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Data & Privacy Policy

PRIVACY & DATA PROTECTION POLICY

1. Introduction

Sportiz and its group companies ("Sportiz", "we", "our" or "us") are committed to protecting the privacy of all participants, visitors and users of Sportiz and its Event Websites. We recognize the importance of safeguarding personal data and are committed to processing such data responsibly, transparently and in accordance with applicable laws.

This Privacy & Data Protection Policy ("Policy") explains how Sportiz collects, uses, stores, processes, shares, retains and protects your personal data when you access or use Sportiz or any of its Event Websites, register for an Event, participate in an Event, or otherwise interact with us.

This Policy should be read together with the applicable Terms & Conditions, Consent, Waiver, Disclaimer, Anti-Discrimination Policy and any other policies published by Sportiz from time to time.

By accessing Sportiz or any of its Event Websites, creating an account, registering for an Event or otherwise providing your personal data, you acknowledge that you have read, understood and agree to this Policy.

2. Applicability

This Policy applies to all individuals interacting with Sportiz, including but not limited to:

  • Participants and prospective participants;
  • Parents and legal guardians registering minors;
  • Volunteers;
  • Officials;
  • Coaches and support personnel;
  • Donors;
  • Visitors to Sportiz and its Event Websites;
  • Users of Sportiz mobile applications;
  • Vendors and service providers (where applicable); and
  • Any other individual whose personal data is collected by Sportiz.

This Policy applies to all Events promoted, endorsed, franchised, managed or organized by Sportiz.

3. Definitions

For the purposes of this Policy:

  • "Sportiz" means Sportiz, its group companies, affiliates, subsidiaries, authorized representatives, successors and assigns.
  • "Event(s)" means all events promoted, endorsed, franchised, managed or organized by Sportiz, including but not limited to:
    • JBG Kolkata Marathon
    • JBG Westin 33
    • JBG Durgapur Marathon
    • JBG Endura Races
    • Timekeeper
    • JBG Endura 101
    • Any other present or future Event promoted, endorsed, franchised or managed by Sportiz.
  • "Websites" means www.sportiz.in, all official Event Websites, microsites, registration portals, mobile applications and any other digital platforms operated, owned, licensed or managed by Sportiz.
  • "Personal Data" means any data relating to an identified or identifiable individual and includes any information classified as personal data under applicable law.
  • "Processing" includes the collection, recording, organization, storage, adaptation, retrieval, consultation, use, disclosure, sharing, transmission, dissemination, alignment, restriction, deletion or destruction of Personal Data.

4. Governing Laws

This Policy has been prepared in accordance with applicable data protection and privacy laws, including, where applicable:

  • The Digital Personal Data Protection Act, 2023 (India);
  • The Information Technology Act, 2000 and applicable rules;
  • The General Data Protection Regulation (GDPR), where applicable;
  • Any other applicable privacy, data protection or cybersecurity laws.

Nothing contained in this Policy shall limit any rights available to individuals under applicable law.

5. Personal Data We Collect

Depending upon the Event, the services used and your interaction with Sportiz, we may collect one or more of the following categories of Personal Data.

A. Identity Information

  • Full name
  • Date of birth
  • Gender
  • Nationality
  • Photograph
  • Signature
  • Government-issued identity information (including Aadhaar details, where collected solely for identity verification or allied verification purposes in accordance with applicable law)

B. Contact Information

  • Residential address
  • Postal address
  • Email address
  • Mobile number
  • Alternate contact number
  • Emergency contact details

C. Registration Information

  • Event category
  • Race distance
  • Bib allocation
  • Registration history
  • Membership information
  • Team or corporate affiliation

D. Medical & Health Information

Where required for participant safety:

  • Blood group
  • Medical conditions
  • Allergies
  • Disabilities
  • Emergency medical information
  • Medication details voluntarily disclosed
  • Fitness declarations

E. Financial Information

Where applicable:

  • Payment information
  • Transaction details
  • Donation information
  • Tax information
  • PAN details (where applicable)

Sportiz does not store complete payment card details. Payments are processed through authorized payment service providers.

F. Technical Information

When you use Sportiz or any of its Event Websites, we may automatically collect:

  • IP address
  • Browser type
  • Operating system
  • Device identifiers
  • Language settings
  • Time zone
  • Cookies
  • Log files
  • Device information
  • Website usage information

G. Race & Performance Information

  • Timing records
  • Rankings
  • Results
  • Split timings
  • Finish time
  • Certificates
  • Qualification history
  • Participation history

H. Media Content

During registration and participation in Events, Sportiz may capture or receive:

  • Photographs
  • Videos
  • Audio recordings
  • Television footage
  • Live streaming
  • Drone footage
  • Media interviews

Such content may be used for legitimate sporting, promotional, editorial, historical and archival purposes.

