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RSRJ Events Management Participant Privacy Policy

This Privacy Policy explains how RSRJ Events Management collects, uses, shares and protects personal information relating to our events, photographs, videos and participant services.

This website uses an event-media platform to host, organise, search, display, deliver and, where enabled, sell event photographs, videos and related digital content.

By using this website, you acknowledge that you have read this Privacy Policy. Where your consent is required for a specific activity, such as optional cookies or selfie search, you will be asked separately before that activity begins.

1. Who is responsible for your information?

RSRJ Events Management is responsible for determining why and how event photographs, videos and participant information are collected and used.

We are responsible for:

  • deciding which event media and participant information are collected and uploaded;

  • ensuring that we have the required permissions, notices, consents or other lawful grounds;

  • selecting and supervising photographers, videographers, employees, administrators, contractors and authorised uploaders;

  • ensuring that uploaded content is lawful, appropriate and reasonably accurate;

  • deciding which search, delivery, sharing and sales features are enabled;

  • determining how long event information remains available; and

  • responding to event-related privacy, correction and removal requests.

We are responsible for the actions and instructions of everyone we authorise to upload, manage, search, publish or otherwise process information through this website.

Organisation: RSRJ Events Management
Privacy contact:
Address:
Country: Philippines
Website: https://raceresults.rsrjeventsmanagement.com

2. Information we may collect

The information collected depends on the event and the features available on this website.

Event photographs and videos

We may collect and publish:

  • event photographs;

  • video recordings and clips;

  • previews and thumbnails;

  • certificates and event graphics; and

  • information associated with event media.

Event media may show your face, appearance, clothing, BIB number, participation, performance, approximate location within the event and interactions with other people.

Participant and event information

We may collect or upload:

  • participant name;

  • BIB or participant number;

  • event category or distance;

  • timing, result, rank or finishing information;

  • team, club or group;

  • registration or certificate information; and

  • other information required to organise or search event media.

Information you provide

Depending on the enabled features, we may process information when you:

  • upload a selfie for photo search;

  • search using a name, BIB number, timing detail, QR code or another identifier;

  • provide an email address for content delivery, purchases or support;

  • purchase a photograph, video or digital product;

  • report a photograph or video;

  • request correction or removal; or

  • contact us.

Participants do not normally need to create an account merely to browse or search event media.

Technical information

Limited technical information may be processed when you use the website, including:

  • IP address;

  • browser and device type;

  • requested pages and files;

  • request date and time;

  • security and diagnostic information;

  • error logs; and

  • cookie or privacy preferences.

This information is used to deliver, secure and maintain the website.

3. How we use information

We may use personal information to:

  • photograph, record and document our events;

  • publish and organise event photographs and videos;

  • associate media with participants, BIB numbers, categories, timings or results;

  • help participants find their photographs and videos;

  • provide selfie, facial, BIB, name, timing, QR or other search options;

  • generate participant galleries, certificates and videos;

  • provide downloads, sharing and digital delivery;

  • offer photographs, videos or other digital products for sale;

  • communicate about purchases, support or privacy requests;

  • correct inaccurate participant or media associations;

  • investigate reported photographs and videos;

  • protect participants and prevent fraud, scraping, misuse or unauthorised access;

  • maintain event and transaction records;

  • comply with legal obligations; and

  • establish, exercise or defend legal rights.

We will not use personal information for a materially different purpose without providing appropriate notice and, where required, obtaining consent.

4. Legal grounds for processing

The legal grounds used depend on the event, the information involved and the laws that apply.

Processing may be based on:

  • your consent;

  • providing a service or feature requested by you;

  • performing a purchase, transaction or contract;

  • our legitimate interests in organising, documenting and operating the event;

  • protecting participants, our organisation and the website from fraud or misuse;

  • complying with legal obligations; or

  • another lawful ground available under applicable law.

Where processing is based on consent, you may withdraw your consent for future processing. Withdrawal does not automatically affect processing that lawfully occurred before the consent was withdrawn.

5. Selfie and facial search

Where enabled, selfie search allows you to voluntarily upload a photograph to find possible matches within media from the relevant event.

We are responsible for determining whether selfie search is appropriate for our events and for ensuring that any required notices, permissions, legal grounds or safeguards are in place.

Selfie search:

  • is optional;

  • may return incorrect or incomplete results;

  • may return another person with similar facial characteristics;

  • is not proof of identity; and

  • is not required to access other available search methods.

Before selfie search begins, you may be shown a separate explanation and asked to confirm that you wish to continue.

Depending on the event, alternatives may include BIB search, name search, timing search, QR search or manually browsing the event gallery.

6. Email addresses and communications

We may process your email address when you request a gallery or download link, complete a purchase, request transaction information, contact support, report event media or submit a privacy request.

Providing an email address for one of these purposes does not automatically subscribe you to marketing communication.

