Privacy Policy

Pitform is owned and operated by Varvara LLC dba Axacraft. This Privacy Policy explains how Axacraft handles personal information through the Pitform website, application, tenant subdomains, event pages, registration flows, ticketing, check-in tools, voting pages, participant tools, administrator tools, demo requests, and related event operations.

Event organizers also control parts of the event experience. They decide what events to run, what registration information to request, what rules to apply, what results to publish, and how to communicate with participants and attendees.

By using Pitform, registering for an event, submitting a vehicle, voting, making a payment, requesting a demo, or interacting with the platform, you understand that your information is handled as described in this Policy.

We collect information needed to provide Pitform and support event operations.

Contact and account information includes name, email address, phone number, organization, club, venue, event company, role, login details, and account access information.

Event registration information includes event selection, registration type, ticket or pass type, entry status, check-in status, timestamps, notes, and event-specific fields requested by the organizer.

Vehicle and participant information includes vehicle year, make, model, class, category, description, modifications, photos, participant profile details, and other vehicle entry information.

Payment and order information includes purchase amount, order status, transaction reference, purchased items, registration fees, vendor spaces, sponsorships, merchandise, platform fees, refund status, connected-account status, payout visibility, and other event-related charges. Payments are processed through Stripe, and full card details are handled by Stripe.

Voting and results information includes ballots, votes, anonymous voting-device identifiers, judging inputs, category results, award outcomes, review activity, and publishing status.

Technical information includes IP address, browser type, device information, logs, session data, cookies, analytics data, error events, and platform usage information.

Communication information includes demo requests, support messages, organizer messages, participant notifications, email delivery status, and related communication records.

We use information to provide, operate, support, secure, and improve Pitform.

This includes event setup, registrations, ticketing, check-in, QR code workflows, participant lookup, vehicle profiles, voting, results review, awards, Stripe payments, refunds, exports, reports, and organizer tools.

We also use information to authenticate users, protect accounts, enforce tenant isolation, prevent duplicate voting, send confirmations, send event updates, send operational notices, respond to support requests, and handle security-related communications.

Technical and usage information helps us keep the platform reliable, understand how workflows perform, prevent abuse, debug issues, and improve the product.

Organizers decide how their events are configured in Pitform. This includes what information is collected, which fields are required, how registration works, how ticketing works, how classes are organized, how voting is configured, when results are reviewed, and what information is published.

Organizers can access and export event data for their organization, including participant, ticket, vehicle, check-in, order, refund, and results records. Organizer use of exported data is controlled by the organizer, not solely by Pitform.

Some privacy or deletion requests may need to be coordinated with the organizer because the organizer controls certain event records and event-specific decisions.

Public event pages can display event details, organizer-provided content, participant information, vehicle profiles, vehicle photos, classes, sponsors, vendors, voting status, awards, and results.

Participant vehicles and related profile information can be visible publicly when an organizer enables those features. Results can be displayed after voting is completed or after the organizer publishes them.

Contact details, full payment card details, staff PINs, admin-only exports, and unpublished results are not intended to be public through normal platform behavior.

We share information when needed to operate Pitform, support events, process payments, communicate with users, comply with law, protect the platform, or work with trusted service providers.

Event organizers receive the information they need to manage their event, including participant records, tickets, vehicles, payment status, voting data, results, exports, and event communication.

Stripe receives information needed to process payments and manage transaction records.

Service providers may receive information needed for hosting, authentication, database, storage, email delivery, analytics, security, monitoring, customer support, and other platform operations.

Information can become public when it appears on public event pages, vehicle profiles, published results, awards, or other organizer-enabled public views.

We may also disclose information if required by law, to respond to valid legal requests, to prevent fraud or abuse, or to protect Pitform, users, organizers, participants, or the public.

Payments on Pitform are processed through Stripe. Stripe collects payment card details, billing information, and transaction data under Stripe's own terms and privacy policy.

Pitform receives limited payment-related information, such as payment status, transaction reference, order details, purchased items, amount paid, platform fees, refund status, connected-account status, payout status, and related event records.

Pitform does not receive or store full payment card numbers or card security codes.

Pitform uses cookies, session storage, analytics, and similar technologies to support the website and application.

These tools help keep users signed in, support registration flows, remember session information, maintain staff PIN sessions, support anonymous voter-device identification, measure performance, understand product usage, prevent abuse, and improve reliability.

Pitform may use privacy-conscious analytics and hosting telemetry, including Vercel-style analytics, to understand usage, performance, errors, and reliability. Pitform does not use this information for cross-context behavioral advertising based on current platform behavior.

You can adjust cookie settings through your browser, but some parts of the platform may not work correctly without required cookies or session storage.

Pitform uses service providers for hosting, authentication, database, storage, email, analytics, payments, infrastructure, and support operations. These providers process information as needed to provide their services to Pitform.

Current platform evidence includes services such as Vercel, Supabase, Clerk, Resend, and Stripe.

Pitform does not sell personal information and does not share personal information for cross-context behavioral advertising based on current platform behavior.

We keep information as long as needed to provide Pitform, support organizers, maintain event records, process payments, resolve disputes, comply with legal or accounting obligations, prevent abuse, maintain security, and improve the platform.

Event records may remain available after an event ends so organizers can access registrations, tickets, exports, payment records, results, awards, reports, and participant history.

Retention periods vary based on the type of information, the event workflow, account status, legal requirements, and operational needs.

Depending on where you live, you may have rights to request access, correction, deletion, or a usable copy of personal information.

You may also opt out of non-essential communications where available.

Some requests need to be handled with the event organizer because organizers control certain event data. We may also retain information for legal, payment, tax, security, fraud prevention, dispute resolution, or operational reasons.

Privacy-related requests can be submitted by contacting us through the website.

Some privacy laws, including California privacy laws, give eligible residents additional rights. Pitform does not state here that it meets every threshold for every state privacy law, but you may still contact us through the website with access, correction, deletion, copy, opt-out, or similar requests.

We use reasonable technical and organizational safeguards to protect information handled by Pitform.

No internet service can guarantee complete security. We work to protect organizer, participant, vehicle, voting, payment-related, and event data from unauthorized access, misuse, loss, or alteration.

Users and organizers are also responsible for protecting account access and limiting access to authorized people.

Pitform is not directed to children under 13. Events may include families or minors as attendees or participants, but organizers should collect minor information only when appropriate for their event and applicable law.

If an organizer collects information involving minors, the organizer is responsible for obtaining any required permissions and complying with applicable laws or event requirements.

Pitform can link to third-party websites or services, including organizer websites, venues, sponsors, social platforms, Stripe, maps, ticketing references, or other event-related tools.

Those third-party services are not controlled by Pitform, and their privacy practices are separate from this Policy.

We may update this Privacy Policy as Pitform changes, as new features are added, or as legal or operational requirements evolve.

When updates are made, the revised policy will be posted with an updated effective date.

Privacy questions can be sent by contacting us through the website. This Privacy Policy is a strong operational draft and is not a substitute for legal advice from your attorney.