Privacy Policy— Saksham Sports

Last Updated: 03/12/2025

This Privacy Policy (“Policy”) outlines the manner in which Saksham Sports (“we,” “us,” “our”) collects, uses, stores, discloses, and protects personal information of individuals (“you,” “your,” “users”) who visit our website, interact with us, or participate in any event organized directly or indirectly by Saksham Sports, including but not limited to the Noida City Fitness Run 2026 (“Event”).

By accessing our website or registering for any event, you acknowledge and consent to the terms outlined in this Policy.

1. DEFINITIONS

1.1 Personal Data

“Personal Data” refers to information that can identify an individual directly or indirectly, including but not limited to name, contact details, date of birth, address, photographs, event performance data, etc.

1.2 Sensitive Personal Data

Includes medical details, health conditions, emergency contact details, age information of minors, etc., voluntarily provided by the participant.

1.3 Data Controller

Saksham Sports determines the purpose and means of processing personal data and is therefore the Data Controller.

1.4 Processing

Any operation performed on personal data, including collection, storage, use, retrieval, disclosure, dissemination, or deletion.

2. INFORMATION WE COLLECT

2.1 Personal Information Provided by You

When registering for events or contacting us, you may provide:

  • Full Name

  • Date of Birth / Age

  • Gender

  • Address

  • Mobile Number

  • Email Address

  • T-shirt size

  • Emergency Contact Details

  • Organization / School Name

  • Medical information (optional and voluntary)

  • Payment and transaction details

2.2 Automatically Collected Information

Through website usage or third-party registration platforms:

  • IP address

  • Device and browser type

  • Access time

  • Cookie data

  • Browsing behavior

2.3 Event-Generated Information

Collected during or after the event:

  • Photographs and video recordings

  • Race timing, bib number, category

  • GPS/tracking data (if applicable)

  • Participation certificates and performance metrics

3. LEGAL BASIS FOR PROCESSING

We process your personal data under the following lawful bases:

  1. Consent – When you voluntarily provide data during event registration.

  2. Contractual Necessity – To fulfill event participation requirements.

  3. Legal Obligation – To comply with governmental or security regulations.

  4. Legitimate Interests – For event operations, security, analytics, and marketing.

  5. Public Interest & Safety – For emergency medical support or crowd safety mandates.

4. PURPOSE OF DATA COLLECTION

Your information is collected for the following purposes:

4.1 Event Execution

  • Registration processing

  • Bib allocation and timing integration

  • Distribution of T-shirts, medals, certificates

  • Event communication and reminders

  • Emergency coordination

4.2 Communication

  • Transactional messages

  • Pre-event instructions

  • Post-event results and certificates

  • Grievance handling

4.3 Marketing & Promotion

  • Publishing event photos, videos, reels

  • Social media campaigns

  • Promotions for future fitness activities

  • Collaboration announcements
    (We do not share your contact details publicly.)

4.4 Compliance & Safety

  • Fulfilling legal requests

  • Risk mitigation

  • Ensuring crowd safety

5. DISCLOSURE OF INFORMATION

Your personal data may be disclosed only to:

5.1 Service Providers

  • Timing companies (RFID/Bib services)

  • Medical & ambulance teams

  • Photography & videography vendors

  • T-shirt, medal, and merchandise vendors

  • Tents, stage, sound & infrastructure partners

  • Payment gateway providers

They receive strictly limited information required to perform their services.

5.2 Government or Law Enforcement

If legally compelled due to:

  • Court orders

  • Safety mandates

  • Compliance with applicable laws

5.3 Sponsors & Partners

Only aggregated, anonymized data such as:

  • Total participants

  • Age brackets

  • Gender mix

  • Run categories
    No personal contact information is shared.

6. DATA STORAGE AND SECURITY

We implement reasonable physical, electronic, and managerial safeguards to protect your data, including:

  • Encrypted storage

  • Secure servers

  • Controlled access to personal data

  • Regular monitoring

However, no digital transmission or storage system is guaranteed to be fully secure.

7. DATA RETENTION

We retain data only for as long as reasonably necessary:

Data Type Retention Period
Registration Data 3 years
Payment Records As per tax law (up to 8 years)
Race Timing Data 5 years
Photos/Videos Indefinitely unless removal requested
Medical/Emergency Data Till event closure

8. YOUR RIGHTS

You have the following rights regarding your personal data:

  • Right to Access – Request details of stored personal data

  • Right to Correction – Request updates or corrections

  • Right to Withdrawal of Consent – Withdraw consent for processing

  • Right to Deletion – Request deletion where legally permissible

  • Right to Restrict Processing

  • Right to Data Portability

To exercise rights:
📧 info@sakshamsports.com

9. CHILDREN’S PRIVACY

For participants under 18 years:

  • Registration must be completed or authorized by a parent/guardian.

  • We do not knowingly process children’s data without parental oversight.

10. INTERNATIONAL DATA TRANSFERS

If any service provider (e.g., payment gateway, cloud provider) stores data outside India, we ensure:

  • Adequate protection measures

  • Contractual safeguards

  • Compliance with international standards

You consent to such transfers by using our services

11. USE OF COOKIES

We use cookies and similar technologies for:

  • Session management

  • Analytics

  • Improving website performance

You may disable cookies via browser settings; however, certain features may not function as intended

12. PHOTOGRAPHY & MEDIA CONSENT

By attending our events, you consent to:

  • Being photographed or recorded

  • Use of such media for marketing, recaps, and future promotions

  • Publishing images on social media, press releases, and partner pages

You may request specific removal (reasonable effort basis)

13. THIRD-PARTY LINKS

Our website or registration portals may contain links to third-party websites (e.g., Townscript).
We are not responsible for the privacy practices of such external platforms.

14. CHANGES TO THIS POLICY

We may periodically revise this Privacy Policy.
Changes will be updated on this page with a revised “Last Updated” date.
Continued use of our platforms constitutes acceptance of the updated policy.

15. GRIEVANCE REDRESSAL

For concerns, complaints, or requests related to privacy and data handling, contact:

Grievance Officer
📱 +91 88004 07134
📱 +91 97117 74406
📧 info@sakshamsports.com