Privacy Policy

Operator And Scope

Pitform is owned and operated by Varvara LLC dba Axacraft. This Privacy Policy explains how Axacraft handles personal information through Pitform websites, tenant subdomains, event pages, registration flows, ticketing, check-in tools, voting pages, participant account tools, administrator tools, 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.

Information We Collect

• Account and contact information such as name, email address, phone number, organization, and login identifiers.
• Organization business profile information such as legal name, entity type, responsible-party contact information, mailing address, authorized-representative attestation, terms acceptance, and internal platform notes.
• Event registration information such as ticket selections, participant details, vehicle details, display codes, check-in status, and event attendance records.
• Vehicle and public event content such as vehicle year, make, model, color, description, photos, display number, categories, and published results.
• Voting and contest information such as anonymous voting-device identifiers, vote records, categories, winners, and optional post-vote contact information.
• Payment and order metadata such as order status, ticket records, refund status, Stripe account readiness, payout status, fees, and limited transaction identifiers.
• Technical information such as device, browser, IP address, session cookies, authentication state, logs, error events, and usage analytics.

How We Use Information

• Provide event registration, ticketing, check-in, participant account, display-code, voting, results, admin, support, and reporting features.
• Authenticate users, protect accounts, enforce tenant isolation, prevent duplicate voting, and secure the platform.
• Process orders, tickets, refunds, platform fees, Stripe Connect status, and payout visibility.
• Send transactional messages such as sign-in codes, ticket confirmations, registration confirmations, event communications, and support messages.
• Maintain, debug, measure, and improve Pitform and related event operations.
• Comply with legal, security, accounting, and platform-administration needs.

Organizer-Controlled Event Data

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.

If your request concerns a specific event, the organizer may need to help verify or respond to the request.

Public Information

Some information is intentionally public when an organizer enables public event features. This can include event pages, vehicle pages, vehicle photos, display names, categories, voting pages, and published results.

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

Payments

Stripe handles full card details and payment processing. Pitform does not receive or store full card numbers or card security codes.

Stripe collects sensitive tax ID, identity verification, ownership, and banking data directly through Stripe Connect when needed for paid organizer onboarding. Pitform does not collect EINs, SSNs, bank account details, routing numbers, identity documents, or beneficial-owner KYC details in its own app UI.

Pitform receives limited payment, order, ticket, refund, fee, connected-account status, payout status, and transaction metadata needed to operate ticketing and organizer payment workflows.

Cookies, Sessions, And Analytics

Pitform uses cookies and similar storage for authentication, sessions, security, organizer and participant access, staff PIN sessions, anonymous voter-device identification, and application functionality.

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.

An event organizer may connect its own Google Analytics 4 property or an event-specific Meta Pixel / Dataset to the public event, registration, and completed order-confirmation pages. Pitform loads neither organizer runtime and sends no organizer analytics or advertising-measurement events until you make a new combined organizer-tracking choice and accept cookies. Prior Google-only consent does not authorize Meta.

Organizer tracking may use Google cookies such as _ga and Meta cookies such as _fbp or _fbc. It receives sanitized page locations, browser and device/network information ordinarily transmitted by the browser, and limited ticket-commerce events such as ticket views, checkout starts, ticket-type IDs and categories, quantities, fee-excluded prices, and completed registration or purchase totals.

Pitform does not send names, email addresses, phone numbers, vehicle details, ticket codes, Stripe or other payment identifiers, raw order identifiers, or secret confirmation URL parameters to Meta. Meta automatic configuration and advanced matching are disabled, and Pitform does not hash or upload contact data for this browser-only integration.

If you decline, no organizer Google or Meta runtime loads. You can later withdraw consent through Cookie Settings on the covered event pages; Pitform removes the organizer runtimes and clears accessible organizer analytics cookies. You may also use Meta Ad Preferences in Accounts Center and industry opt-out tools such as optout.aboutads.info, subject to those third parties’ terms and availability.

Meta describes its cookies at facebook.com/privacy/policies/cookies and its Business Tools terms at facebook.com/legal/terms/businesstools/preview. Those third-party policies and controls are governed by Meta, not Pitform.

Service Providers

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, Stripe, Google Analytics when configured by an organizer, and Meta Business Tools when configured for an event.

No Sale And Organizer Advertising Measurement

Pitform does not sell personal information. An organizer may use a consent-gated, event-specific Meta Pixel for advertising measurement as described above. You can decline or withdraw organizer tracking through Cookie Settings.

Retention

Pitform keeps information for as long as needed to provide the service, support organizers and users, preserve event history, maintain accounting and payment records, secure the platform, resolve disputes, and comply with legal obligations.

Some event records, such as orders, tickets, check-ins, votes, results, public pages, and audit-relevant records, may be retained as historical event records unless deletion is appropriate and technically feasible.

Security

Pitform uses administrative, technical, and organizational safeguards designed to protect personal information. No online service can guarantee perfect security.

Service-role credentials, payment secrets, and administrative systems are not intended for browser exposure.

Children And Minors

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.

Your Rights And Choices

• Access: you may ask for a copy or summary of personal information associated with you.
• Correction: you may ask to correct inaccurate information.
• Deletion: you may ask to delete information where deletion is appropriate and legally permitted.
• Portability or copy: you may ask for a usable copy of information associated with you where technically feasible.
• Opt out: you may opt out of non-essential communications where available.
• Organizer tracking: you may decline or withdraw organizer Google Analytics and Meta Pixel cookies through Cookie Settings on covered event pages and may use third-party advertising opt-out controls.

California-Style Privacy Rights

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 /contact with access, correction, deletion, copy, opt-out, or similar requests.

Changes

We may update this Privacy Policy by posting a revised version with a new effective date. Material changes will be reflected on this page.

Contact

For privacy or legal requests, contact Pitform through /contact. This Privacy Policy is a strong operational draft and is not a substitute for legal advice from your attorney.