Privacy Policy

Sport-IMS is a comprehensive digital platform designed to automate and modernize sports competition management across India. We handle personal data belonging to athletes, coaches, guardians, and event organizers in order to deliver efficient, transparent, and fair sports administration services.

This policy governs all personal information collected through our website at sport-ims.in, our administration panel at admin.sport-ims.in, and any other services or applications operated by S4 Technologies in connection with Sport-IMS.

We collect information necessary to provide our services. The types of data we may collect include:

• Personal Identification: Full name, date of birth, gender, photograph, and Aadhaar number (for optional age verification purposes).
• Contact Information: Email address, mobile number, and residential address of athletes, coaches, or guardians.
• Registration Data: Event registrations, competition entries, age category, affiliated academy or club, and sports discipline.
• Payment Data: Transaction details, payment confirmation IDs, and fee receipt information. We do not store full card or bank account details.
• Technical Data: IP address, browser type, operating system, access times, and pages visited on our platform.
• Aadhaar Verification: When used, Aadhaar-based verification is conducted through a secure and compliant process solely for validating athlete identity and age.

We use the information collected strictly for the following purposes:

• Processing athlete registrations and generating competition BIBs with athlete details.
• Automating race scheduling, heat generation, and age category classification.
• Processing event registration fees and maintaining financial records.
• Communicating event updates, schedules, and results to registered participants.
• Generating certificates, results sheets, and official competition documentation.
• Improving the functionality, usability, and performance of the Sport-IMS platform.
• Complying with legal or regulatory obligations as required under applicable Indian law.

We will not use your personal data for any marketing, profiling, or commercial purposes beyond the scope outlined above without your explicit consent.

Sport-IMS maintains a strict policy of not sharing personal data with outside parties except in the following limited circumstances:

• Event Organizers: Authorized organizers may access athlete data relevant to their specific registered event for competition management purposes only.
• Payment Processors: Secure, compliant third-party payment gateways handle transaction processing. They receive only the minimum data required to process payments.
• Legal Compliance: We may disclose data if required by law, court order, or governmental authority in accordance with applicable Indian legislation.

We take the protection of your data seriously. Sport-IMS implements comprehensive technical and organizational security measures to protect personal information against unauthorized access, alteration, disclosure, or destruction.

• All data is stored using secure, encrypted cloud infrastructure with restricted access controls.
• Role-based access ensures only authorized personnel can view or process sensitive information.
• Payment transactions are handled through certified and secure payment gateways.
• Aadhaar-related data is stored and processed in strict compliance with UIDAI guidelines and applicable law.
• Regular security reviews and system audits are conducted to maintain data integrity.

As a user of Sport-IMS, you have the following rights with respect to your personal data:

To exercise any of these rights, please contact us using the details provided in Section 11. We will respond to your request within a reasonable timeframe in accordance with applicable law.

Sport-IMS uses cookies and similar tracking technologies to enhance platform functionality and user experience. Cookies are small data files placed on your device that help us remember your preferences and analyze platform usage.

• Essential Cookies: Required for core platform functionality such as user sessions and authentication. These cannot be disabled.
• Analytics Cookies: Used to understand how users interact with our platform, enabling us to improve performance and usability.
• Preference Cookies: Store your settings and preferences to improve your experience on subsequent visits.

You may control cookie settings through your browser preferences. Please note that disabling certain cookies may impact the functionality of the Sport-IMS platform.

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy, or as required by law. Specifically:

• Athlete registration and competition records are retained for a minimum of 5 years for historical and verification purposes.
• Payment records are retained for 7 years in compliance with applicable financial regulations.
• Account information is retained for the duration of your active registration with Sport-IMS.
• Data may be retained longer if required by a legal obligation or to resolve disputes.

Upon expiry of the retention period, data is securely deleted or anonymized in accordance with our internal data lifecycle management procedures.

Sport-IMS acknowledges that many of our registered athletes may be minors. We take special care in handling data relating to children under the age of 18.

• Registration of minors must be completed and authorized by a parent or legal guardian.
• Personal data of minors is processed solely for the purpose of sports competition management.
• We do not use children's data for any marketing, profiling, or non-sports-related purpose.
• Parents and guardians may request access to, correction of, or deletion of their child's data at any time.

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this page.
• Notify registered users of material changes via email or a prominent notice on our platform.
• Where required by law, seek your consent for changes that materially affect how we process your data.

We encourage you to review this policy periodically. Your continued use of Sport-IMS following the posting of changes constitutes your acceptance of the updated policy.