This Privacy Policy explains how Asiina Cycling Team, a computer integrated systems design studio that runs track cycling programmes and event timing systems, collects, uses, stores and protects personal information. Asiina Cycling built this policy to be read without a lawyer at your side, and it applies to our website, our timing software, our coaching records and every service we deliver from our hall at 2655 N Garden Dr, Lehi - 84048-5787, United States (US).
1. Introduction
Asiina Cycling Team cares about the people who ride, coach, officiate and watch at our track. We are a small team, and most of the information we hold arrives because somebody chose to train with us, race at one of our timed events or ask us a question. That trust is the foundation of everything we do, so we try to handle personal information the same way we handle a race result: carefully, consistently and with a clear record that can be checked later.
This document describes the information we collect through the website at asiinacycling.lat, through the timing systems we operate at venues, through our scheduling and coaching tools, and through ordinary correspondence by email, telephone or in person. It also explains the choices available to you and the standards by which we hold ourselves accountable. If any part of this policy is unclear, we would rather you asked us than guessed, and our contact details appear at the end.
2. Who We Are
Asiina Cycling Team is the organisation responsible for the personal information described in this policy. We are a computer integrated systems design practice that focuses on track cycling, and our work combines coaching, rider development, event timing, venue scheduling, youth clinics and team logistics.
Our registered address is 2655 N Garden Dr, Lehi - 84048-5787, United States (US). You can reach us by email at service@asiinacycling.lat or by telephone at +18608945939. When this policy refers to we, us or our, it means Asiina Cycling Team. When it refers to you, it means any person whose information we handle, including riders, parents and guardians, coaches, officials, venue staff and website visitors.
3. Scope of This Policy
This policy covers personal information collected through our public website, our enquiry and contact forms, our booking and scheduling tools, our coaching records, our timing software and any related communications. It applies regardless of how you reach us, whether through a browser, a telephone call or a conversation on the apron of the track.
This policy does not cover the independent practices of other organisations, including clubs that host their own races, national governing bodies that manage their own registrations, or third party platforms that you choose to use alongside our services. Where we process information on behalf of a venue or a club, that organisation may also have its own privacy notice, and we encourage you to read it.
4. Information We Collect
The information we hold depends on how you interact with us. We try to collect only what we need to run a programme, a race or a venue responsibly, and we avoid gathering details that serve no clear purpose.
Information you give us directly
- Name and contact details such as email address, postal address and telephone number.
- Date of birth and age category where a programme, clinic or race entry requires it.
- Emergency contact details provided by a rider or a parent or guardian.
- Any message, question or request you send through our contact form or by email.
- Payment or billing details where a fee applies, handled through a secure payment provider.
Information we generate while you ride or race
- Timing records such as split times, lap counts, start times and finish positions.
- Coaching notes, session summaries and progression records created by our coaches.
- Attendance records for squads, clinics and scheduled track sessions.
- Equipment allocations such as loaner bikes assigned to a rider during a clinic.
Information collected automatically
- Technical details such as browser type, device type and approximate location derived from an address.
- Basic usage information describing which pages were visited and when.
- Server logs that record requests to our website for security and reliability purposes.
5. How We Collect Information
Most information reaches us because you provide it. You type it into a form, you say it during a session, or you send it in an email. Other information is produced automatically by the systems we operate, such as a timing gate recording a crossing or a scheduling tool recording a booking.
We also receive limited information from venue operators and clubs that work with us, usually so that a race entry or a scheduled session can be administered correctly. Where we receive information from another organisation, we treat it with the same care as information you give us directly, and we rely on that organisation to have a lawful basis for passing it on.
6. Why We Use Information
We use personal information for a small number of clearly defined reasons, and we do not repurpose it for unrelated activities without telling you first.
- To deliver coaching, squads, clinics and timed events that you or your organisation have requested.
- To publish accurate results and start lists for the races we time.
- To manage scheduling so that track time is shared fairly and safely.
- To answer questions, provide support and follow up on enquiries you send us.
- To keep riders safe by holding emergency contact details and attendance records.
- To maintain our records, improve our services and plan future blocks and seasons.
- To meet legal, accounting, insurance and safety obligations that apply to us.
7. Our Legal Bases
Where data protection law requires us to identify a legal basis for processing, we rely on the following. Consent applies when you choose to receive news from us or to take part in an optional programme. Contract applies when we provide a service you have asked for. Legitimate interests apply when we run and secure our business in ways that do not override your rights, for example preventing misuse of our timing systems. Legal obligation applies when a rule requires us to keep or disclose information, such as safety or tax records.
Where we rely on consent you may withdraw it at any time, and withdrawing consent never affects the lawfulness of what we did before you withdrew it. Where we rely on legitimate interests we carry out a balancing exercise and keep a record of it.
8. Timing and Performance Data
Timing data is central to what we do, so it deserves a clear explanation. Our event timing systems record the moment a rider crosses a gate, along with the split and lap information that follows from it. This data is used to compute results, publish start lists and help coaches and riders understand progress over time.
