Terms and Conditions

Race Day Vault is a sports event photo distribution platform, available at racedayvault.com, operated by João Ascenso, sole trader, Portuguese tax ID (NIF) 214674185, with professional address in Leiria, Portugal. Contact: info@racedayvault.com.

These Terms and Conditions govern the use of the Race Day Vault platform by all parties: Organizers (who purchase the service), Photographers (who upload photos) and Athletes (who access the public gallery).

Accessing or using the platform implies full acceptance of these terms. If you do not agree, you should not use the service.

Race Day Vault lets sports event organizers make photos available to participants, searchable by bib number or face recognition. The service includes:

• Bulk photo upload by the organizer and photographer team;
• Automatic bib number indexing via OCR;
• Customizable public event page;
• Photo search by bib number;
• Photo search by face recognition;
• Download of individual images and as a ZIP archive;
• Optional watermark on previews;
• Photo sales;
• Statistics dashboard for the organizer;

The service is contracted per event by the Organizer. Activation of an event only occurs after payment of the agreed fee. The price in effect is the one quoted at the time of application or purchase in the dashboard.

Unless stated otherwise, each purchased event grants access to the service until its archive date (set by the Organizer, or a maximum of 6 months). No refunds are issued after event activation, except for proven service failure attributable to Race Day Vault.

The invoice for each payment is issued by Race Day Vault and sent to the email provided at registration.

The Organizer agrees to:

• Be the data controller for the uploaded images under GDPR, and ensure there is an adequate legal basis for publishing participants' photos (e.g., a clause in the event's registration terms);
• When enabling face recognition search, obtain the participants' explicit consent for the processing of biometric data (Art. 9 GDPR) — for example through an opt-in at registration — including, for minors, the consent of the holders of parental responsibility;
• Not upload illegal, defamatory, obscene content or content that infringes third-party rights;
• Inform athletes of the platform's existence;
• Keep the photographer team's access codes confidential and revoke those of collaborators who stop working on the event;
• Provide true and up-to-date billing information.

The Photographer, by joining an event with an access code, confirms that:

• They took the photos or have the author's authorization to upload them;
• The images do not contain illegal, violent or sexually explicit content;
• They accept that the photos will be processed by the platform (OCR, thumbnail generation, watermark if enabled) and made publicly available in the event gallery.

Race Day Vault does not claim ownership of uploaded photos. The Organizer and Photographers retain all rights to their content and grant Race Day Vault only the license needed to process, store and serve the photos within the contracted service.

The platform's logo, brand, design and code are the property of Race Day Vault and may not be reproduced without written authorization.

Athletes access the public gallery for free and without needing an account. Access is via the event URL, shared by the Organizer. Race Day Vault is not responsible for the Organizer sharing or not sharing that link.

Downloading photos is allowed for personal use. Any commercial use of the photos is subject to the author's/photographer's authorization.

When the Organizer enables the image sales feature, Athletes can purchase event photos directly from the public gallery.

• Price: set by the Organizer in the dashboard. Race Day Vault retains a platform commission on each transaction, stated when the feature is activated; the remainder is transferred to the Organizer.
• Payment processing: payments are processed by Stripe. Race Day Vault does not store card data; payment data is subject to Stripe's privacy policy.
• License to the buyer: purchasing an image grants the Athlete a personal, non-exclusive, non-transferable license for non-commercial use (printing, personal sharing on social media). Any commercial use — advertising, resale, paid editorial — requires the photographer's written authorization.
• Seller: the seller of the images is the Organizer. The purchase is processed through the Organizer's Stripe account, and the Organizer is responsible for issuing the sales invoice to the Athlete and meeting the related tax obligations. Race Day Vault acts solely as a technical platform and charges the stated commission.
• Delivery: once payment is confirmed, the download is immediately available on the platform.
• Right of withdrawal and refunds: as this is digital content supplied immediately, by completing the purchase the Athlete expressly consents to the immediate supply of the content and acknowledges that, upon delivery, they lose the 14-day right of withdrawal provided for in Decree-Law 24/2014 (EU Consumer Rights Directive). In case of proven technical error (e.g., corrupted file or unavailable download), the Athlete may request a refund at info@racedayvault.com within 14 days.
• Organizer responsibility: the Organizer is responsible for ensuring they hold the rights needed to sell the images (including agreements with the photographer team). Race Day Vault is not a party to the commercial relationship between the Organizer/photographer and the buying Athlete.

