Privacy Policy

🛡️ Privacy Policy – Outplay Sports Foundation

Version 1.0 | Effective Date: 19th February 2025

1️⃣ Purpose of the Privacy Policy

This Privacy Policy outlines how Outplay Sports Foundation collects, uses, stores, and protects personal information from its members, athletes, trainees, donors, volunteers, CSR partners, and website visitors. It ensures transparency in how we manage data in compliance with Indian data privacy laws and global best practices.

2️⃣ Scope of Application

This policy applies to:

Athletes enrolled in the Outplay Sports Training Centre (Kandivali or other locations)
Students participating in CSR or outreach programs
Visitors, alumni, volunteers, interns, donors, and website users
Any individual submitting personal information through forms (offline or online)

3️⃣ Types of Data We Collect

We collect the following categories of personal data:

Identity Information: Full Name, Date of Birth, Gender, Age
Contact Details: Phone number, WhatsApp number, Email, Residential Address
Training Data: Fitness results, test scores, performance metrics, weight/height, injury status
Academic Details: School name, grade/standard (for youth programs)
Media: Photos, videos, reels (for use in content or reporting)
Financial Data: Receipts, UPI transaction IDs, payment confirmations (we do not store bank/card details)

4️⃣ How We Collect Your Data

We collect your data through:

Digital platforms (e.g., Google Forms, CRM, WhatsApp)
In-person enrollment forms and attendance registers
CSR project registrations
Feedback and fitness test submissions
Event sign-up sheets and volunteer applications

5️⃣ Legal Basis for Collection

We only collect and process personal data:

With your explicit consent
For the performance of a service (training, participation, or reporting)
To comply with legal obligations (taxation, certifications, MoUs)
To pursue legitimate interests (impact reporting, sponsorship fulfillment)

6️⃣ Purpose of Data Collection

Your data is collected for the following reasons:

To register and manage your enrollment in our training center or programs
To monitor your fitness journey and suggest improvements
To assign you to the correct weight class, age group, or tournament bracket
To share event or schedule updates
To issue fitness cards, certificates, or letters for school/DSO participation
To generate anonymous reports for CSR or partner institutions
To publish success stories and showcase achievements

7️⃣ Storage of Personal Information

All data is stored on secure, encrypted platforms (e.g., Google Workspace, password-protected files)
Offline data (fitness sheets, paper forms) is stored in locked cabinets at the training center
Only authorized staff members have access to identifiable personal data
Data collected from children is stored with extra security layers

8️⃣ Media Use: Photos & Video

Photographs and videos may be taken during training, events, treks, or outreach programs
These may be published on:
- Outplay’s official Instagram, YouTube, and website
- CSR and donor reports (as proof of impact)
- Government reporting or award applications
You can opt out of photo/video use by submitting a written request

9️⃣ How Long We Retain Your Data

General training records: Retained for 3 years after you stop attending
Financial receipts: Retained for 7 years for compliance
Photos/videos: Used indefinitely unless withdrawn by request
Alumni & CSR program records: Retained for up to 5 years for audits and impact tracking

🔟 Your Consent and Rights

By submitting your data, you agree to the terms of this policy. You have the right to:

Request a copy of your data
Ask us to correct inaccurate records
Withdraw consent for specific uses (e.g., media sharing)
Request deletion of your data (subject to legal hold or pending dues)

🔟+1️⃣ Sharing of Personal Data

We do not sell, rent, or trade your personal information.
However, we may share specific data only with:

CSR donors or partners (anonymized, for impact reports)
Government bodies (for Khelo India, DSO, competition eligibility)
Technology partners (e.g., Google Workspace, Townscript, CRM software) – solely to deliver services
Medical advisors or emergency responders (only in case of health-related incidents)

All partners are expected to follow data confidentiality agreements.

🔟+2️⃣ Use of Cookies & Website Analytics

Our website (www.outplaysports.org) may use cookies to:

Track site visits and improve user experience
Analyze traffic and engagement via tools like Google Analytics
Remember user preferences and session details

You can disable cookies via your browser settings, though it may affect site performance.

