Privacy Policy

GripRank is operated by BFF Climbing Pte. Ltd ("BFF Climbing", "GripRank", "we", "us", or "our"), located at 2 Kallang Ave, #01-20, Singapore 339407.

This policy explains how we handle personal information when you visit GripRank, create an account, register for or run a competition, or use a GripRank competition page. It applies to organisers, staff, judges, athletes, parents and guardians, and visitors.

Depending on how you use GripRank, we may collect:

• account information, such as your name, email address, sign-in identifier, role, and organisation membership;
• registration information, such as an athlete's name, date of birth, gender category, school, club or team, competition selections, emergency details, and guardian contact details where an event requires them;
• competition information, such as attendance, start lists, scores, judging records, rankings, and published results;
• payment and transaction information needed to process or reconcile a registration, refund, or chargeback. We do not store full payment-card numbers on our own servers;
• messages and information you send to our support team; and
• when you use the optional preview chatbot, your questions, the chatbot's replies, and a random session identifier. We mask obvious contact details and credential-like text before saving;
• when you choose to connect GripRank to ChatGPT, limited organiser, competition, and tool-usage information needed to answer your request;
• limited technical and usage information, such as device, browser, performance, and error information.

We use personal information to operate GripRank and the relevant competition. This includes to:

• create and manage accounts, permissions, and access;
• process registrations, payments, refunds, and chargebacks;
• check category eligibility, prepare start lists, run competitions, and publish results;
• respond to support requests and protect the service, participants, and competition integrity; and
• measure reliability and improve GripRank using aggregated or limited analytics and performance information.
• review saved preview chatbot conversations internally to find missing or incorrect answers and improve the chatbot. We do not currently use these saved transcripts to train Jev or other models, or submit them for third-party model training. Any future training use requires a separate review of the data and an appropriate permission or other legal basis.

Climbing competitions may involve children and young people. Organisers and anyone registering an athlete must have the authority to provide the information they submit and, where required, obtain parent or guardian consent.

We process young athletes' information for legitimate competition administration, safeguarding, registration, scoring, and results purposes. We do not knowingly use children's information for unrelated advertising.

Competition results are intended to be public. A published result may include an athlete's name, school, club, and ranking, together with competition and score information needed to explain the result.

We do not intentionally publish contact details, dates of birth, payment details, guardian details, passcodes, or other sensitive registration information in public results.

We share information only when needed to run GripRank, a competition, or our business. This may include:

• authorised organisers, judges, and event staff who need information to administer a competition;
• Stripe for payment processing, refunds, and chargeback handling;
• Clerk for account authentication and sign-in;
• Google Cloud and Firebase for application infrastructure and data services;
• Vercel for website hosting and performance services; and
• Google Sign-In, OpenAI when you choose to use the ChatGPT connection, and any analytics providers we actually use to provide, secure, or improve GripRank.

These providers may process information outside Singapore. We use them only for the purposes described here and take reasonable steps to protect information in line with applicable law.

You may choose to connect your GripRank organiser account to ChatGPT. When you use that connection, OpenAI receives the requests you send in ChatGPT and the limited GripRank tool responses needed to answer them. Those responses may include organisation and competition information and, for an authorised exact participant lookup, limited registration, category, payment-status, and check-in information.

The GripRank ChatGPT tools are read-only: they cannot create, change, publish, or delete GripRank records. They do not provide participant lists, contact details, dates of birth, guardian details, passcodes, payment-provider identifiers, scores, or judging attempts. GripRank may provide a direct link and instructions so you can complete an authorised change yourself in GripRank.

GripRank records limited technical audit information about tool calls, such as the tool used, hashed references, outcome, and time. We do not store your raw ChatGPT prompt in this audit log. OpenAI handles information under your ChatGPT account settings and its own applicable terms and privacy policies. You can disconnect GripRank from ChatGPT through your ChatGPT settings.

We retain published sporting results, including the public fields described above, as an indefinite historical archive of a competition.

We retain registration, account, check-in, and competition-administration records for seven years after the relevant competition. We retain payment, refund, and chargeback records for seven years. Backups are normally retained for up to 90 days.

When preview chatbot logging is enabled, saved question-and-answer turns have a 30-day deletion deadline. We do not store an IP address or account identifier in these records.

After the applicable retention period, we delete or anonymise personal identifiers unless we need to retain information longer to meet a legal obligation, resolve a dispute, enforce an agreement, or protect the security and integrity of the service.

You may contact us to ask about access to, correction of, or deletion of your personal information. We may need to verify your identity and may not be able to remove information that must be retained or is part of the published sporting-results archive.

We aim to respond to privacy requests within 30 days. If we need more time or cannot fulfil a request, we will explain why.

We use reasonable technical and organisational measures to protect personal information. No online service can guarantee absolute security, so please keep account credentials confidential and notify us if you suspect unauthorised access.

We may update this policy as GripRank changes. The current version will always be available on this page. For privacy questions or requests, email contact@griprank.com.