I. Communication Information

Information contained in:

  • Emails
  • Customer support requests
  • WhatsApp communications
  • Survey responses
  • Feedback forms
  • Complaint submissions
  • Social media interactions

J. Other Information

Any information voluntarily provided by you while using Sportiz, its Event Websites or participating in any Event.

6. How We Collect Personal Data

Sportiz collects Personal Data through various lawful means, including:

  • Registration through Sportiz or any of its Event Websites;
  • Mobile applications;
  • Timing systems;
  • Event registration forms;
  • Customer support interactions;
  • Email communications;
  • Telephone calls;
  • WhatsApp communications;
  • Social media platforms;
  • Cookies and similar technologies;
  • Surveys and questionnaires;
  • Medical declarations;
  • Emergency information submitted by participants;
  • Photographs and videos captured during Events;
  • Third-party service providers authorized by Sportiz; and
  • Any other lawful source permitted under applicable law.

We may also receive Personal Data from parents, legal guardians, employers, corporate teams, travel partners, charity partners or authorized representatives where they register participants on their behalf.

7. Purpose of Processing Personal Data

Sportiz processes Personal Data only for lawful purposes, including but not limited to:

  • Registering participants for Events;
  • Verifying participant identity;
  • Facilitating Event participation;
  • Managing race operations;
  • Allocating bib numbers;
  • Recording race timings and results;
  • Publishing race rankings and certificates;
  • Ensuring participant health and safety;
  • Responding to medical emergencies;
  • Delivering medals, certificates, prizes and race kits;
  • Providing customer support;
  • Sending Event-related communications through email, SMS, WhatsApp or other communication channels;
  • Managing donations and issuing acknowledgements or receipts;
  • Conducting research, analytics and statistical reporting;
  • Improving participant experience and Event management;
  • Preventing fraud and ensuring security;
  • Meeting contractual obligations;
  • Complying with applicable laws, court orders and governmental requirements;
  • Marketing, promoting and publicizing Sportiz and its Events;
  • Maintaining historical sporting records and archives; and
  • Any other purpose disclosed to you at the time of collection or otherwise permitted by applicable law.

8. Legal Basis for Processing Personal Data

Sportiz processes Personal Data only where there is a lawful basis to do so. Depending on the nature of the processing, the legal basis may include one or more of the following:

A. Performance of a Contract

Processing is necessary to:

  • Process Event registrations;
  • Verify participant eligibility;
  • Facilitate participation in Events;
  • Provide race timing, rankings and results;
  • Deliver race kits, medals, certificates and other Event-related services;
  • Provide customer support; and
  • Perform obligations arising out of the contractual relationship between Sportiz and the participant.

B. Consent

Where required by applicable law, Sportiz processes Personal Data based on your freely given, specific, informed and unambiguous consent.

You may withdraw your consent at any time where processing is based solely on consent. Withdrawal of consent shall not affect the lawfulness of any processing undertaken prior to such withdrawal.

Please note that withdrawal of consent may affect Sportiz's ability to provide certain services, including participation in an Event where processing of Personal Data is essential.

C. Legal Obligations

Sportiz may process Personal Data where necessary to comply with applicable laws, regulations, judicial orders or directions issued by governmental or regulatory authorities.

D. Legitimate Interests

Where permitted under applicable law, Sportiz may process Personal Data for its legitimate interests, including:

  • Event administration;
  • Participant safety;
  • Prevention of fraud and abuse;
  • Information security;
  • Business continuity;
  • Internal audits;
  • Statistical analysis;
  • Marketing and promotion of Sportiz Events;
  • Development and improvement of services; and
  • Protection of legal rights and interests.

Such processing shall always be carried out in a manner that appropriately balances Sportiz's legitimate interests with the rights and freedoms of individuals.

9. Cookies and Similar Technologies

Sportiz and its Event Websites use cookies and similar technologies to improve user experience, enhance security and understand how visitors interact with the Websites.

Cookies may be used to:

  • Maintain user sessions;
  • Remember user preferences;
  • Improve Website functionality;
  • Analyse Website traffic and usage;
  • Detect fraudulent activity;
  • Improve Website security; and
  • Personalize user experience.

Users may configure their browser settings to refuse or delete cookies. However, disabling cookies may affect the functionality of certain features available on the Websites.

Sportiz may also use analytics tools and similar technologies provided by authorized third-party service providers to understand Website usage and improve the quality of its services.

