Privacy Policy

1. Information We Collect

• Identity & contact: full name, email address, phone number, age, gender.
• Health & fitness: height, weight, current medications, allergies, other conditions, pre-participation health screening answers, fitness level, and connected tracking apps.
• Shipping address: address, city, state, and pincode, used to ship your medal.
• Emergency contact: name and phone number of an emergency contact, and (for minors) parent/guardian name, phone number, and consent record.
• Proof of completion: screenshots, activity links, and photos you submit to verify your run/walk.
• Payment data: payment is processed by Razorpay; we receive confirmation of payment and an order/payment reference but do not store your card, UPI, or bank details ourselves.
• Profile data: optional details you add later, such as profession, activity level, a Strava profile link, an alternate phone number, and a profile photo.
• Account & technical data: sign-in session information and standard web request logs (e.g., IP address, browser type) collected by our hosting provider.

2. How We Use Your Information

• To register you for an event and process your payment.
• To assess health-screening responses for participant safety.
• To ship your medal and any merchandise to the address you provide.
• To verify your proof of completion and determine medal/certificate eligibility.
• To issue your digital certificate and communicate event updates.
• To contact your emergency contact or guardian if a safety concern arises.
• To feature submitted photos on our website and social media, where you have given media consent.
• To comply with legal, tax, and accounting obligations.

3. Basis for Processing

We process your personal data on the basis of the consent you provide during registration (including the specific consent checkboxes for the Terms & Waiver, self-paced safety acknowledgment, and data/media use), and to the extent necessary to perform our obligations to you as a registered participant.

4. Who We Share Data With

We share personal data only with service providers who help us run the event:

• Razorpay — to process your registration payment.
• Google (Gemini API) — to run an automated, advisory-only pre-screening of proof-of-completion screenshots; this never determines final eligibility, which is always decided by our team.
• Hosting & infrastructure providers (e.g., our application hosting and database providers) — to run the website and store registration data securely.
• Courier/shipping partners — to deliver your medal or merchandise.

We do not sell your personal data. We may disclose information if required by law or to protect the safety of a participant.

5. Media & Social Sharing

If you consent to media use, photos you submit may appear on our website and social media pages (Facebook/Instagram) for event promotion. You can request removal at any time — see Contact below.

6. Data Retention

We retain your personal data for as long as needed to run the event you registered for and its follow-up (certificate issuance, medal shipping, dispute handling), and thereafter as required to meet legal, tax, or accounting obligations. You may request earlier deletion as described below, subject to any legal retention requirements.

7. Children's Data

Participants under 18 may register only with a parent/guardian completing the consent step. We collect the guardian's name and phone number for this purpose. Parents or guardians may contact us to review, correct, or request deletion of a minor participant's data.

8. Your Rights

Subject to the DPDP Act and other applicable law, you may request access to, a copy of, correction of, or deletion of your personal data, and you may withdraw consent for optional uses (such as media use) at any time. To exercise these rights, contact us at the email below; we will respond within a reasonable time.

9. Security

We use reasonable technical and organizational measures — including encrypted connections and access controls — to protect your data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Cookies & Sessions

We use essential cookies/session tokens to keep you signed in and to operate registration and payment flows. We do not use these for third-party advertising.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top reflects the most recent revision. Material changes will be communicated where appropriate.

12. Contact

For privacy questions or to exercise your data rights, contact us at support@thechallengersclub.com.