Privacy Policy

RUN INSYNC

A project of Adventures Beyond Barriers Foundation

How we collect, use, and protect your information

1. Introduction

This Privacy Policy explains how Adventures Beyond Barriers Foundation ("ABBF", "we", "us", "our") collects, uses, discloses, retains and safeguards personal information relating to participants, volunteers and visitors (together, "you") who access or use the Run InSync booking platform ("Platform") or participate in the Run InSync running event ("Event").

This Policy is a privacy notice. It explains our information practices; where applicable law requires your consent for a particular processing activity, that consent will be obtained through a separate, clear affirmative action at or before collection. Your acceptance of the Terms of Service does not, by itself, constitute consent to every processing activity described in this Policy.

2. Information We Collect

2.1 Information you provide directly

We may collect the following information where necessary for registration, eligibility verification, event administration, safety, or other purposes explained at collection:

• Full name, date of birth, gender, and government-issued identification details where required for category eligibility or identity verification.
• Contact details: email address, phone number, and postal address where needed for registration, billing or delivery.
• Race category, T-shirt size, and other event-specific preferences.
• Emergency contact name and phone number. Where you provide another person's information, you confirm that you are authorised to provide it and should inform that person as appropriate.
• Medical or health information that you voluntarily provide where it is reasonably necessary to support participant safety or emergency response. We do not require medical information beyond what is reasonably necessary for the stated purpose.
• Photographs, videos or documents submitted for participation categories that require them, including accessibility or para-athlete categories.

2.2 Information collected automatically

Device and browser information, IP address, general location at city level, pages viewed, and actions taken on the Platform may be collected for security, troubleshooting, fraud prevention, analytics and service improvement, subject to applicable law and the choices presented to you at collection.

2.3 Payment information

Payments are processed through Razorpay, a third-party payment gateway. ABBF does not intentionally collect or store full card numbers, CVV, UPI PINs or net-banking credentials on its own servers. We may receive transaction information such as payment status, transaction/reference ID, amount, payment method metadata and refund/chargeback status as made available to us by the payment service provider.

3. How We Use Your Information

• To process your registration, verify eligibility, confirm your slot and issue or administer your bib number and timing chip.
• To communicate event updates, route changes, weather advisories, safety notices and logistics by email, SMS, WhatsApp or other channels used for event operations.
• To generate participation certificates and publish or display results and race timings, subject to the event rules and applicable law.
• To respond to medical emergencies during the Event using information you provide and, where necessary for safety, share relevant information with event medical or emergency personnel.
• To process payments, refunds, failed transactions, fraud checks, chargebacks and related disputes.
• To operate, maintain, secure and improve the Platform and troubleshoot technical issues.
• To comply with applicable law, insurance, permit, accounting, tax, regulatory and lawful-authority requirements, and to establish, exercise or defend legal claims.

Where we rely on consent for a particular purpose, you may withdraw that consent through the method made available at collection or through the contact channel below. Withdrawal does not affect processing already carried out lawfully before withdrawal and may affect our ability to provide a feature or service that depends on that consent.

4. How We Share Information

We do not sell your personal information. We share information only with:

• Razorpay, to process your payment, refund and payment-dispute transactions.
• Timing and race-day technology vendors, to generate results, timing and event administration outputs.
• Event insurance providers, medical/ambulance partners, safety personnel and local authorities, where necessary for safety, emergency response, insurance or legal compliance.
• Printing and merchandise partners, to prepare your bib, T-shirt, certificate and other included event materials, where applicable.
• Technology, hosting, communications, analytics and support providers who process information on ABBF's behalf, where applicable.
• Government, regulatory, law-enforcement or judicial bodies where required or permitted by law.

ABBF will seek to use only information reasonably necessary for the relevant purpose and will use commercially reasonable contractual or other safeguards with service providers that process personal data on ABBF's behalf, as appropriate to the service and risk.

Notwithstanding the foregoing, in the event of any unauthorised access, disclosure, loss, or breach of participant data — whether occurring on ABBF's own systems or on the systems of any third-party vendor or partner — neither ABBF nor its directors, trustees, officers, employees, representatives, or volunteers shall be responsible or liable for any loss, damage, or claim arising from such breach, and are held free and harmless from any indemnity in this regard, to the fullest extent permitted by applicable law.

5. Data Security

We use reasonable administrative, technical and organisational safeguards appropriate to the nature and risks of the information we process. These measures may include access controls, restricted access to registration data, secure transmission, encryption or equivalent protections, logging/monitoring, backups and contractual controls for relevant service providers. No method of transmission or storage is completely secure.

6. Data Retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected and for applicable accounting, tax, legal, regulatory, insurance, dispute-resolution or recordkeeping requirements. Different categories may be retained for different periods. When retention is no longer necessary or required, we will securely delete or anonymise the information, subject to applicable law and legitimate record-preservation needs.

7. Your Rights and Grievance

Subject to applicable law and the relevant commencement dates of the DPDP framework, you may have rights including access to information about processing, correction, completion and updating of inaccurate or incomplete information, erasure where permitted, grievance redressal, withdrawal of consent where consent is the basis of processing, and nomination of another person where provided by law. Requests may be sent to info@runinsync.in. We may need to verify your identity and may retain information where required or permitted by law.

ABBF will maintain a readily available channel for privacy-related grievances and will respond within the timelines required by applicable law. Nothing in this Policy is intended to limit any statutory right or remedy available to you.

8. Participants Under 18 and Persons with Disabilities Who Have Guardians

The Event may offer categories for minors. Where a participant is under 18, registration and relevant consents must be completed by the parent or lawful guardian in accordance with the Event rules. ABBF will implement the consent and verification measures required by applicable law for processing children's personal data when those requirements are in force. Where a person with disability has a lawful guardian, ABBF will process personal data and obtain consent as required by applicable law and the actual registration arrangement.

9. Cookies and Similar Technologies

The Platform may use essential cookies or local storage needed for login, security and registration functions. We may also use analytics or other non-essential technologies if enabled. Where consent is required, we will provide an appropriate choice mechanism. We do not knowingly use third-party advertising cookies solely for behavioural advertising unless our practices and consent mechanism are updated to support that use.

10. Changes to This Policy

We may update this Privacy Policy to reflect changes in our practices, technology, event operations or applicable law. We will post the revised version with an updated "Last updated" date. Where required by law, we will provide additional notice or seek fresh consent. Material changes will be applied prospectively to the extent appropriate and permitted by law.

11. Contact Us and Privacy Grievance

For questions about this Privacy Policy or your data, contact:

Privacy / grievance contact person or officer: _____________.

For privacy requests, please include enough information to help us identify the relevant registration or communication, but do not send passwords, full card numbers, UPI PINs or other payment credentials.

12. Legal / Transition Note

This Policy is intended to operate with the privacy and data-protection laws applicable to ABBF and the Event from time to time. During the transition to the DPDP Act, 2023 and DPDP Rules, 2025, ABBF will continue to apply the privacy and security requirements that remain applicable to its processing activities and will update this Policy and its processes as additional DPDP provisions commence.