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NECMER/active

NECMER/active

Privacy Policy

A legal disclaimer

We collect only what we need to run the Winter Games, pay prizes and keep athletes safe. We never sell your data. This policy applies to the registration website www.necmeractive.com and to the Event. NECMER Active Foundation, Borpara, Bongaigaon, Assam 783380, is responsible for your data.

1. What we collect, why, and how long we keep it

  • Name, gender and date of birth: used to place you in the right category and check Masters (40+) eligibility.

  • Phone, email and gym name: used to send confirmations, heat times and Event updates. Kept until you opt out of updates about future editions.

  • Emergency contact: used only to reach someone if you are hurt. Deleted within [30] days after the Event.

  • Photo ID: checked at check-in to confirm your identity and age. We look at it but do not copy it, except for prize winners.

  • Bodyweight, scores and rankings: used for Wilks scoring and to publish results. Results stay up as a permanent public record of the Event.

  • PAN, bank or UPI details and an ID copy (prize winners only): used to pay prizes and deduct tax (TDS) where required. Kept as long as Indian tax law requires.

  • Payment ID and transaction status: used to confirm your payment and handle refunds. Kept as long as accounting law requires.

  • Photos and video of the Event: used for Event coverage and promotion. Kept in our archive (see section 3).

 

We do not ask for medical records. If you tell the medical team about a health condition on event day, they use it only to treat you.

2. Who we share it with

We share your data only with people who need it to run the Event:

  • Razorpay: processes your payment. Your card, UPI and bank details go directly to Razorpay and are never stored by us. Their use of your data is covered by Razorpay's privacy policy.

  • Judges and volunteers: see your name, category, heat and scores on event day.

  • Medical team: sees your emergency contact, and any health details you share, if you need care.

  • Public results: your name, gym, category and placing are published on our website and social media.

  • Tax authorities and banks: receive prize winners' PAN and payment details where the law requires it.

  • Service providers: [e.g. website host, email or WhatsApp tools] store or send data for us. They may use it only for that purpose.

 

Sponsors do not get your contact details. They may receive totals with no names, such as the number of athletes or the districts they came from. We disclose data to the authorities only if the law or a court order requires it.

3. Security, cookies, photos and under-18s

  • Security: registration data is kept in password-protected accounts. Only the core organising team can access it, and it is never shared in open groups. If a breach affects your data, we will tell you and the Data Protection Board of India as the law requires.

  • Cookies: the website uses [only essential cookies / basic analytics such as Google Analytics] to work and to count visits. We do not use advertising trackers. You can block cookies in your browser settings.

  • Photos and video: the Event is photographed and filmed. If you do not want to appear in our marketing, email us before the Event. We will avoid using close-up shots of you. You can also ask us to remove a specific post later.

  • Under-18s: the Event is for athletes aged 18 and over. We do not knowingly collect data from anyone under 18. If we find we have, we will delete it.

4. Your rights and how to reach us

By registering, you consent to us using your data as described here. Under India's Digital Personal Data Protection Act, 2023, you can:

  • ask what data we hold about you and who we have shared it with

  • correct or update your details

  • ask us to delete your data, except where we must keep it by law, such as prize tax records

  • withdraw consent to future updates or marketing. This does not undo what was already processed. If you withdraw before the Event, we may not be able to keep your entry.

  • nominate someone to exercise these rights for you if you die or cannot act yourself

  • complain to us, and then to the Data Protection Board of India if you are not satisfied

 

For any grievance contact: Himshekhar Nr Konwar, Treasurer, NECMER Active Foundation, Borpara, Bongaigaon, Assam 783380 · necmeractive@gmail.com · +91 90836 23579. We reply within 7 working days.

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We may update this policy. The latest version is always on the website, with its date.

Last updated: 20th October 2026

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