This notice explains how personal data is processed in the figureskatingtools.com service. The service is a set of tools for figure skating result services: Judge Paper Creator, Protocol Generator, Score Modifier, the Competition Banner Generator, the GDPR Removal Tool and the live link that receives competition data from FS Manager. The tools are used by signed-in result service operators and organisers' staff, and access is by invitation.
figureskatingtools.com does not host or publish results, and no competition data is public here. The only public pages are the front page and this notice. What the tools produce (judges' papers, protocols, score sheets and banners) is downloaded by the operator. Results are published on other sites, such as fs.lintuala.fi, and each of those sites is responsible for what it publishes under its own privacy notice.
1Controller and processors
The controller is Markus Lintuala, who maintains figureskatingtools.com. Contact: markus@lintuala.fi.
Signed-in users, such as result service operators and the organising club's staff, process data in the service on the controller's behalf (as processors). They may use the data only for the competition at hand and in line with this notice.
The service's administrators (currently the controller) can view and manage every competition, including a deleted one until its data has been removed: they can correct its details, change its deletion date, hand it over to another user as its owner, restore a competition deleted by mistake or remove its data at once. Administrators act on the controller's behalf, for example when an operator asks for help or to keep the service running.
2What data is processed, where it comes from and why
Data is processed to produce a competition's paperwork: judges' papers, the protocol, readable score sheets and, when needed, redacted versions of an operator's own published result files, and to keep the service running and secure.
| Concerns | Data | Source | Legal basis |
|---|---|---|---|
| Users of the service | Name, e-mail address and account identifiers. The service keeps a user directory of everyone who has signed in: name, e-mail address, the identifiers of your Microsoft account (its object ID and your organisation's tenant ID) and when you first and last signed in. It also records which competitions you own and which are shared with you, and whether you may only view them or also edit them. Your e-mail address is recorded with what you do in the service: creating, editing or deleting a competition, uploading a file, accepting or rejecting an FS Manager sender, and sending judges' papers or copying a link to them. Sharing a competition, changing or removing someone's access and leaving a competition are recorded in the administrator log with the e-mail addresses of the person who did it and the person whose access changed. An administrator's e-mail address is also recorded in the administrator log with each administrative action. | Microsoft sign-in, and your use of the tools | Legitimate interest: running the service, letting users share competitions with each other, and keeping it secure |
| Skaters and team members | Name, club, nation, category, starting order, placement, scores and whether the skater or team withdrew. For synchronized skating, the names of the team members. | FS Manager exports uploaded by the operator, or sent live from FS Manager | Legitimate interest: producing the competition's result documents |
| People in podium and team photos | Photo | Uploaded by the operator | Consent |
| Judges and other competition officials | Name and role | FS Manager exports (panel of judges) | Legitimate interest: producing judges' papers and the protocol |
| Recipients of the judges' papers e-mail | E-mail address. A send log records who sent the papers, to whom, when, and when the link expires. | Entered by the operator | Legitimate interest: delivering the papers for printing |
| FS Manager senders | IP address of the computer sending the data, the times of its transfers, the session identifier and message numbers of the transfer, and the venue and competition details FS Manager sends with each message | The FS Manager computer | Legitimate interest: security, so that only computers the operator has approved can deliver data |
| People whose name an operator removes from its own published results (GDPR Removal Tool) | Full name and club as shown in the operator's own published result pages and PDF files | The operator's published pages | The publishing site's legal obligation to fulfil an erasure or objection request (Articles 17 and 21). The publishing site is responsible for the request; this service only provides the tool and keeps nothing. |
Legitimate interest refers to the EU General Data Protection Regulation, Article 6(1)(f), consent to Article 6(1)(a) and legal obligation to Article 6(1)(c).
Podium and team photos
A photo is used only if the person in it has a valid photography consent through their club. For a minor, consent is given by a parent or guardian. Consent can be withdrawn at any time (section 6). Location data and other metadata are removed from the photos in every PDF the tools produce, and HEIC photos (the iPhone format) are converted to a clean JPEG as soon as they are uploaded. Other uploaded photos are stored as they were uploaded, metadata included, until the competition's data is deleted (section 4).
FS Manager participant files
Participant files from FS Manager use the ODF data format, which has room for further details such as date of birth, gender and nationality. Whatever FS Manager fills in there is kept in the file until the competition's data is deleted, but the tools read only names and clubs and never print the rest.