🔟+3️⃣ Handling of Children’s Data

Outplay runs programs for children under 18. For these participants:

We require parent/guardian consent before collecting personal information
School partnerships must provide a list of students with prior authorization
Children’s images or testimonials are only used if written consent is given

We ensure this data is handled with added care and not publicly shared without protection.

🔟+4️⃣ Email, SMS, and WhatsApp Communication

By enrolling in our programs, you agree to receive:

Schedule and program updates
Training feedback and performance reports
Reminders for payments, renewals, and events
Motivational or community engagement messages

You can request to opt-out of promotional or non-essential updates by messaging our official number or emailing us.

🔟+5️⃣ Donor & CSR Data Ethics

If you are a donor, sponsor, or CSR partner, we may collect:

Organization name, contact person, email, GST details (if applicable)
Project scope, funding records, and impact metrics

Your data will be used:

Only for documentation, reporting, and audits
Never published without your permission
Stored securely with restricted access

🔟+6️⃣ Security Practices & Controls

To safeguard your data, we implement:

Encrypted data handling and secure cloud storage
Role-based access control (only trainers/admins with need-to-know can access sensitive data)
Weekly monitoring of data logs and backups
No storage of card details or financial passwords

Breaches, if any, will be reported within 72 hours to all affected parties and the authorities.

🔟+7️⃣ Third-Party Platforms and Integrations

We use trusted platforms like:

Google Forms & Sheets (for registration and CRM)
Instagram, YouTube, and Facebook (for outreach and marketing)
Townscript or Instamojo (for ticketed events)

These platforms have their own privacy policies. Outplay is not liable for breaches that occur on their end, but we limit exposure and request permissions carefully.

🔟+8️⃣ Right to Access, Correction, and Deletion

As a data subject, you have the right to:

Access the information we have on file about you
Request corrections to errors or updates
Ask for deletion of data (subject to any legal, tax, or audit holds)
Withdraw consent for non-essential data uses (e.g., photos, marketing)

Requests can be made by email: info@outplaysports.org

🔟+9️⃣ Grievance Redressal

If you feel your data has been misused or your privacy violated:

You may file a complaint with our Grievance Officer at info@outplaysports.org
Include: your full name, contact number, nature of issue, and supporting evidence
We will acknowledge your concern within 48 hours and resolve it within 7 business days

If not satisfied, escalation is possible to our Board of Directors.

2️⃣0️⃣ Updates to Privacy Policy

Outplay reserves the right to update this Privacy Policy periodically.
Changes may be made in response to:

Regulatory changes
Technology upgrades
Expansion of services

Updated versions will be:

Published on our website
Shared through email or WhatsApp
Highlighted at the Training Centre if major revisions occur

Your continued use implies acceptance of the updated terms.

2️⃣1️⃣ Fitness Tracking & Performance Records

Fitness tests (BMI, sit & reach, 600m run, curl-ups, etc.) are recorded for training feedback and athlete progress.
These results are stored digitally on secure spreadsheets or CRM platforms.
Trainers and assigned coordinators can access this data to customize training — it is not shared publicly or with unauthorized persons.

2️⃣2️⃣ Alumni Follow-up & Engagement

Outplay may contact former students, interns, or CSR participants for:
- Progress updates
- Impact surveys
- Mentorship opportunities
- Invitations to join community events or special programs

Alumni participation is voluntary, and all data will continue to be treated confidentially.

2️⃣3️⃣ Social Media & Publicity Guidelines

Outplay often highlights achievements through:
- Reels, videos, or athlete testimonials
- Event and competition photos
- Group training clips

Photos/videos are only posted when:

Taken in public settings (e.g., events, open sessions)
Participants haven’t opted out
Parental consent is received for minors

2️⃣4️⃣ Informed Consent for Photography & Filming

All members and visitors are requested to provide photo/video consent during registration or before shoots.
Members can request to review or delete specific published content by emailing us with a direct link or screenshot.