Results at a public race are, by their nature, public, and we may publish finish orders, times and rider names in a start list or a result sheet. Beyond that, we treat performance records as confidential to the rider and their coaching relationship. We do not sell timing data, we do not share detailed progression records with advertisers, and we do not allow a third party to build an independent profile of a rider from our systems.
We keep a complete event log for each race we time, because a protest or a question can only be answered properly with evidence. Access to those logs is limited to the crew that needs it to administer the event, and they are retained only for as long as the rules of the event and our own record keeping require.
11. Service Providers
A small number of trusted providers support our work, including website hosting, email delivery, payment processing and general productivity tools. Each provider is chosen with care and is bound by a contract that limits it to using your information for the purpose we have agreed.
We review our providers periodically and we prefer those that keep data within regions we can monitor and that publish clear security practices. If a provider can no longer meet our standard, we replace it rather than accept a lower level of protection.
12. How Long We Keep Information
We keep personal information only for as long as it serves the purpose for which it was collected, plus any period required by law. Enquiry messages are generally kept for a reasonable period so that we can follow up, attendance records are kept for the duration of a programme and a short period afterwards, and timing records are kept for as long as the relevant event rules and our record keeping standards require.
When information is no longer needed, we delete it or anonymise it so that it can no longer be linked to a person. Where a legal requirement forces us to retain certain records, we isolate them from routine use and keep access to them restricted.
13. How We Protect Information
We protect personal information with a combination of technical and organisational measures. Access is limited to people who need it, connections to our systems are encrypted in transit, and our timing systems write to a local database first so that a network problem cannot corrupt or lose a race record.
We train the crew on the importance of confidentiality, we use strong authentication for administrative accounts, and we keep backups separate from live systems. No method of storage is perfectly secure, so we also maintain a response plan that allows us to act quickly if something goes wrong, including notifying affected people and any relevant authority where the law requires it.
14. Privacy for Children
Many of the riders we serve are young, so privacy for children receives particular attention. For a rider under the age of majority in their location, we collect information only with the involvement of a parent or guardian, and we limit what we hold to what a clinic or a squad genuinely needs.
We do not knowingly collect personal information from a young child through our public website without parental involvement. If a parent or guardian believes that a child has provided information to us without their knowledge, they should contact us and we will remove it promptly. Coaches are instructed to discuss a young rider progress with the family and never to publish a young rider personal records beyond an official result sheet.
15. Your Privacy Rights
Depending on where you live, you may have rights over the personal information we hold about you. These commonly include the right to know what we hold, the right to ask for a copy, the right to correct an error, the right to ask us to delete information, the right to restrict or object to certain processing, and the right to receive information in a portable format.
To exercise a right, contact us using the details at the end of this policy. We will verify your identity before acting, and we will respond within the period the applicable law allows. If we cannot carry out a request, we will explain why and tell you what options remain. You also have the right to complain to a data protection authority in your region, though we would appreciate the chance to resolve the matter with you first.
16. Your Choices
Beyond the formal rights above, you have practical choices about how we communicate with you. You may opt out of news and announcements at any time while continuing to receive essential messages about a programme or an event you have entered. You may ask us to contact you by a particular channel, and you may ask us to stop using a photograph of you for our own descriptive purposes.
You are never required to provide optional information in order to receive a service. If a field on a form is not needed to run the programme or the race, leaving it blank is entirely acceptable.
17. International Transfers
We are based in the United States, and most of our information is stored within the country. Where a service provider operates infrastructure elsewhere, we take steps to ensure that information continues to receive an appropriate level of protection, whether through contractual safeguards or through a recognised legal mechanism.
If you are located outside the United States and you contact us or take part in a programme, your information may be transferred to and processed in the United States, where our team and our systems are located. By using our services you understand that this transfer is necessary for us to provide them, and we apply the same care to that information wherever it is stored.
18. Third Party Links
Our website may link to the websites of clubs, governing bodies, venues or results platforms that we do not control. This policy does not apply to those destinations, and we cannot promise how they will handle your information. We encourage you to read the privacy notice of any site you visit after leaving ours.
A link from us is not an endorsement of everything that appears at the other end, and we are not responsible for the content or the practices of an external site. If you believe a link we provide leads somewhere harmful or misleading, please tell us so that we can review it.
19. Changes to This Policy
We may update this policy from time to time to reflect a change in our services, our providers or the law. When we make a material change we will update the date at the top of the page and, where appropriate, draw attention to the change through our usual channels.
Continuing to use our services after an update means that you accept the revised policy. If you do not agree with a change, you may contact us to discuss it or stop using the affected service. We keep earlier versions available on request so that you can see what has changed over time.
20. How to Contact Us
If you have a question about this policy, a request about your information or a concern about the way we have handled something, please contact us. We treat privacy enquiries as a priority and we will respond within two working days wherever possible.
Asiina Cycling Team
2655 N Garden Dr
Lehi - 84048-5787
United States (US)
Email: service@asiinacycling.lat
Phone: +18608945939
We are grateful that you took the time to read this policy, and we are glad you are part of the track.