Privacy notice

Player privacy notice

Who we are

Quoll-Q Ltd, company number 16375732, registered office 17 Glendower Road, London, England, SW14 8NY, operates Quoll-Q and is the controller for the processing described here. Privacy contact: quollqad@gmail.com, or write to the registered office. Privacy Lead: Iain Saka Simmons, contactable at quollqad@gmail.com. Quoll-Q has not appointed a statutory Data Protection Officer. Effective date: when published; version 1.5.

Data we use and why

To create an account we collect email address, password credentials through the authentication service, a unique username and a display name. Email verification is required before full access. Before gameplay we collect full date of birth, an 18-plus declaration, acceptance of the player terms and the account-use rule. An avatar is optional. We do not request a legal name, telephone number or postcode at launch. We also process race entries, recorded activity and checkpoint events, times and results, party, squad or club associations, reward and redemption records, device and service logs, terms and consent evidence and support communications. There is no player-to-player messaging feature.

We use account and entry data to provide the service you request, relying on contract where the processing is objectively necessary for that service. We use necessary location, checkpoint, timing and result data to validate the attempt and administer the competition and rewards. Each optional collection has its own stated basis. We do not treat agreement to all terms as consent to every use of data. Reward processing records the applicable Live Individual, Party and Squad or Leg-it Race Type, Party and Squad pathway and determines Bronze, Silver or Gold quality. For Leg-it, we use the race finish point as the fixed reward search centre. We first identify eligible cafes with matching usable stock within 2 km and randomly assign among them. If matching stock is unavailable there, we search outward to 5 km for the nearest eligible cafe with matching current stock. A usable voucher found anywhere within 5 km takes priority over an IOU, even if the IOU cafe is closer. Only if that current-stock search fails do we use future-restock information and the IOU process described below. The fixed centre does not change when the player later opens the app. For Live, we use the event's host venue. Cafe assignment concerns fulfilment location, not the earned tier or qualification for a reward.

For a pending Leg-it reward, we retain the earning record, earned quality, race finish point, candidate or assigned café, expected and actual restock data, allocation-rule version, factor values and score or decision record, queue position or fairness indicator, fulfilment status and relevant timestamps. These records let us check stock on later app loads, explain or audit the selection, reassign an overdue IOU and prevent duplicate fulfilment. Before creating an IOU, we check for matching current stock within 5 km; any usable voucher found there takes priority, and we record the search and selected nearest eligible café. An IOU candidate must then pass the hard eligibility checks: registered and eligible café, correct reward tier, sufficient committed quantity or reservation and sufficiently reliable future stock. If the current-stock search fails, the future-stock method within the expanded area up to 5 km considers reliable restock evidence, expected fulfilment time, distance and IOU backlog or fairness. Restock certainty is the primary consideration, while the other factors help keep fulfilment prompt, reasonably local and fair. The exact formula, weights, internal thresholds, tie-break calculations, calibration and source code are confidential Quoll-Q know-how and are not published. Beyond 5 km, the published nearest-eligible-café rule applies. The race finish point stays fixed; reopening the app does not require a fresh location reading or move the search centre. Issuing a voucher records its delivery and expiry times. No redemption period runs while the entitlement remains an IOU; its 14-day voucher period begins only when it becomes usable and is delivered to the app. If it is still pending 14 days after earning, we reassess and reassign it, expanding beyond 5 km if necessary while preserving quality. A shared route disappearing after seven days does not erase the entitlement. Pending IOU records are kept until the entitlement is fulfilled or lawfully resolved; fulfilled reward and redemption evidence is kept for six years where required for contract, accounting and fraud records; this does not justify retaining the entire race trace indefinitely.

We use proportionate security and anti-fraud records under our legitimate interests in protecting accounts, fair competition and reward integrity, where those interests are not overridden by your rights. We use required financial records to meet legal obligations. Promotional email or push marketing and optional tracking use separate consent, with separate controls. Quoll-Q maintains the final purpose-by-purpose lawful-basis record, including the assessed basis for leaderboards, in its internal record of processing activities.

