Privacy Policy

Data we collect

Depending on how you use Be-FoRCE, we may collect:

• Account information — name, username, email address, password (stored hashed), account type (admin, team/club, event organizer, or individual), organization name, WhatsApp phone number, and profile picture if you upload one.
• Team and organizer profiles — contact details, addresses, and other information you enter for your club or event-organizer account.
• Athlete information — full name, date of birth (used for age-group eligibility), team affiliation, and competition records such as entry times and results.
• Competition registrations — event entries, relay team compositions, notes, and related registration data, including entries imported offline by organizers.
• Payment materials — payment proofs you upload for registration or competition fees, and related invoice references.
• Support messages — messages sent through our contact form, including your name, email, and phone if provided.
• Technical data — access and error logs, and files stored on our infrastructure (for example registration documents and certificates).

How we use data

We use personal data to:

• Operate the platform and run swimming competitions (setup, documents, entry processing, results, standings, certificates, and records).
• Assign athletes to age categories using date of birth.
• Process competition registrations and communicate status (approval, rejection, starting lists).
• Issue invoices and payment references where applicable.
• Approve and administer accounts under our role-based access model.
• Provide support and respond to enquiries.
• Protect the platform (logging, abuse prevention, and security).

What is public and what is restricted

Competition listings, published results, standings, meet programs, and athlete names and affiliations in results contexts may be publicly accessible so the community can follow meets.

Birth dates are never published. Date of birth is used only for age-group eligibility and operational needs of organizers and platform administrators. We do not display full dates of birth on public pages.

How we share data

• Event organizers see registration and athlete details for competitions they run.
• Teams and clubs see their own roster and records through dashboard tools.
• Platform administrators access data as needed to approve accounts and competitions and to operate the service.
• Infrastructure providers — including Google Cloud Storage (file storage), Zeptomail (transactional email), and our hosting provider — process data only to deliver the service.

We do not sell personal data.

Retention

We keep account data while your account is active. Competition results, records, and certificates are retained as part of the historical record of meets run on the platform. Payment proofs and registration materials are kept with the related competition records. Operational logs are retained for security and reliability purposes.

Children and minors

Youth swimming is a core use case for Be-FoRCE. Athlete profiles for minors are typically created and managed by clubs, event organizers, or guardians for the purpose of competition entry and age-group eligibility. If you believe a child’s data was provided without appropriate authority, contact us and we will take reasonable steps to address it.

Security

We use role-based access controls, password hashing, account approval workflows, and logging to protect personal data. No method of transmission or storage is completely secure; we work to keep protections appropriate to the sensitivity of the data we handle.

Your rights

Subject to applicable law (including Indonesia’s Personal Data Protection Law), you may have rights to access, correct, or request deletion of your personal data, and to withdraw consent where processing is based on consent. Some competition records may need to be retained for historical results and official meet documentation. To exercise rights, contact us using the details below.

Cookies

Be-FoRCE uses only essential cookies and similar storage required to run the site — primarily session cookies (to keep you signed in) and CSRF cookies (to protect forms). We do not currently run third-party advertising trackers on the platform.

Changes to this policy

We may update this policy from time to time. The effective date at the top of this page will change when we do. Continued use of the platform after an update means you accept the revised policy.

Contact

Questions about this policy or your personal data? Reach us via our contact page.