Legal

Privacy Policy

Effective Date: 01/01/2025

1. Introduction

This Privacy Policy explains how Asthras Fitness OPC Private Limited ("R.O.A.R Games", "we", "us", "our"), the organizer of The R.O.A.R Games 2026 (the "Event"), collects, uses, stores, discloses and protects the personal data of visitors to theroargames.com (the "Website") and participants who register for the Event. This Policy is issued in accordance with the Digital Personal Data Protection Act, 2023, the Information Technology Act, 2000, and the rules framed thereunder, including the IT (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("SPDI Rules").

By using the Website or registering for the Event, you consent to the collection, use and disclosure of your personal data as described in this Policy. If you do not agree, please do not use the Website or register for the Event.

2. Who We Are

Asthras Fitness OPC Private Limited, having its registered office at Raheja Willows, Akurli Rd, Kandivali East, Mumbai 400101, is the "Data Fiduciary" (as defined under the DPDP Act) responsible for your personal data collected through the Website and the registration process. For any queries, you may contact us at rahul@asthras.com or through our Grievance Officer named in Section 13.

3. Information We Collect

3.1 Information you provide directly

When you register for the Event, we collect:

  • Full name
  • Email address
  • Phone number
  • Date of birth
  • Gender
  • Full residential address (street, city, state, country, postal code)
  • Emergency contact name, relationship and phone number
  • Club, training group or gym name (optional)
  • Doubles partner details, where applicable
  • Any information you submit when contacting us (e.g. via email or contact forms)

3.2 Payment Information

Registration fees are processed through our payment gateway partner, PayU Payments Private Limited ("PayU"). We do not collect or store your card, UPI, net-banking or other payment credentials on our servers: these are collected and processed directly by PayU in accordance with PayU's own privacy policy and applicable RBI guidelines. We receive and store only the transaction ID, payment status, and amount paid for your registration.

3.3 Information collected automatically

When you visit the Website, we and our service providers automatically collect certain information through cookies and similar tracking technologies, including:

  • IP address and approximate location
  • Browser type and version, device type, operating system
  • Pages visited, time spent, referring/exit pages
  • Click and scroll behaviour

3.4 Information from advertising and analytics partners

We run promotional campaigns on Meta (Facebook/Instagram) and Google Ads/Google Analytics to reach prospective participants. These platforms use cookies, pixels (such as the Meta Pixel) and similar technologies placed on the Website to:

  • Measure the effectiveness of our advertising campaigns (conversion tracking)
  • Build custom and lookalike audiences for retargeting
  • Understand aggregate Website traffic and user behaviour

Data shared with these platforms may include hashed/anonymised identifiers (such as a hashed email address) and Website interaction events (e.g. page views, registrations started/completed). This is governed by Meta's and Google's own privacy policies, which we encourage you to review:

4. How We Use Your Information

We use your personal data to:

  • Process your Event registration and payment
  • Verify eligibility (age, category) and allocate bib numbers/timing
  • Communicate with you about your registration, the Event schedule, safety instructions and results
  • Send you confirmation, reminder and post-event emails via our email service provider
  • Respond to customer support queries
  • Improve the Website and the Event experience
  • Run and measure the performance of our marketing campaigns on Meta and Google, including retargeting past visitors and registered participants with relevant ads
  • Comply with applicable law, and to establish, exercise or defend legal claims
  • Prevent fraud and ensure the safety and security of participants and the Website

5. Legal Basis / Consent

Under the DPDP Act, we process your personal data on the basis of your consent, which you provide when you fill out the registration form, accept this Policy, or interact with the Website in a manner that permits cookies (e.g. through our cookie consent banner). You may withdraw your consent at any time as described in Section 11, without affecting the lawfulness of processing carried out before such withdrawal.

6. Cookies and Advertising Choices

The Website uses cookies to operate correctly, remember your preferences, and support the analytics/advertising described in Section 3.4. You can control cookies through your browser settings, and where applicable through the cookie consent banner shown on your first visit. You may also opt out of personalized advertising directly with our ad partners:

Please note that disabling cookies may affect certain features of the Website, including the registration flow.

7. Sharing and Disclosure of Your Information

We do not sell your personal data. We share personal data only with:

  • Service providers who process data on our behalf under contract, including our payment gateway (PayU), transactional email provider, and website hosting provider (Netlify)
  • Meta and Google, for the limited purpose of advertising measurement and retargeting as described in Section 3.4
  • Event partners, sponsors, timing/results partners and volunteers, strictly for Event operations (e.g. generating bibs, results and certificates)
  • Government authorities, regulators or law enforcement, where required by applicable law, or to protect our rights, property, or the safety of participants
  • A successor entity in connection with a merger, acquisition or sale of assets, subject to this Policy continuing to apply to your data

8. Cross-Border Data Transfer

Some of our service providers (including our email provider and hosting/CDN infrastructure) may process or store data on servers located outside India. Where personal data is transferred outside India, we take steps to ensure it continues to be protected in a manner consistent with this Policy and applicable law, including the DPDP Act's provisions on cross-border transfer.

9. Data Retention

We retain your personal data for as long as necessary to fulfil the purposes described in this Policy, including for the duration of the Event cycle, to comply with our legal, accounting and tax obligations (including under the Income Tax Act and GST law), and to resolve disputes.

10. Data Security

We implement reasonable security practices and procedures, as required under Section 43A of the Information Technology Act, 2000 and the SPDI Rules, including encryption of data in transit (HTTPS/TLS), access controls, and secure storage with our infrastructure providers. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

11. Your Rights

Subject to the DPDP Act, you have the right to:

  • Access a summary of the personal data we hold about you and the processing activities carried out
  • Correct, complete or update inaccurate or outdated personal data
  • Request erasure of your personal data, where it is no longer necessary for the purpose it was collected, subject to our legal obligation to retain certain records
  • Withdraw your consent at any time (without affecting past processing)
  • Nominate another individual to exercise these rights on your behalf in the event of death or incapacity
  • Register a grievance with us (Section 13), and if unresolved, escalate it to the Data Protection Board of India

To exercise these rights, please contact us at rahul@asthras.com.

12. Children's Privacy / Minors

Participants under the age of 18 are not eligible to participate in The R.O.A.R Games.

13. Grievance Officer

In accordance with the SPDI Rules and the DPDP Act, we have appointed a Grievance Officer to address any concerns regarding the collection, use, storage, or disclosure of your personal data:

We will acknowledge and address grievances within the timelines prescribed under applicable law.

14. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The Effective Date above will be updated accordingly. Material changes will be notified via the Website or by email where appropriate.

15. Contact Us

For any questions about this Privacy Policy or our data practices, contact us at rahul@asthras.com.