We respect privacy requests and comply within 72 hours unless legally obligated to retain the content.

2️⃣5️⃣ Event Participation & Data Collection

During camps, treks, or external events:

We may collect your contact details, medical disclosures, and emergency contacts
Attendance and performance may be logged for certification or reporting
Photographs or short interviews may be taken with verbal permission

All data will be retained securely and used only in relation to that event.

2️⃣6️⃣ Duration of Data Use Post-Exit

Even after you discontinue or graduate:

Your attendance and fitness data will be archived for 3 years
Certification records and donor impact data are kept for 5 years
Media published before exit will remain on our platforms unless removal is requested

Your identity will be anonymized in CSR reports unless explicit permission is granted.

2️⃣7️⃣ Use of Testimonials and Quotes

If you provide a quote or testimonial (in text, audio, or video form):

We will store it securely with your name and approval date
It may be featured in annual reports, social media, proposals, or impact decks
You can withdraw permission at any time by submitting a written request

We will always ask for your consent first.

2️⃣8️⃣ Consent Withdrawal Process

You may withdraw consent for:

Media sharing
Fitness result publication
Participation in surveys or outreach

Withdrawal steps:

Send an email to info@outplaysports.org
Mention your full name, contact number, and the specific consent you wish to revoke
We will respond within 3 working days and process it accordingly

Note: Legal, financial, or safety-related records may be retained for compliance.

2️⃣9️⃣ Website Forms & Online Registrations

Forms created via Google or third-party tools may collect personal details
Each form includes a mandatory checkbox for consent
Website submissions are encrypted and linked directly to Outplay’s official drive or CRM
All forms are monitored by the admin team and regularly cleaned to prevent data overload

3️⃣0️⃣ Data Portability and Transfer Requests

If a member wants their records transferred (e.g., to another academy, school, or government program):

We can issue soft copies of fitness records, attendance, and performance history upon formal request
A declaration form or authorization letter may be required for third-party requests
Sensitive records (e.g., injuries or absences) are shared only with the member or guardian directly

3️⃣1️⃣ Staff and Volunteer Data Policy

Outplay collects and stores basic data on all staff and volunteers including:
Name, contact details, ID proof, qualifications, duty hours, attendance, salary/compensation.
This data is used for payroll, scheduling, performance reviews, and legal compliance.
Only authorized HR/admin personnel have access to staff data.
Misuse or leak of peer information by any staff member is a violation of internal policy.

3️⃣2️⃣ Internship & Volunteer Privacy

Interns and volunteers submitting applications or reports must share only relevant personal/professional details.
Outplay stores and uses this data strictly for certification, scheduling, and reference purposes.
Contact information of interns will not be shared externally without consent.
Interns must also respect data they may access during their work and follow a confidentiality code.

3️⃣3️⃣ Safeguarding Female Participants

Outplay is committed to gender-sensitive practices.
Any female participant, especially minors, will be trained under a monitored environment and (if available) with female staff support.
Separate changing areas, batch-specific WhatsApp groups, and private consultation options are provided.
Any case of harassment, teasing, or discrimination will lead to immediate suspension or legal action.

3️⃣4️⃣ Use of CCTV and Surveillance

CCTV is installed in common training areas for safety and misconduct prevention.
Footage is monitored only in case of dispute or safety concerns.
We do not use footage for public display unless consented or blurred.
Cameras are not installed in changing or restroom areas to maintain privacy.

3️⃣5️⃣ Boundaries for Digital Contact

Coaches or staff may communicate with trainees only via:
- Official WhatsApp groups
- Designated academy contact number
- Emails using @outplaysports.org domain (if applicable)
Direct personal messaging by trainers, especially to minors, is discouraged unless an emergency or consented by guardians.

3️⃣6️⃣ Digital Footprint & Data Minimization

Outplay collects only what is necessary for training, reporting, or community building.
We do not monitor personal social media accounts of members.
Data that is no longer relevant is archived or deleted after the retention period.

