and its own privacy notice will apply.
We recommend reviewing the privacy information supplied by any third-party platform you use to enter or interact with an event.


6. WHY WE USE YOUR INFORMATION
We may use personal information to:
Manage your event entry
Including to:

  • register you;

  • process payment;

  • allocate your division/category;

  • communicate entry information;

  • manage teams;

  • administer cancellations or refunds; and

  • verify eligibility.

​

Operate the competition
Including to:

  • produce heat schedules;

  • identify athletes;

  • record scores;

  • calculate rankings;

  • publish leaderboards;

  • publish results;

  • manage qualification;

  • resolve scoring queries; and

  • administer prizes.

​

Communicate important event information
We may contact athletes about matters such as:

  • registration;

  • event schedules;

  • venue information;

  • athlete briefings;

  • heat changes;

  • weather;

  • safety information;

  • competition changes;

  • results; and

  • other information necessary for the operation of an event.

​

These operational communications are different from marketing communications.
Maintain safety
We may use relevant information to:

  • respond to incidents;

  • provide or arrange first aid;

  • contact emergency services;

  • contact your nominated emergency contact;

  • accommodate accessibility requirements; and

  • manage health and safety at our events.

Improve our events
We may analyse attendance, entries, competition information, feedback and other information to understand and improve our events and services.


7. OUR LAWFUL BASES FOR PROCESSING
Depending on the circumstances, we may process personal information because:
Contract, processing is necessary to enter into or perform our contract with you, including administering your event entry.
Legitimate interests, processing is necessary for our legitimate interests in organising, administering, protecting, developing and promoting our events, provided those interests are not overridden by your rights and interests.
Legal obligation, processing is necessary for us to comply with a legal obligation.
Vital interests, in limited circumstances, processing may be necessary to protect someone's life.
Consent, where appropriate, we may ask you to consent to a particular use of your information.
Where we process special category information, including certain health information, we will also identify an appropriate condition under applicable data protection legislation.


8. WHATSAPP EVENT CHANNELS
We may operate official WhatsApp Channels for our events.
Athletes and other interested people may choose voluntarily to follow these Channels.
Our WhatsApp Channels may be used for:

​

  • athlete announcements;

  • event-day information;

  • timetable and heat changes;

  • venue information;

  • weather or safety announcements;

  • results information;

  • event news; and

  • where clearly indicated, promotional information about our events, products, services, partners or offers.

​

Following an official WhatsApp Channel is optional.
Where WhatsApp's Channel functionality is used, followers' telephone numbers are not displayed to other followers in the way they may be in a conventional WhatsApp Group.
WhatsApp is operated by Meta and use of WhatsApp is also subject to WhatsApp's own privacy terms.
You can unfollow a Channel at any time.
We will not require you to follow a WhatsApp Channel as the only way of accessing information essential to your participation in an event.


9. MARKETING
Where permitted by law, we may contact you about:

  • upcoming events;

  • early-bird entries;

  • tickets;

  • competitions;

  • products;

  • merchandise;

  • services;

  • special offers;

  • event news; and

  • other opportunities that we think may interest you.

Where consent is required, we will ask you to make a clear positive choice to receive marketing.


For example:
☐ Yes, I would like to receive news, event announcements, offers and marketing from Tribal Clash by email.
☐ Yes, I would like to receive news, event announcements, offers and marketing from Tribal Clash by WhatsApp or other electronic messaging services.


We may also send marketing concerning our own similar products and services where applicable law allows us to rely on the existing-customer or “soft opt-in” provisions.
You can change your mind or opt out of direct marketing at any time.
Opting out of marketing will not prevent us from sending communications genuinely necessary to administer an event you have entered.
We will maintain appropriate suppression records so that we can respect marketing opt-outs.


10. SPONSORS AND EVENT PARTNERS
Our events may be supported by sponsors, commercial partners and exhibitors.
We will not automatically provide sponsors with your email address, telephone number or other contact information for their own marketing simply because they sponsor one of our events.
If a sponsor or partner wants to contact you directly for marketing purposes, we will obtain any consent required by law before sharing your information for that purpose.


For example:
☐ Yes, I would like to receive marketing from [NAMED PARTNER] and agree that my contact details may be shared with them for this purpose.
Where appropriate, each partner should be named so that you understand who will receive your information.
This does not prevent us from using suppliers and service providers to process information on our behalf where necessary to operate the event.


11. PHOTOGRAPHY, VIDEO AND LIVESTREAMING
Our events may be photographed, filmed, recorded or livestreamed.
Images, video and audio captured at an event may be used for:

​

  • event coverage;

  • results and highlights;

  • websites;

  • social media;

  • advertising;

  • promotional campaigns;

  • future event promotion;

  • press and media;

  • sponsor reports; and

  • other legitimate promotional activities connected with our events.

