Privacy Policy
1. Introduction
Welcome to UltraBrainRace (“we,” “our,” “us”). We are a race and endurance event organiser committed to protecting the privacy and personal information of our participants, athletes, volunteers, website visitors, sponsors, and partners.
This Privacy Policy explains how we collect, use, store, protect, and share personal information when you visit our website, register for an event, participate in a race, contact our team, or use our services.
By using our website or registering for an UltraBrainRace event, you acknowledge that your personal information will be handled as described in this Privacy Policy, subject to applicable law.
2. Information We Collect
Depending on your interaction with UltraBrainRace, we may collect the following categories of information.
A. Personal and Registration Information
When you register for a race or event, we may collect:
Full name
Date of birth and age
Gender, where required for event administration or competition categories
Email address and mobile number
Residential address, city, state, and country
Nationality or country of residence, where required
Emergency contact name, relationship, and phone number
Race category, selected distance, and registration details
Running experience, previous race results, and qualifying information, where applicable
Identification or eligibility documents, only when required for legitimate event purposes
B. Health and Safety Information
To help manage participant safety, we may request relevant information such as:
Medical conditions or relevant medical history voluntarily disclosed by participants
Allergies or other information relevant to emergency care
Disability or accessibility requirements
Medical fitness declarations or certificates, where required by the event
Other health-related information necessary for safe participation
We request only the information reasonably necessary for the relevant purpose. Please provide health information through the designated registration or medical process.
C. Payment and Transaction Information
When you pay registration fees or purchase event-related services, payment information may be processed by third-party payment providers.
We may receive transaction references, payment status, amount paid, refund details, and related billing information. We do not intend to store complete payment card numbers or security codes on our own systems.
D. Race Results and Participation Information
During an event, we may collect or generate:
Bib number and participant identification
Race timings, split times, rankings, and finishing results
Checkpoint records and race progress
Participation, completion, and disqualification status
Race photographs, videos, and event recordings
Information required to verify eligibility or investigate race-related incidents
E. Website and Technical Information
When you visit our website, we may collect technical information such as IP address, browser type, device information, pages visited, referral sources, cookies, and website usage data, subject to applicable law and your privacy choices.
3. How We Use Your Information
UltraBrainRace may use your information to:
Process and manage race registrations.
Verify participant identity, eligibility, and qualifying performances where applicable.
Send registration confirmations, bib details, race instructions, schedules, and event updates.
Coordinate race-day logistics, timing, checkpoints, medical assistance, and emergency response.
Provide information to emergency responders when reasonably necessary to protect life or safety.
Publish race results, rankings, and completion records.
Provide certificates, medals, awards, and participant services.
Process payments, refunds, cancellations, and registration queries.
Communicate important changes, postponements, cancellations, or safety notices.
Improve our events, website, registration process, and participant experience.
Prevent fraud, address disputes, enforce event rules, and comply with legal obligations.
Send marketing communications about future events, offers, and updates where permitted by law and subject to applicable consent requirements.
We will not use health or emergency information for unrelated promotional purposes.
4. Sharing of Information
We do not sell participants' personal information to third parties.
We may share relevant information with the following categories of recipients when necessary for the purposes described in this Policy:
A. Event Operations and Service Providers
These may include registration platforms, timing companies, race-management providers, payment processors, website hosting providers, email services, and customer support providers.
B. Medical and Emergency Services
Relevant information may be shared with event medical teams, ambulance services, hospitals, or emergency responders when necessary to provide medical assistance or protect a participant's safety.
C. Event Partners and Sponsors
We may share limited participant information with sponsors, partners, or service providers only where necessary for a disclosed event-related purpose or where you have provided the required consent. We will not provide medical information or emergency contact details to sponsors for marketing purposes.
D. Public Race Results
UltraBrainRace may publish participant names, bib numbers, race categories, finishing times, rankings, age-group results, and other relevant competition information on our website, timing platforms, or official event communications.
Certain results may remain publicly accessible after the event. We will avoid publishing private contact details, medical information, or emergency contact information as part of public results.
E. Legal and Regulatory Requirements
We may disclose information when required by applicable law, a valid legal process, a competent authority, or when reasonably necessary to protect the rights, safety, and security of participants, our organisation, or others.
5. Photography, Videography, and Media
UltraBrainRace events may be photographed, filmed, or recorded for event documentation, news reporting, results verification, and promotional purposes.
General event photography and footage may include identifiable participants. Where required by applicable law, we will provide appropriate notices and obtain the necessary permissions or consent for relevant uses.
If you have a concern about a particular photograph or video, you may contact us using the details below. We will review reasonable requests, subject to legal obligations, event records, and legitimate media or operational requirements.
Any separate participant media release or event waiver will apply according to its terms and applicable law.
6. Cookies and Analytics
Our website may use cookies and similar technologies to maintain website functionality, understand visitor behaviour, measure performance, and improve our services.
We may use third-party analytics or advertising tools where appropriate. You can manage cookies through your browser settings and, where provided, our website's cookie preferences.
Disabling certain cookies may affect some website features.
7. Data Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss, or misuse.
Access to participant information is limited to authorised personnel and service providers who need it for legitimate operational purposes.
However, no online platform or method of electronic storage can be guaranteed to be completely secure.
8. Data Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including event administration, race-result verification, participant support, safety documentation, accounting, dispute resolution, and legal compliance.
Race results and relevant competition records may be retained for longer periods to preserve event history and verify achievements.
Medical information, identification documents, and emergency contact details will be retained only as appropriate for their intended purposes and applicable retention requirements. Information will be securely deleted, anonymised, or otherwise disposed of when no longer required, subject to applicable law.
9. Your Privacy Rights and Choices
Subject to applicable law, you may have the right to:
Request access to personal information we hold about you.
Request correction of inaccurate or incomplete information.
Request deletion of personal information that we no longer need or are legally required to retain.
Withdraw consent where processing is based on consent.
Object to or restrict certain processing where such rights apply.
Opt out of promotional emails using the unsubscribe option or by contacting us.
Raise a complaint or contact the appropriate data protection authority where applicable.
To submit a privacy request, contact us using the details provided below. We may need to verify your identity before processing your request.
Some information may need to be retained for legal, safety, financial, or event-record purposes. Publicly distributed results, media, and third-party copies may not always be fully removable.
10. Children's Privacy
Our events may have age restrictions that vary by race category and event rules.
Where participants are under the age of majority or are otherwise considered children under applicable law, we will follow the applicable requirements for parental or guardian consent, eligibility, and personal information processing.
Parents or legal guardians may contact us with questions about a child's registration or personal information.
11. Third-Party Websites and Services
Our website or registration process may link to third-party websites, payment services, timing platforms, or partner services.
Those services operate under their own privacy policies and terms. UltraBrainRace is not responsible for the independent privacy practices of third-party websites, except to the extent required by applicable law.
We encourage participants to review the relevant third-party privacy policies before submitting information.
12. International Participants and Data Transfers
UltraBrainRace may receive registrations from participants in different countries. Where personal information is processed or transferred across national borders, we will take the steps required by applicable data protection laws.
Information may be processed by service providers in countries other than the participant's country of residence. Applicable safeguards will be used where required.
13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our events, services, technology, or legal obligations.
The updated version will be published on our website with a revised “Last Updated” date. Where required by law, we will provide additional notice or seek renewed consent.
14. Contact Us
For questions, requests, or concerns relating to this Privacy Policy or the handling of your personal information, please contact:
Organisation: UltraBrainRace
Email: care@ultrabrainrace.com