The privacy policy tells you what we collect and why. This page sets out the rules the club follows internally when handling it — the commitments we hold ourselves to, and what happens if something goes wrong.
The principles we work to
- Collect the minimum. Every field on every form exists because the coach needs it to do something for you. Where a field is optional, it is marked optional and left blank costs you nothing.
- Use it only for what it was given for. Information given for a training plan is used to write a training plan. It does not become a marketing list.
- Keep it accurate. Tell us something has changed and we will change it.
- Do not keep it forever. See the retention periods in the privacy policy.
- Keep it secure and limited to those who need it.
- Be able to explain any of the above on request.
Who can see what
Access to submitted information is limited to Coach Kundan Mishra and the club administrators who need it to run the club. Nobody else has a login. Volunteers helping at events do not have access to the website’s records.
Where the club uses outside services — website hosting, email delivery and analytics — those companies process information on our behalf and on our instructions, under written terms requiring them to keep it confidential and secure and to use it only for the service they provide us. We remain responsible to you for what they do with it. They are listed in the privacy policy.
Health and injury information
This is the most sensitive thing the club holds, so it gets its own rules:
- It is always optional. Every form that asks says so.
- It is used only to decide whether the coach should write a plan at all, and to route you to a doctor or physiotherapist when he should not.
- It is never published, never shared with other members, and never used to decide whether you can join a run.
- It is flagged in our system so that anyone reading it sees the instruction not to write a rehabilitation programme from a form.
- It is deleted on request, immediately, without us asking why.
We want to be plain about something. The club’s coaching staff are qualified in physical education and strength and conditioning. They are not doctors or physiotherapists. Telling us about an injury does not put you under medical care and does not create a clinical record. If you have a medical problem, the right thing is to see a clinician, and we will keep saying so.
What we will never do
- Sell your information, or share it with anyone for their marketing
- Add you to a mailing list you did not ask to join
- Publish your health information, your assessment scores or your training plan
- Use your information to make an automated decision about you — every plan is read and written by a person
- Keep sending you things after you have asked us to stop
Photographs at club runs
We take photographs at group runs and events and use them on this website and on social media. If you would rather not appear in them, tell any of the organisers and we will keep you out of shot. If a photograph of you is already published and you want it removed, email us and we will take it down — no explanation needed.
If something goes wrong
If information held by the club is lost, exposed or accessed by someone who should not have it, we will:
- Establish what happened and stop it continuing
- Tell the people affected directly, describing what was exposed and what we are doing about it
- Notify the Data Protection Board of India — the law requires this for any personal data breach, not only serious ones — without delay, with fuller particulars within 72 hours
- Where anyone in the UK or European Union is affected, notify the relevant supervisory authority within 72 hours
- Fix the cause and say what we changed
We will not quietly hope nobody notices.
Asking us about your information
Email contact@gurugramamaturerunnersclub.in with what you would like — a copy of what we hold, a correction, or deletion. We will confirm receipt and complete it within thirty days, usually much sooner. There is no charge.
Who to contact about your information
The Digital Personal Data Protection Act, 2023 requires us to publish the contact details of someone who will answer questions about how we handle your personal data. That person is Kundan Mishra, who coaches the club and is responsible for its data, at contact@gurugramamaturerunnersclub.in.
This is a small amateur club, not a company with a compliance department. You are writing to the coach, and he will answer you himself.
If you are not satisfied with our response, you can escalate to the Data Protection Board of India, or to your national data protection authority if you are in the UK or the European Union.