We may collect the following categories of information from you:

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a) Personal Data
This includes information that identifies you, or when combined with other information could identify you. Examples:

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Name, date of birth, gender

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Contact details: email address, phone number, mailing address

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Registration details: event category (5 km, 10 km, half-marathon etc.), bib number, timing chip number

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Emergency contact information

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Payment information (for registration fees) – note: sensitive payment/card details may be handled by a third-party payment gateway

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Health/medical related information (if required): e.g., declarations of fitness, medical certificate, special conditions

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Photographs, videos or other media of you captured during the event (see “Use of Media” below)

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b) Usage & Technical Data
When you use our website/portal we may collect:

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IP address, browser type/version, device type, operating system, pages visited, length of stay, referral URL

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Cookies or similar tracking technologies, for website analytics and improving user experience

Information volunteered by you, e.g., feedback, survey responses

We use your personal information for the following purposes:

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To register you for the event, issue bib/timing chip, process payment, allocate category and send you confirmation.

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To manage your participation: send you event updates, bib collection instructions, logistical information (start time, route, map, cut-off times), emergency or safety communications.

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For health & safety purposes: verifying age eligibility, confirming medical fitness, assisting with emergency services if required.

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To generate, publish and distribute results, finishing lists, certificates (if applicable).

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For marketing and promotional communications (if you have given consent): event newsletters, future editions of EternaRun or partner events. You may opt out of such marketing.

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To improve our services, website, and event logistics – by analysing usage/participation data.

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To comply with legal obligations, enforce our Terms & Conditions, detect or prevent fraud or abuse, and to protect our rights and property.
 

By registering for the event you grant us the right to photograph, film or record you during the Event and to use your name, image, voice, performance and likeness in any media for promotional or commercial purposes without additional compensation. These rights are irrevocable and worldwide. If you do not consent to media usage you must notify us in writing at the time of registration/collection.
We may publish participant lists, results, timing data and categorical finishing positions.

We will not sell your personal information to third parties. However, we may share or disclose your information as follows:

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With service providers and contractors who perform functions on our behalf: e.g., payment processors, timing-chip/timing-systems provider, website hosting, event logistics, medical/emergency services. These parties are required to protect your data in accordance with this policy.

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If required by law, regulation, court order or governmental request (e.g., police or security authorities).

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If we believe disclosure is necessary to protect our rights, property or the safety of participants, staff or the public.

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In connection with a merger, sale, transfer or change in ownership of our event, business or assets, in which case your personal data may be transferred to the buyer/organiser—but we will provide notice and you will still be bound by this policy.
 

We use cookies, web beacons and similar tracking technologies to collect usage and technical information about visitors to our website. These help us to:

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Analyse how users reach and use the site;

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Improve functionality and user-experience;

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Show you personalised content or communications (if you consent).
You can opt out of cookies by changing your browser settings; however this may affect certain features of the website.
 

Your personal data may be stored and processed in India (or in other jurisdictions where our service providers operate). By using our service, you consent to information transfer outside your country of residence if necessary.

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We retain your personal information only for as long as necessary for the purposes set out in this policy, or as required by law (for example event liability or accounting records). After this period we will securely delete or anonymise your data.

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We implement appropriate technical and organisational security measures to protect your personal data (access controls, encryption, secure servers). However, no method of transmission or storage is 100 % secure.
 

You have the right to request access to the personal data we hold about you, ask for correction of inaccurate data, or request deletion of your data (subject to any legal obligations we must retain records). To do so please contact us at the email address listed below. We will respond within a reasonable timeframe.
If there are legitimate reasons to retain certain data (e.g., for audit, legal or safety reasons), we may not delete that portion immediately.

Our event registration is generally only open to participants of minimum age (as specified in the Terms & Conditions). We do not intentionally collect personal data from children under the age of 13 (or as applicable under local law) without parental consent. If you believe we have collected data of a minor without appropriate consent, please contact us and we will take steps to delete such data.

Depending on your country of residence, you may have rights under applicable data protection laws, such as:

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Right to know what personal data is held about you;

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Right to rectify inaccurate or incomplete data;

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Right to erase data or restrict processing;

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Right to object to certain processing (e.g., direct marketing);

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Right to data portability (in some jurisdictions).

If you are in India, you may rely on relevant provisions under Indian privacy/data-protection laws (and any future legislation). If you are in the European Economic Area/UK (if applicable), you may have additional rights under the GDPR.
If you wish to invoke any of these rights, contact us (see Section 11). You may also lodge a complaint with your local data protection authority.
 

We may update this Privacy Policy from time to time to reflect changes in the law, our practices or the features of our services. When we publish any updates, we will change the “Last updated” date above. We encourage you to review this page periodically. Your continued use of our website or event registration after posting of changes constitutes your acceptance of the revised policy.

If you have any questions, requests or concerns regarding this Privacy Policy or our use of your personal data, you may contact us at:
Email: [contact@eternarun.com]