GDPR Removal Tool and Banner Generator
The GDPR Removal Tool is a tool any result service operator can use to redact its own published result files when that is required, for example when a skater has asked the publishing site to remove their name. The tool fetches the already public pages and PDF files, replaces the person's name and club with the text “Nimi poistettu pyynnöstä” (name removed on request) while placements and scores stay in place, and returns the changed files to the operator as a ZIP file. The pages are processed in memory only, and the tool stores nothing. Publishing the changed files is up to the operator. The Competition Banner Generator runs entirely in your browser: the logos you add never leave your device.
The data is not used for automated decision-making or profiling.
3Where data is held and who receives it
- Microsoft Azure hosts the service, its files, databases and technical logs. Everything is stored in the Sweden Central region in the EU.
- Microsoft Entra ID handles sign-in.
- Mailgun (Mailgun Technologies, Inc., part of Sinch) sends the judges' papers e-mail through its EU region. It receives the recipients' addresses and the message with its download link. Open and click tracking is turned off.
Microsoft and Mailgun are US companies, so data may in limited cases be accessed from the United States, for example for support or security. Both companies are certified under the EU-U.S. Data Privacy Framework (checked on 13 October 2026), and their data processing terms also include the EU standard contractual clauses.
Data is not sold or shared for marketing. Nothing in the tools is public: everything requires sign-in, except a judges' papers download link sent by e-mail or copied to share, which contains a random code and works for at most 5 days. Anyone who has the link can download the papers, so share it only with the people who need them.
Who can see a competition
A competition and everything stored about it is visible only to its owner (normally the user who created it), the users the owner has shared it with, and the administrators. The owner decides whether each of them may only view it or also edit it, and can take the access away again.
When sharing, a signed-in user can find other users who have signed in to the service in two ways: by typing at least 3 characters of their name, or by typing their exact, full e-mail address. Part of an e-mail address finds nobody. A name search shows the name and only a masked e-mail address, for example a•••@club.fi. The full e-mail address is shown only when it was typed in full, or to a user who already has a competition in common with that person (as its owner or through sharing).
The people working on a competition see each other's e-mail addresses. The owner sees the names and e-mail addresses of the users the competition is shared with in its access list, and they see the owner's. Everyone with access to a competition also sees the e-mail address of the user who uploaded each of its files and of the user who accepted each FS Manager sender.
4How long data is kept
Everything stored about a competition is removed after the competition: the uploaded files and the files sent from FS Manager, rosters, photos, the generated judges' papers and protocols, the e-mail send log, the FS Manager sender records and the list of users it is shared with. The operator may delete the competition earlier, and its data is then removed from every tool the following night. At the latest, the automatic deletion removes it: each competition has one deletion date that applies to all of its data in every tool, 60 days after the competition is created. The operator may move the date one week later at a time when there is a reason to, for example when the competition takes place later than that, and the new date applies to every tool alike. An administrator may also set another deletion date, for example when an operator asks for it.
After deletion, only the competition's name, dates and usage counts remain, as statistics without personal data.
- Judges' papers download links: at most 5 days.
- Technical logs (errors and request traces of the service, and Microsoft's sign-in logs, which can include IP addresses and e-mail addresses): at most 90 days.
- Administrator log (each administrative action and each sharing change: the e-mail address of whoever made it, the e-mail address of the user whose access changed, and the details that were changed): 1 year.
- FS Manager transfer session records: deleted after 30 days without activity.
- Mailgun: the service uses Mailgun's free plan, which keeps no copies of the messages and shows the delivery log (recipient address, time and delivery status) for 1 day. According to Mailgun's documentation, it keeps the delivery event data for 30 days, so the record is gone after 30 days at the latest.
- Your entry in the user directory (name, e-mail address, account identifiers, first and last sign-in): removed after 12 months without signing in, unless you still own a competition whose data has not been deleted. Your access to competitions shared with you is removed with it. You can also ask for it to be removed earlier.
6Your rights
You have the right to access the data concerning you, to have inaccurate data corrected or deleted, to restrict its processing and to object to it. If a photo of you has been used on the basis of consent, you can withdraw that consent at any time. A parent or guardian can make a request on behalf of a minor.
Send requests about data stored in figureskatingtools.com to markus@lintuala.fi. We reply within one month.
Requests about published results, such as removing your name from a result list, go to the site that publishes those results, because it decides what it publishes and is responsible for it. figureskatingtools.com publishes no results and cannot change other sites.
7Right to lodge a complaint
If you believe your data has been processed in breach of data protection law, you can lodge a complaint with the Office of the Data Protection Ombudsman (tietosuoja.fi). We hope you will contact us first so that the matter can be put right quickly.
8Updates to this notice
This notice is updated when practices change. Last updated 19 October 2026.