Location and route visibility

Opening the race tracker starts foreground GPS readings so the app can show and validate the player's position before the attempt becomes active. The recorded race-evidence trail is appended only while the attempt is running, started and unfinished. During an active race, a packaged mobile app may use native background location, including while the screen is locked, subject to device permission and operating-system restrictions; reliable real-device behaviour remains a launch test requirement. Browser and PWA tracking may pause while hidden and request a fresh fix on return. Race-trail recording stops at finish or successful abandonment. The foreground location watcher may remain active while the race screen remains open to support the map, and is cleaned up when the player leaves that screen. Force-quitting can interrupt collection. The information is used for route display, checkpoint and finish validation, recovery, safety investigation, fraud prevention and result and reward administration.

The challenge picker shows the original runner's display name, falling back to username or “Runner”, official target time, distance, route checkpoints and squad or club name where present. It uses a generic icon and does not show the avatar, age, age band or live position. Visible Rival permits the challenger to reveal the prior route trail; Hidden Rival withholds that geometry, although the checkpoints remain visible. After the run, a visible comparison may show the outcome difference, normalized route comparison and relative time gained or lost between checkpoints where comparable data exists. Hidden Rival shows the challenger's own line and outcome without the rival's trail or split timing. Eligible party or squad comparisons may identify participating runners and official times. Sharing is selected separately for each applicable game mode before entry and defaults to off. A shareable route is clipped from the first checkpoint to the finish.

Profiling and decisions

We calculate official times, percentile bands, party size, top-five squad averages, Race Type outcomes and earned reward tiers from validated checkpoint, finish, timing, mode, route, party and squad-roster evidence. Each validated race can produce no more than one reward from each of three pathways. For Live, Individual tiers use the top 10, next 10 and next 10 percent of eligible finishers in the event occurrence; Party tiers use the total party size including the player; and Squad tiers use the average official time of the fastest five eligible squad finishers across London in the same scheduled slot. For Leg-it, Race Type distinguishes a Hidden Rival win, Visible Rival win, From Scratch completion or Route Rivals loss; Party Bronze requires at least four members including the player; and Squad tiers use the average time of the fastest five eligible members in the UK-wide weekly pool. Every eligible squad finisher in the applicable slot or week receives the squad tier, including finishers outside the top five. Gold, Silver and Bronze identify Quoll-Q-approved relative discount quality. Equal performances at a percentile boundary receive the same, more favourable tier. Allocation logic determines fulfilment location and does not reduce an earned tier.

Who receives information

Current launch systems include Supabase for player and partner authentication, the canonical database, storage and Edge Functions in eu-west-1; Vercel for hosting this website (quoll-q.com) and the player web app; Cloudflare for hosting the Shop Partner Portal (partners.quoll-q.com); Ordnance Survey mapping where configured; CARTO raster mapping with OpenStreetMap attribution as fallback; OpenRouteService operated by HeiGIT for relevant walking-route benchmarks and verification; browser push services and Supabase delivery functions; Stripe for Live-slot auction payments; Resend for pilot sign-up notification emails and the Supabase Auth staging email configuration. Base44 is no longer the application platform or the player authentication path; it remains in internal development and migration records, and any residual processing by Base44 is being confirmed. Supplier legal entities, processing regions and international-transfer safeguards are being verified and will be confirmed before this notice takes effect. No separate third-party analytics or crash-reporting provider has been identified in the reviewed source. Participating cafes receive only voucher code or reference, eligible item, discount, branch, expiry and redemption status, plus aggregate Live attendance where applicable; they do not receive date of birth, precise earning coordinates, race trace or general account history.

Supabase production and staging projects are configured in eu-west-1, but a selected European hosting region does not rule out overseas support or subprocessor access. Contact quollqad@gmail.com for information or a copy of relevant safeguards, subject to lawful redactions.

