PRIVACY POLICY
Athlete Privacy Commitment
At YNOTU, we treat your personal and performance data with the same high standard of integrity and discipline that we bring to our arena floor. We are committed to transparency, strict data governance, and ensuring your personal information is protected before, during, and after race day.
01. Scope & Overview
This Privacy Policy applies to all athletes, spectators, volunteers, judges, partners, and visitors interacting with YNOTU Fitness Event Organisation (“YNOTU”, “we”, “our”, or “us”) via our website (ynotu.com), event registration portals, physical championship arenas, digital training tools, and related services.
By registering for a YNOTU event, creating an athlete account, subscribing to our communications, or accessing our platforms, you acknowledge and agree to the practices outlined in this policy.
02. Information We Collect
To organize competitive fitness races, ensure participant safety on the course, and maintain official athletic leaderboards, we collect several categories of information:
A. Personal & Registration Information
When you register for a race wave, volunteer, or purchase merchandise, we collect details including your full legal name, email address, telephone number, mailing address, date of birth, biological sex or competition category, emergency contact details, t-shirt size, and affiliated gym or training box.
B. Health Declarations & Safety Disclosures
Due to the intense physical demands of our 6-station points-based format, we require athletes to complete physical activity readiness questionnaires (PAR-Q) and safety waivers. We may collect relevant medical disclosures, primary emergency contacts, and blood group indications for on-site medical staff in case of an emergency during an event.
C. Race Performance & Timing Metrics
During official events, our electronic RFID timing systems, automated tracking chips, and certified floor judges record your running interval splits, station transition times, movement completion timestamps, penalty points, and final placement rankings.
D. Payment & Billing Details
All financial transactions for race entries, tickets, or merchandise are handled by PCI-DSS certified payment processors (such as Stripe or Razorpay). YNOTU does not directly store, process, or retain raw credit card numbers, CVVs, or bank login credentials on our servers.
E. Arena Media, Photography & Broadcast
Our events are covered by professional photographers, broadcast crews, and live streaming units. We capture still imagery, aerial footage, and video of participants across the race course, spectator stands, and podium ceremonies for operational, timing verification, and promotional use.
F. Digital Usage & Device Telemetry
When accessing our website, we automatically log standard technical data such as IP address, browser type, operating system, referring URL, pages visited, time spent per page, and interaction with digital training tools (such as our Readiness Calculator).
03. How We Use Your Information
We process your data strictly for legitimate sporting, operational, and organizational purposes, including:
- Event Registration & Wave Scheduling: Allocating bib numbers, heat waves, division classifications (Open, Pro, Doubles, Squad), and preparing personalized race packs.
- Official Timing & Public Leaderboards: Publishing verified race results, split times, age-group standings, and World Championship qualification statuses.
- Athlete Safety & Emergency Care: Equipping licensed on-course medical personnel with rapid-access emergency contact and allergy/condition data during physical distress.
- Essential Operational Communications: Delivering race day briefings, wave start confirmations, movement standard rulebook updates, venue logistics, and schedule changes.
- Community Updates & Training Dispatches: Sending weekly training protocols, affiliate gym announcements, and early access passes (only when you have consented, with one-click unsubscribe options).
- Platform Enhancement & Analytics: Analyzing platform performance, optimizing race day check-in bottlenecks, and enhancing our digital calculators.
04. Data Sharing & Third Parties
We disclose limited personal data only to trusted service partners and service providers who assist us in executing world-class athletic events:
1. Official Timing & Scoring Partners
We share athlete bib IDs, names, and wave details with contracted electronic timing partners to calculate split times and generate live digital leaderboards.
2. Medical & Emergency Response Providers
Emergency contact information and critical medical disclosures are shared strictly with certified paramedic and medical response teams stationed inside the competition arena.
3. Payment Gateways & Banking Systems
Secure payment tokens and transaction details are routed through audited, PCI-compliant payment gateways to complete race registrations.
4. Venue Security & Legal Authorities
We may share participant accreditation records with stadium authorities for security screening, or when required by court orders, lawful requests, or regulatory sporting bodies.
05. Cookies & Tracking Technologies
Our website uses cookies, web beacons, and local browser storage to provide a seamless browsing experience. These include:
- Strictly Necessary Cookies: Essential for site navigation, secure registration checkout, and session maintenance.
- Performance & Analytics Cookies: Anonymous telemetry tools (e.g., aggregated traffic statistics) that help us understand how athletes use our training calculators and event calendars.
- Preference Cookies: Storing athlete division preferences, regional currency units, and theme settings.
You can control or disable cookie tracking via your web browser settings. Please note that disabling essential cookies may impact registration cart functionality.
06. Data Security & Retention
We implement industry-standard administrative, physical, and technical safeguards to protect your personal data against unauthorized access, loss, or alteration. These measures include:
All web traffic and sensitive registration transmissions are encrypted using robust SSL/TLS protocols.
Athlete medical and personal disclosures are restricted solely to authorized race marshals and coordinators.
Data Retention: We retain athlete records for as long as necessary to fulfill event operations, maintain historical championship leaderboards, and comply with tax and legal requirements (typically up to 7 years for financial records).
07. Your Rights & Athlete Choices
Regardless of your competition category, you retain full ownership of your personal data and possess the following rights:
- Access & Data Portability: You may request a copy of all personal records associated with your athlete profile.
- Correction & Updates: You may update outdated contact details, division registrations, or emergency contacts prior to race wave lock dates.
- Deletion & Erasure: You can submit a request to delete your account and personal identifiers, subject to legal retention obligations.
- Leaderboard Anonymization: If you wish to participate without having your full name displayed publicly on online leaderboards, you may request to appear under your assigned Bib Number.
- Marketing Communications Opt-Out: You can unsubscribe from non-operational newsletters at any time by clicking the “Unsubscribe” link in any email footer.
To exercise any of these rights, simply email our data privacy team at info@ynotu.com. We respond to all verified requests within 30 calendar days.
08. Youth Competitors & Minor Protection
YNOTU championship divisions are designed for athletes aged 18 and older. For designated junior divisions or exhibition heats, registration must be completed directly by a parent or legal guardian who signs the appropriate minor athletic release and privacy acknowledgment. We do not knowingly collect personal data from children under 13 without verified parental consent.
09. Policy Amendments
As our championship series expands and international sporting regulations evolve, we may update this Privacy Policy periodically. Any material modifications will be posted on this page with an updated “Last Updated” timestamp, and where appropriate, announced via athlete dispatch email prior to implementation.
10. Contact Us & Grievance Officer
If you have any questions, concerns, or requests regarding this Privacy Policy or how your data is handled across YNOTU events, please reach out to our legal and data protection team: