Privacy Policy

01. Who We Are

FLEXATHON is an independent sporting and social-impact initiative organised by Flexon Sports Foundation.

02. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected by or on behalf of FLEXATHON through our website, registration systems, authorised event platforms, communications, event activities and related services.

It does not govern the independent privacy practices of third-party websites or platforms that operate under their own privacy policies.

03. Personal Information We May Collect

The information collected depends on how you interact with FLEXATHON. When you register for an event, we may collect:

• Full name;
• Email address;
• Mobile or WhatsApp number;
• Date of birth & age;
• Gender, where required for event administration;
• Selected race category;
• T-shirt size;
• Blood group, where requested;
• Emergency-contact information;
• Address or location information where required;
• Participant photograph or profile image, where submitted;
• Registration number, race bib number, timing information, race results; and
• Other information reasonably necessary to manage participation.

We aim to collect only information reasonably required for the stated purposes.

04. Health and Emergency Information

For participant safety, we may request limited health or emergency-related information such as:

• Blood group;
• Emergency-contact details;
• Relevant medical information voluntarily disclosed by a participant; or
• Information communicated to medical personnel during an emergency.

Such information is intended primarily to support participant safety and emergency response. Access is limited to authorized personnel or service providers who reasonably require it for event safety.

Participants should not submit unnecessary medical information through general website forms or email.

05. Information Relating to Children and Minors

FLEXATHON may include race categories or activities in which children or minors are permitted to participate. Where information relating to a minor is collected, we require:

• Minor's name, date of birth / age, and race category;
• Parent or guardian name, contact details, and emergency-contact information;
• Participation and medical/emergency consent; and
• Separate photography or media consent where appropriate.

Where required by law, we seek appropriate and verifiable consent from a parent or lawful guardian before processing a child's personal data. We do not intentionally use children's personal information for behavioural advertising or profiling.

06. Payment Information

Payments for FLEXATHON registrations are processed through authorised payment gateways, ticketing services or registration platforms. We receive transaction details (payment status, amount paid, transaction reference, payment date, refund status).

FLEXATHON will never intentionally request your banking password, UPI PIN, card PIN or OTP by email, WhatsApp, telephone or social media.

07. Information Collected Automatically

When you access our website, certain technical information may be collected automatically (IP address, browser type, device type, operating system, approximate location, pages visited, date and time of access, referral source, session diagnostic information, cookie identifiers).

We use this information to maintain website security, understand site performance, and improve user experience.

08. Cookies and Similar Technologies

Our website may use cookies or similar technologies for essential website functionality, security, user preferences, website analytics, and traffic measurement.

Users may manage cookies through their browser settings, although disabling certain cookies may affect website functionality.

09. Analytics and Advertising Technologies

FLEXATHON may use authorised third-party tools such as Google Analytics, Google Ads, Meta technologies, or conversion-tracking tools. Where required, non-essential tracking technologies are subject to applicable consent requirements.

10. Why We Use Personal Information

We process personal information for purposes including:

• Event Registration: Managing entries, assigning categories, bibs, kits, timing, results, certificates, and prizes.
• Event Operations & Safety: Race-day coordination, route management, emergency aid, safety notifications.
• Communications: Confirmations, bib collection notices, start times, route updates, results.
• Participant Support: Inquiries, dispute resolution, eligible refund processing.
• Legal & Regulatory: Maintaining records, fraud prevention, safety compliance.
• Improvement & Analysis: Analyzing aggregated trends to enhance future event editions.

11. Event Communications vs Marketing Communications

Essential Communications: Necessary for race administration (bib details, safety alerts, schedule changes, results).

Promotional Communications: Sent only on an opt-in basis. You can unsubscribe anytime without affecting active event registrations.

12. WhatsApp and SMS Communications

Where provided, mobile/WhatsApp numbers are used for essential event updates (registration notices, bib pickup, start times, emergency alerts). Optional promotional messages require permission and can be stopped upon request.

13. Photography, Video and Event Media

FLEXATHON events may be photographed, filmed or recorded for event documentation, news coverage, and authorised promotional highlights. Strict safeguarding and consent policies apply to imagery of minors.

14. Race Results and Public Information

For timed categories, participant name, bib number, category, finishing time, and rank are publicly published as official sporting results. Private data like phone numbers, emails, addresses, and medical information are never published.

15. Certificates, Medals and Recognition

Participant information is used to issue participation and finisher certificates, verify completions, manage medal distributions, and administer official awards.

16. Volunteers, Partners and Other Stakeholders

Information provided by volunteers, sponsors, institutions, media, or vendors is processed exclusively to evaluate and administer the respective collaboration.

17. When We May Share Personal Information

We do not sell personal information.

We share limited data strictly as necessary with authorised providers: payment processors, timing partners, medical/emergency teams, communication gateways, certificate vendors, and lawful government authorities.

18. Sponsors and Commercial Partners

Registration information is not automatically shared with sponsors for independent marketing. Any optional sponsor sharing requires explicit prior notice and consent. Anonymised event statistics may be shared.

19. Service Providers

We select vendors maintaining appropriate technical and organizational data safeguards to provide hosting, timing, messaging, and event operations.

20. International or Cross-Border Processing

Where technology or cloud infrastructure is hosted outside India, processing is conducted in compliance with applicable Indian data protection frameworks.

21. How Long We Keep Personal Information

Data is retained only as long as necessary for event administration, results verification, tax/accounting audits, and legal dispute protection, and is thereafter securely deleted or anonymised.

22. Data Security

We implement access controls, secure hosting, SSL transmission, encryption, and operational restrictions to safeguard participant data against unauthorized access.

23. Personal Data Breaches

In the event of a detected data breach, we will assess, contain, investigate, and notify affected individuals and the Data Protection Board of India as required by law.

24. Your Choices and Rights

Under the Digital Personal Data Protection Act, you have rights to access, correct, update, erase your personal data, and submit grievances, subject to statutory record-retention requirements.

25. Withdrawal of Consent

You may withdraw consent for optional processing at any time. Withdrawal applies prospectively and does not impact lawful processing previously completed.

26. Correcting Your Registration Information

If details submitted during registration are inaccurate, please contact us promptly. Certain data locks before race day to ensure timely bib printing and chip timing.

27. Grievance Redressal

If you have a privacy concern or grievance, please contact us:

28. Identity Verification for Privacy Requests

To prevent unauthorized data disclosures, we verify the requester's identity before acting on access, correction, or deletion requests.

29. Third-Party Websites and Platforms

Links to external platforms (ticketing, maps, video, social channels) are governed by their own independent privacy notices.

30. Social Media

Interactions on public social media channels are visible according to platform settings. Participants should avoid publicly sharing payment, registration, or health details.

31. Automated Decision-Making

FLEXATHON does not make significant participant decisions solely through automated profiling. Competitive rankings and prize distributions undergo human verification.

32. Data Minimisation

We collect only information reasonably necessary for stated operational, safety, and event delivery goals.

33. Accuracy of Information

Participants are responsible for providing correct information during registration and notifying us of any critical changes (e.g. emergency contact updates).

34. Changes to This Privacy Policy

This policy may be updated periodically. The latest revision will always be published on this page with the effective date.

35. Applicable Law

This policy complies with the laws of India, including the Digital Personal Data Protection Act, 2023 and the notified Digital Personal Data Protection Rules, 2025.

36. Contact Us

For questions, concerns or requests relating to this Privacy Policy or your personal information, contact: