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Privacy Policy

Apex Endurance Academy 

1. Introduction

Apex Endurance Academy (“APEX,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information of athletes, participants, customers, coaches, and website visitors.

This Privacy Policy explains how we collect, use, store, process, and protect personal information when you visit our website, register for an event, enroll in a coaching program, participate in a virtual challenge, make a payment, or communicate with us.

By using our website or registering for an APEX event or service, you acknowledge that you have read this Privacy Policy.

2. Information We Collect

Depending on the service you use, we may collect the following information:

A. Personal Information

  • Full name

  • Date of birth or age

  • Gender, where relevant to event administration or category eligibility

  • Email address

  • Mobile number

  • City, state, and country

  • Emergency contact details

  • Parent or guardian details where required for minors

B. Registration and Event Information

  • Event name and selected category or distance

  • Registration number, booking confirmation, and bib number

  • Payment status and transaction reference

  • Participant eligibility and race results

  • Event attendance, completion status, and certificate details

  • Information submitted through registration forms

C. Fitness and Performance Information

For coaching programs, endurance events, and virtual challenges, we may collect relevant information such as training history, activity records, race timings, performance statistics, fitness goals, and training assessments.

Where necessary, we may request relevant health or medical information for training, safety, or event participation. Such information will be handled with appropriate confidentiality and safeguards.

D. Virtual Challenge and Strava Information

For virtual events such as APEX 21, participants may be required to use Strava or another designated activity-tracking platform.

We may collect or review activity information submitted by participants, including:

  • Recorded distance and activity duration

  • Date and time of the activity

  • Activity verification details

  • Screenshots, activity links, or records submitted for validation

  • Information required to confirm compliance with challenge rules

Participants are responsible for reviewing Strava’s own privacy policy and controlling the visibility of their activities on that platform. We will access or use activity information in accordance with the permissions, submissions, and verification process applicable to the challenge.

E. Technical Information

When you visit our website, certain technical information may be collected, including your IP address, browser type, device information, website usage data, and cookies or similar technologies, depending on the website’s configuration.

3. How We Use Your Information

APEX may use collected information for the following purposes:

  • Processing registrations and managing bookings.

  • Confirming payments and sending registration receipts or confirmations.

  • Communicating event dates, schedules, venue details, instructions, and updates.

  • Managing coaching services, training plans, athlete assessments, and performance progress.

  • Verifying virtual challenge activities and determining eligibility for results, prizes, and certificates.

  • Preparing participant lists, timing records, race results, and rankings.

  • Providing event-related support and responding to enquiries.

  • Maintaining event safety, emergency contacts, and operational records.

  • Preventing fraudulent registrations, duplicate submissions, and manipulation of results.

  • Improving our website, services, events, and participant experience.

  • Sending promotional communications about APEX events and services where permitted by law and subject to applicable consent requirements.

  • Meeting applicable legal, accounting, tax, and regulatory obligations.

4. Payment Information

Payments for APEX registrations and services may be processed through third-party payment gateways or service providers.

APEX may receive payment confirmation, transaction references, payment status, and relevant billing information. We do not intend to collect or store complete payment card numbers, CVV codes, UPI PINs, or banking passwords on our own systems.

Payment processing is subject to the privacy policies, security practices, and terms of the relevant payment provider.

5. Sharing of Information

We do not sell your personal information to third parties.

We may share relevant information with the following parties when reasonably necessary:

  • Event service providers: Timing companies, registration platforms, venue operators, safety teams, medical teams, and event logistics partners.

  • Payment providers: For processing and verifying registration payments.

  • Technology providers: Website hosting, email delivery, cloud storage, and registration management services.

  • Results and verification partners: For validating activities, preparing rankings, and issuing certificates or prizes.

  • Sponsors and event partners: Only where necessary for an agreed event purpose and subject to applicable legal requirements and permissions.

  • Legal and regulatory authorities: When required by law, a valid legal process, or a legitimate safety obligation.

We aim to limit the information shared to what is reasonably necessary for the relevant purpose.

6. Event Photography and Videography

APEX events may be photographed, filmed, or recorded for event documentation, safety, reporting, and promotional purposes.

Images or videos may appear on our website, social media pages, promotional materials, event reports, and partner communications.

Where required by applicable law, we will obtain appropriate consent or provide a suitable opportunity to decline promotional use. Participants may contact us if they have concerns about a particular photograph or video. We will review reasonable requests, taking into account legal obligations, event documentation, and the rights of other individuals.

Any specific photography or media consent requested during registration should be reviewed separately from acceptance of this Privacy Policy.

7. Cookies and Website Analytics

Our website may use cookies and similar technologies to support website functionality, understand visitor activity, improve performance, and remember preferences.

You can manage or disable cookies through your browser settings. Certain website features may not work correctly if essential cookies are disabled.

Where required by law, we will seek consent before using non-essential cookies or tracking technologies.

8. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this policy, including:

  • Registration and event administration.

  • Coaching and service delivery.

  • Results, certificates, and prize verification.

  • Financial, accounting, and legal recordkeeping.

  • Resolving disputes, preventing fraud, and enforcing applicable terms.

When information is no longer required, we will take reasonable steps to delete it, anonymize it, or securely dispose of it, subject to applicable legal retention requirements and legitimate recordkeeping needs.

9. Data Security

APEX takes reasonable technical and organizational measures to protect personal information against unauthorized access, disclosure, alteration, loss, or misuse.

However, no website, online platform, or electronic transmission can be guaranteed to be completely secure. We cannot guarantee absolute security, but we will take reasonable steps to protect information within our control and respond appropriately to suspected data breaches.

10. Your Privacy Rights

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 information that is no longer required or that we are legally permitted to delete.

  • Withdraw consent where processing is based on consent.

  • Raise concerns regarding the handling of your personal information.

  • Request information about how your data is used or shared.

Certain information may need to be retained to comply with legal obligations, maintain financial records, verify event results, or resolve disputes.

To exercise your rights, contact us using the details provided below.

11. Children's Privacy

Where an event or program permits participation by individuals under 18 years of age, we may require parent or legal guardian consent and relevant contact information.

We will handle children's personal information in accordance with applicable laws and will take appropriate measures to protect it. Parents or legal guardians may contact us regarding access, correction, or deletion requests, subject to applicable legal requirements.

12. Third-Party Websites and Platforms

Our website, registration forms, and event communications may contain links to third-party platforms, including Strava, payment gateways, social media platforms, and external registration services.

These platforms operate under their own terms and privacy policies. APEX is not responsible for the privacy practices or security of third-party services outside our control.

Participants should review the relevant third-party policies before sharing information or creating accounts.

13. Marketing Communications

We may send event announcements, registration reminders, coaching updates, and promotional information where permitted by law.

You may opt out of promotional emails or messages by using the available unsubscribe option or contacting us. Opting out of promotional communications will not prevent us from sending essential messages related to an existing registration, payment, safety issue, or service.

14. Changes to This Privacy Policy

APEX may update this Privacy Policy to reflect changes in our services, website functionality, business practices, or applicable legal requirements.

The updated version will be published on our website with a revised effective date. We encourage visitors and participants to review this page periodically.

15. Contact and Grievance Requests

For questions, privacy-related requests, correction requests, or complaints concerning your personal information, please contact:

Apex Endurance Academy

Website: https://apexenduranceacademy.in
Email: apexenduranceacademy@gmail.com
Phone: +91 9503331800

Please include your name, registered email address or mobile number, the relevant event or service, and a clear description of your request. We will review and respond within the time required by applicable law.

16. Applicable Law

This Privacy Policy is intended to operate in accordance with the applicable laws of India, including relevant data protection and information technology laws and rules, as applicable to APEX and the services provided.

Any disputes relating to privacy or personal information will be handled in accordance with applicable Indian law.

Apex Endurance Academy
Train with purpose. Perform with discipline. Endure with confidence