How long we keep data

Account data is kept for the account lifetime and normally deleted or de-identified within 30 days after closure, subject to legal holds and the specific records below. Public challenge and replay access ends seven days after publication. Identifiable raw precise race traces are kept for 90 days after validation or resolution of a related dispute, then deleted or transformed into genuinely anonymous data. Merely removing a username is not anonymisation: retained route information must be aggregated, spatially generalised or otherwise altered so that Quoll-Q cannot reasonably reconnect it to a player, device, account or distinctive journey. Player-selected result history is kept for the account lifetime. Reward, invoice, auction and accounting evidence is kept for six years where needed for tax, contract and fraud records. Ordinary support records are kept for three years; security logs for 12 months; consent and suppression evidence for as long as needed to demonstrate and honour the choice; and backups cycle out within 90 days. Safeguarding records use a documented case-specific period. Genuinely anonymised aggregate statistics may be kept indefinitely.

Your choices and rights

Depending on the processing and applicable law, you may request access, correction, deletion, restriction and portability of your data. You may withdraw consent at any time without affecting earlier lawful use. You can object to processing based on legitimate interests; we will assess the objection under the applicable rules. You can object to direct marketing at any time and we will stop that marketing. Use the account privacy and deletion controls, the unsubscribe control in marketing communications, or contact us.

We verify identity proportionately and respond within applicable legal timescales. Some information is necessary to provide the requested race service; if you do not supply it, that feature may not work. Optional marketing and tracking choices are not a condition of joining. We describe the effect of changing a visibility or location setting at the point you use it.

You can complain to us at quollqad@gmail.com and to the Information Commissioner’s Office at the ICO. We will acknowledge and investigate privacy complaints and keep you informed. We will explain significant changes to this notice before a new use where required. Quoll-Q is 18+. If we identify an underage account, we restrict participation and sharing, review relevant concerns and remove unnecessary data under our underage-users procedure linked from the Privacy page. Requests and appeals remain available.

Partner and business contact privacy notice

Quoll-Q Ltd, company number 16375732, registered office 17 Glendower Road, London, England, SW14 8NY, is controller for partner applications, business-account administration and related contacts. Privacy contact: quollqad@gmail.com. Version 1.5; effective when published. We collect representative names, work contact details, role and authority, legal and branch details, application communications, campaign and payment records and relevant account security logs. Sources are applicants, authorised colleagues, service records, Companies House and other lawful public business registers where needed.

We use these to evaluate applications, administer agreements and orders, communicate operational notices and resolve disputes. For a sole trader contracting personally, necessary processing may rely on contract. For an employee acting for a company, we generally rely on assessed legitimate interests in managing the business relationship. Legal obligations support necessary accounting and compliance records. We identify any credit or identity-check provider, data collected and legal basis before that check.

We share necessary business-contact data with Supabase, Cloudflare (Partner Portal hosting), Stripe, transactional communication providers, professional advisers and other verified suppliers needed for onboarding, contracts, auctions, payments and support. The service may display the business trading name, branch address, opening hours, approved offer, event slot and authorised public contact details. We do not publish a private mobile number without authority and notice. Contract, auction, invoice and tax records are normally kept for six years; unsuccessful application and routine contact records are deleted earlier under the retention schedule unless a dispute or legal obligation requires them.

Optional business marketing uses the applicable consent or business-marketing rules for the recipient and channel. We distinguish corporate subscribers from sole traders and other individual subscribers. A recipient can object or unsubscribe through the message control or by emailing quollqad@gmail.com. Essential booking, payment and safety messages are separate from promotion.

You have applicable access, correction, erasure, restriction, objection and portability rights and may withdraw consent where used. Contact quollqad@gmail.com. You may complain to the ICO at the ICO. If information was supplied by a colleague or public source, we provide this notice within the applicable time and identify the source. Privacy Lead: Iain Saka Simmons at quollqad@gmail.com. Quoll-Q has not appointed a statutory Data Protection Officer. No solely automated consequential decision is used for partner contacts at launch.