10. Sharing of Personal Data

Sportiz does not sell, rent or commercially exploit Personal Data.

Personal Data may be shared only where necessary and only for lawful purposes with:

A. Authorized Service Providers

Including providers of:

  • Event registration platforms;
  • Timing services;
  • Payment processing;
  • Technology infrastructure;
  • Cloud hosting;
  • Email and SMS communications;
  • WhatsApp messaging services;
  • Customer support;
  • Printing and logistics;
  • Photography and videography;
  • Analytics services; and
  • Other Event-related operational services.

All such service providers are contractually required to maintain appropriate confidentiality and security standards.

B. Event Partners

Where necessary for Event operations, Personal Data may be shared with:

  • Sponsors;
  • Co-organizers;
  • Medical service providers;
  • Ambulance services;
  • Security agencies;
  • Insurance providers;
  • Hospitality partners;
  • Charity partners;
  • Travel partners; and
  • Other entities directly involved in organizing or conducting the Event.

C. Government Authorities

Sportiz may disclose Personal Data where required:

  • By applicable law;
  • Pursuant to a court order;
  • Upon request by law enforcement agencies;
  • To comply with regulatory obligations; or
  • To protect public safety or the rights of Sportiz or others.

D. Professional Advisors

Sportiz may share Personal Data with its auditors, legal advisors, accountants, insurers or other professional consultants where reasonably necessary.

E. Business Transfers

In the event of a merger, acquisition, restructuring, reorganization, sale of assets or similar corporate transaction, Personal Data may be transferred to the acquiring or successor entity, subject to applicable law.

11. International Transfer of Personal Data

Where necessary for Event administration or the provision of services, Personal Data may be processed or stored outside India by authorized service providers or technology partners.

Where Personal Data is transferred outside India, Sportiz shall implement appropriate contractual, technical and organizational safeguards in accordance with applicable law to ensure that Personal Data continues to receive an appropriate level of protection.

12. Data Security

Sportiz is committed to protecting Personal Data against unauthorized access, loss, misuse, alteration or disclosure.

To achieve this, Sportiz implements reasonable administrative, technical and physical safeguards, including but not limited to:

  • Access controls based on business need;
  • Role-based authorization;
  • Password protection;
  • Encryption, where appropriate;
  • Secure servers and cloud infrastructure;
  • Firewalls and network security controls;
  • Periodic vulnerability assessments;
  • Security monitoring;
  • Data backup procedures;
  • Employee confidentiality obligations;
  • Privacy and cybersecurity training;
  • Vendor due diligence; and
  • Periodic review of security practices.

While Sportiz takes reasonable measures to protect Personal Data, no method of electronic transmission or storage can be guaranteed to be completely secure. Accordingly, Sportiz cannot guarantee absolute security.

13. Data Retention

Sportiz retains Personal Data only for as long as necessary to fulfil the purposes described in this Policy, comply with applicable laws, resolve disputes and enforce its legal rights.

Retention periods may vary depending on the nature of the Personal Data and the applicable legal or operational requirements.

Identity Verification Information

Where Aadhaar details or any other government-issued identity information are collected solely for identity verification or allied verification purposes:

  • such information shall be collected only where permitted under applicable law;
  • it shall be used exclusively for identity verification and related compliance purposes;
  • it shall not be used for unrelated commercial purposes; and
  • all Aadhaar details and Aadhaar-related information shall be permanently deleted from Sportiz's systems within ninety (90) days from the conclusion of the respective Event, unless a longer retention period is required by applicable law, a court of competent jurisdiction or any governmental authority.

Sportiz shall communicate this retention and deletion practice to all registered participants through an official email during the registration process or prior to the Event.

Other Personal Data

Other categories of Personal Data may be retained for longer periods where reasonably necessary for:

  • race history and performance records;
  • issuing certificates and results;
  • accounting and financial compliance;
  • tax obligations;
  • dispute resolution;
  • legal proceedings;
  • insurance requirements;
  • historical and archival purposes;
  • research and statistical analysis; or
  • any other purpose permitted or required under applicable law.

Upon expiry of the applicable retention period, Sportiz shall securely delete, anonymize or otherwise dispose of Personal Data in accordance with applicable legal and operational requirements.

14. Your Rights

Subject to applicable law, you may exercise the following rights in relation to your Personal Data:

  • The right to know what Personal Data Sportiz processes about you.
  • The right to access your Personal Data.
  • The right to request correction or updating of inaccurate, incomplete or outdated Personal Data.
  • The right to request deletion of your Personal Data, where such deletion is permitted or required under applicable law.
  • The right to withdraw your consent where processing is based solely on your consent. Withdrawal of consent shall not affect the lawfulness of processing carried out before such withdrawal.
  • The right to nominate another individual to exercise your rights in accordance with applicable law.
  • The right to know the purpose for which your Personal Data is being processed.
  • The right to be informed of the retention period applicable to your Personal Data.
  • The right to raise concerns or grievances regarding the processing of your Personal Data.
  • Any other rights available under applicable data protection and privacy laws.

Please note that the exercise of certain rights may affect Sportiz's ability to provide Event registration, participation or related services where processing of Personal Data is necessary for contractual, legal or safety purposes.

Requests relating to Personal Data may be submitted through the contact details provided in this Policy. Sportiz shall respond to such requests in accordance with applicable law.

15. Children's Privacy

Sportiz is committed to protecting the privacy of children.

Where participation in an Event is permitted for individuals below the age of eighteen (18) years, registration shall be completed only by a parent or legal guardian or with their express authorization, wherever applicable.

The parent or legal guardian shall be responsible for:

  • providing accurate registration information;
  • giving all necessary consents;
  • accepting the applicable Terms & Conditions, Consent, Waiver and Policies on behalf of the minor; and
  • ensuring that the minor complies with all Event Rules and Guidelines.

Sportiz does not knowingly collect Personal Data from minors except as necessary for lawful participation in an Event and in accordance with applicable law.

16. Third-Party Websites and Services

Sportiz and its Event Websites may contain links to third-party websites, applications or services for the convenience of users.

Such third-party websites and services operate independently of Sportiz and are governed by their own privacy policies and terms of use.

Sportiz does not control, endorse or assume responsibility for the privacy practices, security measures, content or availability of any third-party website or service.

Users are encouraged to review the applicable privacy policies before providing any Personal Data to third-party websites or services.

17. Fraud Prevention and Impersonation

Sportiz is committed to protecting participants from fraudulent activities and unauthorized use of its name, Events and intellectual property.

Participants should note that:

  • Official Event registrations shall be accepted only through Sportiz or its authorized Event Websites and registration partners.
  • Official communications shall originate only from Sportiz's verified communication channels.
  • Sportiz shall never request confidential information, passwords, OTPs or payments through unauthorized channels.
  • Participants should verify all payment requests before making any transaction.

Sportiz shall not be responsible for any loss, damage or claim arising from fraudulent representations, impersonation or unauthorized use of its name, logo, trademarks or branding by any third party.

Any unauthorized use of Sportiz's intellectual property or false representation of association with Sportiz may result in appropriate civil and criminal proceedings.

Participants are encouraged to immediately report any suspected fraud or impersonation through Sportiz's official communication channels.

18. Changes to this Policy

Sportiz reserves the right to amend, revise, update or replace this Privacy & Data Protection Policy at any time to reflect:

  • changes in applicable laws;
  • regulatory requirements;
  • technological developments;
  • operational requirements;
  • business practices; or
  • improvements in privacy and security standards.

Where material changes are made, Sportiz shall publish the updated Policy on Sportiz and its Event Websites.

Where required by applicable law, participants shall also be notified through appropriate communication channels, including email or other registered contact details.

Continued use of Sportiz, its Event Websites or participation in any Event following the publication of an updated Policy shall constitute acceptance of the revised Policy, unless otherwise required by applicable law.

19. Contact Us

For any questions, requests or grievances relating to this Privacy & Data Protection Policy or the processing of Personal Data, you may contact Sportiz through the following details:

Sportiz
49B, Chittaranjan Avenue
Kolkata – 700012
India
Email: sportizenquiry@gmail.com

Sportiz will make reasonable efforts to acknowledge and respond to privacy-related requests and grievances within the timelines prescribed under applicable law.

20. Acceptance of this Policy

By accessing Sportiz or any of its Event Websites, creating an account, registering for or participating in an Event, or otherwise providing Personal Data to Sportiz, you acknowledge that:

  • you have read and understood this Privacy & Data Protection Policy;
  • you consent to the collection, use, processing, storage, sharing and retention of your Personal Data in accordance with this Policy and applicable law;
  • you understand your rights regarding your Personal Data; and
  • you agree to be bound by this Policy, the applicable Terms & Conditions, Consent, Waiver, Disclaimer, Anti-Discrimination Policy and any other policies published by Sportiz from time to time.

This Privacy & Data Protection Policy shall apply to all present and future Events promoted, endorsed, franchised, managed or organized by Sportiz and to all Sportiz and Event Websites, unless otherwise expressly stated.