Race Day Vault strives to keep the platform available, but does not guarantee uninterrupted availability. Scheduled maintenance is announced with reasonable notice. There is no SLA guarantee on the current plan.

OCR indexing success rate depends on photo quality and bib legibility. Race Day Vault does not guarantee that every bib in every photo will be detected.

To the maximum extent permitted by applicable law, Race Day Vault is not liable for:

• Content uploaded by Organizers or Photographers that infringes third-party rights;
• Indirect losses, loss of profits or consequential damages arising from use or inability to use the platform;
• OCR bib detection failures resulting in unindexed photos;
• Unavailability of third-party services the platform depends on.

Race Day Vault's maximum liability to the Organizer is limited to the amount paid for the event in question.

The processing of personal data on the platform is described in detail in the Privacy Policy. The Organizer acts as the controller for participants' images; Race Day Vault acts as a processor for that data.

Race Day Vault reserves the right to suspend or terminate access for any user who violates these Terms, without prior notice in serious cases (illegal content, fraud). In less serious cases, a reasonable period is given for correction.

The Organizer may request deletion of their account and all associated data at any time by sending a request to info@racedayvault.com. Deletion is irreversible and occurs within 30 days.

These Terms may be updated. In case of material changes, registered Organizers will be notified by email at least 30 days in advance. Continued use of the platform after that period implies acceptance of the new Terms.

These Terms are governed by Portuguese law. Any dispute shall be submitted to the courts of the Lisbon district, without prejudice to mandatory consumer protection rules. In case of a consumer dispute, the consumer may resort to alternative dispute resolution bodies, such as CNIACC — Centro Nacional de Informação e Arbitragem de Conflitos de Consumo or the Lisbon Consumer Dispute Arbitration Centre (CACCL).

Electronic complaints book (livro de reclamações) available at livroreclamacoes.pt.

For questions about these Terms: info@racedayvault.com

This annex forms an integral part of the Terms and governs the personal data processing that Race Day Vault (processor) carries out on behalf of the Organizer (controller): the participants' photographs and, when selfie search is enabled, the biometric data derived from them. Processing lasts from upload until the event is deleted.

• Instructions: Race Day Vault processes this data only on the Organizer's documented instructions, given through the platform's features (upload, feature activation, deletion), and solely to provide the service described in these Terms;
• Confidentiality: persons authorized to process the data are bound by confidentiality obligations;
• Security: Race Day Vault applies appropriate technical and organizational measures, including encryption in transit, per-account and per-event access controls, and certified infrastructure providers;
• Sub-processors: the Organizer gives general authorization for the use of specialized technology providers (hosting, storage, payments, communications and search features), bound by contracts with safeguards equivalent to those in this annex. Provider changes affecting this processing are communicated at least 30 days in advance, and the Organizer may object on justified grounds;
• Assistance: Race Day Vault provides reasonable assistance to the Organizer in responding to data subject requests and in meeting security and impact assessment obligations;
• Data breaches: Race Day Vault notifies the Organizer without undue delay after becoming aware of a personal data breach affecting the data processed on their behalf;
• Deletion: at the end of the service (event archiving, early deletion by the Organizer or account deletion), the data is deleted as described in the Privacy Policy, except where retention is required by law;
• Information and audits: Race Day Vault makes available to the Organizer the information necessary to demonstrate compliance with Art. 28 GDPR and allows reasonable audits, upon written notice and without access to third-party data.