Privacy Policy

We are Tom Roberts Software. Our address is 24 The Dawneys, Crudwell, Wiltshire, SN16 9HE.

You are the person or organisation who enter into a contract with us for our services or uses the software.

Tom Roberts Software acts as the Data Processor for you.

For the purposes of the Data Protection Act, you are the Data Controller.

The Software is the cloud hosted software application package for event bookings and management.

We are committed to protecting you’re your information and respecting your privacy.

This policy sets out how we use, protect and store any information we collect from you or that you provide to us.

Participant Data is personal data, and some sensitive information is required to ensure your safety and wellbeing at your event. Participant Data also refers to personal information provided by staff and helpers at your event.

Please read this policy carefully to understand our views and practices regarding your data and how we will treat it.

By using the software, you are accepting and consenting to the practices described in this policy.

What information do we collect about you?

We collect information about you when you register with us or place an order for products or services. We also collect information when you voluntarily complete health forms, customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. Photographs and video are taken at our events.

How will we use information about you?

We collect information about you to process your orders, manage your account and, if you agree, to email you about other products and services we think may be of interest to you. We use your information collected from the website to personalise your repeat visits to our website.

Tom Roberts Software will not share your information for marketing purposes. Photographs taken at the events and are used for publicity purposes; this information is processed as a legitimate interest. Photographs and videos are never used with names or combined with any other personal information; they are processed purely for publicity purposes (apart from CCTV).

We will use CCTV on site for crime prevention and participant safety purposes. We may combine the information we receive about you with that from other sources to ensure the safety of everyone attending the events.

Disclosure of your information

Participant Data may be viewed by certain staff at Tom Roberts Software.

We may share some of your information with selected third parties including:

  • Suppliers and sub-contractors for the performance of any contract we enter with you including health information where required.
  • Analytics and search engine providers that assist us in the improvement and optimisation of our site

We may disclose your Participant Data to third parties:

  • If we are under a duty to disclose or share Participant Data in order to comply with any legal obligation, or in order to enforce or apply our standard terms and other agreements; or to protect the rights, property, or safety of our Participants, or others.

Where we store Participant Data

The information we collect from you is primarily stored and managed in the UK, but may be transferred to, stored at and / or processed outside of the UK.

By using the software, you agree to this transfer, storing and / or processing.

We will take all steps reasonably necessary to ensure that your data is treaded securely and in accordance with this privacy policy. All information you provide is stored on our secure severs located within the UK. All payment transactions are handled securely using TLS technology using Stripe. No card information will be seen or processed Tom Roberts Software.

Some parts of the software and our website are protected by a password which we have given you (or you have chosen). You are responsible for keeping this password confidential. We ask you not to share this password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Retention of your information

We keep information about you and how you used our services for 12 months unless there is a specific reason to keep the information for a longer period.

Access to information & correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please email or write to us using the details below. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.


Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, some of our website features may not function as a result.

Changes to this Privacy Policy

This privacy policy will be kept under review and will be regularly updated.

Last Updated: 14/01/2022


Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to