We will only use your email address for marketing where we have separately informed you and obtained any permission required by applicable law.

7. Purchases and digital content

Where purchases are enabled, we may process selected products, order reference, purchase price and currency, payment status, delivery status, customer email address, billing information and refund or support information.

Payments may be handled by an independent payment provider. We may not receive or store your complete payment-card information.

The seller identified during checkout is responsible for prices, taxes, product descriptions, licences, fulfilment, cancellations and refunds.

Further purchase conditions may appear during checkout or in the website’s Terms of Use.

8. How information may be shared

We may share information where reasonably necessary with:

  • photographers, videographers and media providers working for us;

  • our employees, administrators, contractors and authorised event partners;

  • the event-media platform provider;

  • event registration, timing and results providers;

  • cloud-hosting, storage and content-delivery providers;

  • image, video and facial-matching providers;

  • security and fraud-prevention providers;

  • payment providers where purchases are enabled;

  • email-delivery providers where email delivery is requested;

  • professional advisers, auditors and insurers; and

  • courts, regulators, law-enforcement bodies or public authorities where legally required.

Access should be limited to what is reasonably required for the relevant event or service.

Any analytics, advertising or marketing providers controlled by us should be disclosed in this Policy or the website’s Cookie Notice.

9. Cookies and optional tracking

Necessary technologies may be used to operate and secure the website, remember privacy choices, maintain shopping-basket or transaction state, prevent fraud and automated abuse and provide features requested by you.

Optional analytics or tracking technologies are controlled through the website’s cookie-consent interface.

You may accept optional cookies, reject optional cookies and change your choice later through the Privacy choices link.

Rejecting optional cookies will not prevent you from accessing event photographs or essential website functionality.

More information is available in the website’s Cookie Notice.

10. Data retention

We retain event photographs, videos and participant information only for as long as reasonably required to operate and document the event, provide participant search and media delivery, complete purchases, respond to support or privacy requests, resolve disputes, protect participants and the website and comply with legal or contractual requirements.

Different retention periods may apply to purchase and financial records, support communications, privacy and removal requests, security and diagnostic logs and information that must be retained by law.

Information that has been deleted may remain temporarily in restricted backups until those backups are overwritten.

11. Photograph and video removal requests

You may report a photograph or video where it has been associated with the wrong participant, contains incorrect participant information, creates a privacy or safety concern, concerns a child or protected participant, may infringe your rights or contains inappropriate or unlawful material.

A request does not automatically guarantee removal. We may consider the nature of the event, the reason for the request, applicable law, the rights of other people, contractual obligations and whether another appropriate restriction or correction is available.

Access to disputed media may be temporarily restricted while the request is reviewed.

Requests should be submitted to .

12. Your privacy rights

Depending on applicable law, you may have the right to receive information about how your personal information is used, request access, correct inaccurate information, request deletion, object to or restrict certain processing, withdraw consent, request a portable copy, nominate another person where permitted and complain to an applicable privacy authority.

These rights may be subject to legal exceptions.

To submit a request, contact .

We may request enough information to identify the relevant event, locate the relevant media or participant record, understand the request and reasonably verify that the request is legitimate.

You do not need to create a permanent account merely to submit a privacy request.

13. Children

Event photographs and videos may include children.

Where required, we will take appropriate steps regarding parental or guardian permission, event privacy notices, access restrictions, publication controls and search features involving children.

A child’s selfie should only be submitted by a parent, legal guardian or another person authorised to act for the child.

Privacy or safety concerns involving a child should be reported promptly to .

14. Security

We take reasonable measures designed to protect information against unauthorised access, accidental loss, misuse, inappropriate alteration, unlawful disclosure and destruction.

We use service providers to support hosting, storage, access control, security, media processing, search and delivery.

No internet-based service can guarantee absolute security.

Suspected unauthorised access or misuse should be reported to .

15. International processing

Information may be processed in countries other than the country where the event takes place or where you live.

Where applicable law requires safeguards for international processing, we or our service providers will use appropriate contractual, organisational or legal measures.

16. Third-party websites and services

This website may contain links to event registration systems, timing providers, payment providers, social-media websites, sponsors, partner websites or other independent services.

Those services operate under their own terms and privacy policies.

We are not responsible for an independent third party’s privacy practices merely because its service is linked from this website.

17. Changes to this Policy

We may update this Policy when our events or services change, website features change, service providers change, processing activities change or legal requirements change.

The latest revision date appears at the top.

Where a change materially affects how personal information is used or a previous consent choice, we may provide additional notice or request a new choice.

18. Contact us

Questions, complaints, correction requests and removal requests should be sent to:

RSRJ Events Management
Privacy email:
Address:
Country: Philippines
Website: https://raceresults.rsrjeventsmanagement.com

You may also have the right to contact the privacy or data-protection authority responsible for your country or region.

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