3️⃣7️⃣ Handling of Sensitive Health or Incident Reports

Health disclosures (asthma, allergies, injuries) are confidential and used only by coaches or medical advisors.
Incident reports (e.g., injuries, fights, verbal complaints) are stored with restricted access and documented formally.
Sensitive data will never be shared publicly or without necessity.

3️⃣8️⃣ Breach Notification and Mitigation

In the event of a data breach (loss, unauthorized access, misuse), affected individuals will be informed within 72 hours.
Immediate action will be taken to:
- Identify the source
- Limit further exposure
- Report to legal authorities if required
Affected members will receive support and updates until resolution.

3️⃣9️⃣ Compliance with Indian and International Privacy Laws

Outplay Sports Foundation abides by:
- The Information Technology (Reasonable Security Practices and Procedures) Rules, 2011
- Personal Data Protection Bill (as per latest draft)
- Industry best practices (inspired by GDPR, especially for international collaborations)

4️⃣0️⃣ Policy Enforcement and Consequences

Any employee, volunteer, member, or guardian found violating this policy may face:
- Suspension of services
- Revocation of access
- Legal consequences if the breach is serious
We value trust and take data ethics seriously across all departments.

4️⃣1️⃣ Use of WhatsApp Groups and Broadcasts

Outplay maintains WhatsApp groups for batch-specific communication only.
Group messages are moderated by coaches/admins.
Members are expected to follow respectful digital conduct; spamming or off-topic content is not permitted.
Any data shared (like names or fitness progress) is not to be redistributed by members.

4️⃣2️⃣ Use of Third-Party Event Platforms

Event registrations through platforms like Townscript, Instamojo, or Google Forms may require basic personal data.
These platforms are vetted for security but have their own privacy policies.
Outplay is not responsible for third-party misuse but limits fields to necessary details only.

4️⃣3️⃣ Online Training or Consultation Privacy

Any online sessions (fitness, counseling, or competition prep) conducted via Zoom, Google Meet, etc., may be recorded for quality and feedback purposes.
Participants will be informed beforehand, and recordings will not be published without consent.

4️⃣4️⃣ Feedback Forms and Anonymous Input

Participants may be offered anonymous forms to provide feedback about:
- Coaches
- Facility
- Safety
- Suggestions

While responses are anonymous, patterns indicating harm, abuse, or harassment will be addressed immediately with sensitivity.

4️⃣5️⃣ Volunteer and Partner Declarations

Volunteers or program partners accessing student/member data must sign a Data Use Declaration.
They agree not to copy, misuse, or externally distribute any sensitive data.
Violation of this will lead to immediate disassociation and possible legal action.

4️⃣6️⃣ Digital Identity Use in Promotions

If a participant’s name, face, or quote is used in digital promotion (e.g., “Athlete of the Week”):
- Consent will be taken during onboarding or before release
- Such content will remain published unless a removal request is received

This promotes transparency while celebrating progress.

4️⃣7️⃣ Closure or Exit from Outplay Programs

On exit (graduation, dropout, end of membership), the following data may be retained:
- Attendance
- Achievements
- Event participation
This data is used for archiving and reporting purposes and is not published after exit unless previously approved.

4️⃣8️⃣ Interaction with Media or Visitors

In case journalists, donors, or documentary teams visit Outplay facilities:
- Participants will be informed in advance
- Any interview or video appearance is voluntary
- Minors will be protected from unsolicited questioning or recording

4️⃣9️⃣ Sensitive Categories of Data

Outplay does not collect or store sensitive personal data like:

Religion
Caste
Political views
Financial passwords or banking details

Any accidental disclosure will be removed upon request, and members are advised not to share unnecessary sensitive information.

5️⃣0️⃣ Policy Acceptance & Interpretation Clause

By enrolling in any Outplay program or accessing its services, you agree to the full Privacy Policy.
Questions or disputes about interpretation will be resolved by the Governing Body of Outplay Sports Foundation.
Continued participation indicates understanding and agreement with this policy.