Privacy Policy
Last update 05.07.2025
Welcome to the official website of the ICA International Half-Marathon – Colombo (“we,” “our,” or “us”), organized by Indian Cultural Association Sri Lanka (“ICA”). We respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, store, and disclose your information when you register for the Marathon, visit our website, or otherwise interact with us.
1. Information We Collect
When you register for the Marathon (online), we may collect the following information:
Identity & Demographic Data: Full Name, Date of Birth, Gender.
Contact Data: Email Address, Phone Number (with country code), Country/Region.
Physical / Health Data for Event Purposes: Weight (kg), Height (cm), Blood Group, and any other health/medical data you voluntarily provide (if applicable).
Emergency Contact Information: Emergency Contact Name, Emergency Contact Relationship, Emergency Contact Number.
Event-Related Data: Jersey Size, yes/no on “First Running Event?”, and any other data necessary to prepare bibs, medical checks, or race logistics.
Technical & Usage Data: (if you visit or use our website): IP address, browser type, pages accessed, cookies and other tracking/analytics data.
Payment & Transaction Data: Billing information, payment method, and records relevant to processing registration fees or related purchases.
2. How We Use Your Information
We collect and process your data for the following purposes:
To manage your registration and participation (processing registration, assigning race number, jersey, bibs, etc.).
To contact you regarding race-day instructions, updates, emergency communication, and customer support.
To ensure safety and health preparedness by having emergency contact and essential health/physical data.
To administer payments, refunds, and financial processing when required.
To improve our website and services by analyzing usage data and website analytics (where applicable).
To comply with legal or regulatory obligations, or facilitate legal compliance if needed.
The legal basis:
Contract/Performance of services: To deliver the event you signed up for.
Legitimate interest: For communication, safety, and operational needs.
Consent: For any optional data beyond what is needed for participation (if applicable).
3. Use and Disclosure of Your Information
Your personal data may be used or shared for the following:
With third-party service providers necessary to run the Marathon (payment processors, registration platform, bib/jersey fulfillment, timing vendors, medical services, etc.).
With emergency services or medical professionals — in case of injury or emergency during the event, we may share relevant health and contact details.
Among ICA staff, volunteers, event-officials, or team members who need access to certain data to manage registration, race-day logistics, safety, and communication.
For sending event-related announcements or communication (race-day instructions, reminders, results, newsletters) — only if you opted in (or by legitimate interest for essential communications).
If required by law or regulatory authorities (for example, in case of an accident, investigation, or legal process).
We do not sell or trade your personal information to unrelated third parties for marketing or promotional purposes.
4. Data Retention
We will retain your personal data for as long as is necessary for the purposes described above — for example:
Until the conclusion of the Marathon and resolution of any post-event administrative or medical matters.
For a reasonable period afterwards, if needed for reporting, audit, safety or regulatory compliance.
After which, we may anonymize or delete personally identifiable information unless you request otherwise (see Section 8).
5. Communications & Messaging (Including Website, Email, Messaging Apps)
By registering for the Marathon, you consent to receive event-related communications from us through the contact information you provide (email, phone number). These communications may include notifications, race-day instructions, result announcements, and other relevant updates.
Important note on group messaging platforms: If we use group-messaging platforms or other collaboration tools (e.g., WhatsApp, Telegram, or similar) for participant communication, please be aware that your phone number and profile name may be visible to other group members. We are not responsible for how your contact information may appear or be used by other group members — please treat group membership as voluntary and share only information you are comfortable disclosing.
We commit that we will never request sensitive personal credentials (e.g. OTPs, login codes, payment information) through these platforms. Any such request purporting to be from ICA should be treated as fraudulent; contact us immediately via official channels.
6. Cookies, Tracking & Technical Data
When you visit our website, we may use cookies and similar technologies to collect website usage data (IP addresses, pages visited, browser type, etc.) to improve the user experience and analyze site traffic.
You may configure your browser to block cookies — but this may impact your ability to use certain features of the site (e.g. registration forms).
7. Your Rights
You have the following rights with respect to your personal data:
The right to access the data we hold about you.
The right to correct or update inaccurate or incomplete data.
The right to request deletion or erasure of your data (subject to legitimate retention needs — e.g. safety, legal, administrative).
The right to object to or restrict certain types of processing (e.g. marketing communications).
The right to withdraw consent at any time (for data processing that rely on your consent).
The right to request data portability, where applicable.
8. Security & Data Protection
We take reasonable technical and organizational measures to safeguard your personal data from unauthorized access, alteration, or misuse. We strive to store your data securely, and limit access to only those staff and third-party providers who require it to carry out event operations.
However, no method of data transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security; but we commit to continuous efforts to maintain data protection standards.
9. Children’s Privacy
Our Marathon and registration is intended for adult participants only. We do not knowingly collect information from individuals under the age of 13. If you believe that we inadvertently collected such information, please contact us and we will remove it promptly.
10. Children’s Privacy
We reserve the right to update or modify this Privacy Policy at any time. When changes are made, we will post the revised version on our website with the updated “Last Updated” date. We encourage participants to review the policy periodically.
10. Contact Us
If you have any questions or concerns about this Privacy Policy, or wish to exercise any of your rights (access, correction, deletion, etc.), please contact:
ICA International Half-Marathon – Colombo 2025
Address: Level 13, “NDB EDB Tower”, No. 42, Nawam Mawatha, Colombo 2, Sri Lanka
Email: info@icainternationalmarathon.com
Phone: +94 76 54 92 856