​

We will provide appropriate notices at events where photography and filming take place.
Because sporting events may involve wide-angle crowd and competition photography, it may not always be possible to avoid capturing every individual present.
Where a person is the specific focus of content in circumstances where consent or another permission is appropriate, we may obtain additional permission.
If you have a particular concern about photography or filming, please contact the event team.


12. RESULTS AND PUBLIC INFORMATION
Sporting competitions require certain information to be made public.
We may therefore publish information such as:

​

  • athlete name;

  • team;

  • category/division;

  • heat;

  • scores;

  • times;

  • rankings;

  • leaderboard position;

  • podium position; and

  • competition results.

​

Results may remain publicly available after the event as part of the historical sporting record.
We will not intentionally publish information such as your personal telephone number, home address, private email address, emergency contact details or medical information as part of a leaderboard or results service.


13. WHO WE MAY SHARE INFORMATION WITH
Where necessary, we may share personal information with organisations involved in operating or supporting our events, including:

​

  • Circle21 and other registration/competition-management providers;

  • payment processors;

  • ticketing providers;

  • website and hosting providers;

  • email and communication providers;

  • WhatsApp/Meta where you choose to use those services;

  • timing, scoring and leaderboard providers;

  • event venues;

  • event contractors;

  • security providers;

  • first-aid and medical providers;

  • photographers and videographers;

  • livestream and media providers;

  • IT and cloud-service providers;

  • professional advisers;

  • insurers;

  • governing bodies where applicable;

  • law enforcement or regulatory bodies where required by law; and

  • other suppliers genuinely necessary to operate an event.

​

We only provide third parties with information reasonably necessary for the relevant purpose.
We do not sell athlete databases.


14. INTERNATIONAL DATA TRANSFERS
Some of the technology providers we use may process or store information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps required by UK data protection law to protect that information.
Depending on the destination and provider, these safeguards may include UK adequacy regulations or approved contractual safeguards.


15. CHILDREN AND JUNIOR ATHLETES
Some events may permit people under 18 to participate.
Where junior athletes participate, we take additional care when handling their personal information.
Depending on the athlete's age and the nature of the event, we may require information or authorisation from a parent or legal guardian.
We will aim to collect only the information reasonably necessary to administer the junior athlete's participation and protect their safety.
We will take particular care when publishing information, photographs or video involving children.


16. HOW LONG WE KEEP INFORMATION
We will not keep personal information for longer than reasonably necessary.
Different information may be retained for different periods depending on:

​

  • why it was collected;

  • legal requirements;

  • insurance requirements;

  • accounting requirements;

  • potential disputes;

  • safeguarding requirements;

  • sporting records; and

  • whether you continue to have a relationship with us.

​

Financial and transaction records may need to be retained for statutory accounting or tax periods.
Competition results may be retained for longer as part of the historical record of an event.
Medical information collected solely for a particular event will generally be deleted or securely disposed of when it is no longer reasonably required, subject to any legal, insurance or incident-management requirements.


17. SECURITY
We take reasonable organisational and technical measures to protect personal information against:

  • unauthorised access;

  • accidental loss;

  • misuse;

  • alteration;

  • disclosure; and

  • destruction.

Access to personal information is restricted where appropriate to staff, contractors and service providers who require it for legitimate purposes.


18. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, you may have rights including the right to:

  • request access to your personal information;

  • ask us to correct inaccurate information;

  • ask us to erase certain information;

  • ask us to restrict certain processing;

  • object to certain processing;

  • receive certain information in a portable format;

  • withdraw consent where processing is based on consent; and

  • object to the use of your personal information for direct marketing.

The right to object to direct marketing is particularly important. If you ask us to stop using your personal information for direct marketing, we will do so.
Some rights are subject to legal exceptions.
To exercise your rights, contact:
info@tribalclash.com
We may need to verify your identity before responding.


19. COMPLAINTS
If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate.
You also have the right to complain to the UK Information Commissioner's Office (ICO).
Information about making a complaint is available from the ICO.


20. COOKIES AND ONLINE TRACKING
Our websites may use cookies and similar technologies.
Some cookies are necessary for the website to operate. Other cookies, including analytics or advertising cookies, may require your consent.
Further information is available in our Cookie Notice.


21. CHANGES TO THIS PRIVACY NOTICE
We may update this Privacy Notice from time to time, including where our events, technology providers or legal obligations change.
The latest version will be published on our website together with the date on which it was last updated.

22. CONTACT US
For privacy and data-protection enquiries:


Tribal CLash Ltd


Email: info@tribalclash.com


Address: Cabourn House, Station Street, Bingham, Nottinghamshire, England, NG13 8AQ


Website: www.tribalclash.com

bottom of page