Privacy Policy

1. About This Privacy Policy

This Privacy Policy applies to personal information collected through the CrossFit254 website, athlete registration forms, competition entry processes, payment systems, communication channels, event operations, and related digital services.

By using our website, creating an account, submitting a registration, or participating in a CrossFit254 event, you acknowledge that your personal information may be handled as described in this policy.

2. Information We Collect

The information we collect depends on how you interact with CrossFit254. It may include:

• Full name, date of birth, gender, and nationality
• Phone number, email address, and physical location
• Athlete profile details, competition category, division, gym, club, coach, or team information
• Team member details provided during team registration
• Emergency contact information
• Registration status, payment status, transaction reference, receipt, and competition entry history
• Scores, rankings, heat assignments, workout results, penalties, and leaderboard information
• Messages, enquiries, support requests, complaints, or feedback submitted to our team
• Volunteer, judge, sponsor, media, or partnership application information
• Photographs, videos, interviews, or event footage captured during CrossFit254 activities
• Technical information such as IP address, browser type, device type, pages visited, access time, and website interaction data

3. Health and Safety Information

Some competitions may ask athletes to provide limited health, medical, injury, accessibility, or emergency information where reasonably necessary for athlete safety and event management.

Such information will only be requested where relevant, handled with additional care, and accessed by authorised persons who require it for safety, emergency response, or event administration.

4. How We Collect Your Information

We may collect personal information when you:

• Create or update a CrossFit254 account
• Register yourself or a team for a competition
• Purchase an entry, ticket, merchandise item, or other event-related service
• Contact us through the website, email, phone, WhatsApp, social media, or another channel
• Submit scores, athlete documents, waivers, applications, or verification information
• Attend, compete in, volunteer at, officiate, sponsor, or participate in an event
• Browse or interact with our website and digital services

5. How We Use Your Information

We may use personal information to:

• Create and manage athlete, team, coach, volunteer, judge, or organiser accounts
• Process competition registrations and confirm entries
• Process payments, issue receipts, and trace transactions
• Assign athletes to categories, heats, schedules, venues, or competition activities
• Record, verify, calculate, and publish scores, rankings, and results
• Send registration confirmations, event updates, schedule changes, results, reminders, and safety notices
• Respond to enquiries, complaints, and support requests
• Manage athlete safety, event security, medical incidents, and emergency response
• Prevent fraud, unauthorised access, abuse, duplicate registrations, and payment misuse
• Improve our competitions, website, services, communications, and customer experience
• Comply with legal, regulatory, tax, accounting, and operational obligations

6. Grounds for Processing Information

Depending on the circumstances, we may process personal information because:

• You have provided consent
• Processing is necessary to complete your registration, payment, booking, or event participation
• Processing is necessary to meet a legal obligation
• Processing is necessary to protect the vital interests, health, or safety of an athlete or another person
• Processing supports a legitimate operational interest, provided that your rights and interests are appropriately considered

7. Athlete Profiles, Scores, and Public Results

Competitive sporting events commonly require certain information to be displayed publicly. Depending on the competition, CrossFit254 may publish:

• Athlete or team name
• Gym, club, coach, country, or team affiliation
• Competition category or division
• Heat assignment and event schedule
• Workout scores, penalties, placements, and rankings
• Final competition results and awards

We will not intentionally publish private contact information, payment credentials, identification numbers, or emergency contact details as part of a public leaderboard.

8. Photography, Video, and Event Media

CrossFit254 events may be photographed, filmed, livestreamed, or otherwise recorded. Images and footage may be used for event coverage, results, highlights, historical records, marketing, social media, sponsorship reporting, and promotion of future events.

Where individual consent is required, or where special circumstances apply, we may request additional permission. Participants may contact us with reasonable concerns regarding the use of a specific image or recording.

9. Payment Information

Payments may be processed through mobile-money providers, banks, card processors, payment gateways, or other authorised payment-service providers.

CrossFit254 may receive transaction references, payment status, payer details, amount, and confirmation information. We do not intentionally store complete card numbers, card security codes, mobile-money PINs, or online-banking passwords.

10. How We Share Information

CrossFit254 does not sell or rent personal information. We may share limited information where reasonably necessary with:

• Competition organisers, authorised staff, judges, scoring teams, and event officials
• Payment processors, mobile-money providers, banks, and financial-service providers
• Email, SMS, hosting, security, technical, analytics, and communication providers
• Medical, emergency, security, insurance, or venue personnel where safety requires it
• Sponsors, photographers, media partners, or production teams where appropriate and subject to applicable restrictions
• Government agencies, regulators, courts, law-enforcement bodies, or professional advisers where required or permitted by law

11. Information Provided About Other People

When registering a team, providing an emergency contact, or submitting information about another person, you should ensure that you are authorised to provide that information and that the person understands how it may be used.

12. Children and Minor Athletes

Where a competition permits participants under the age of 18, registration may require consent or involvement from a parent, guardian, or legally authorised representative. We may take additional measures to protect information relating to minors.

13. Cookies and Website Analytics

Our website may use cookies and similar technologies to:

• Keep users signed in
• Maintain registration and checkout sessions
• Remember preferences
• Protect the website against misuse
• Understand website traffic and improve performance

You may adjust your browser settings to reject or delete cookies. However, disabling essential cookies may prevent certain website functions from working correctly.

14. Data Security

We use reasonable organisational, administrative, and technical measures to protect personal information against unauthorised access, alteration, loss, misuse, disclosure, or destruction. However, no website, transmission method, or storage system can guarantee absolute security.

15. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including:

• Managing accounts and competition participation
• Maintaining official results and event records
• Handling support requests, disputes, refunds, and complaints
• Meeting financial, tax, legal, insurance, and regulatory requirements
• Protecting CrossFit254 and its users against fraud or legal claims

Information that is no longer required may be deleted, securely destroyed, anonymised, or retained only where legally necessary.

16. Storage and Transfer Outside Kenya

Some service providers may store or process information outside Kenya. Where this occurs, we will take reasonable steps to ensure that appropriate legal, contractual, and security safeguards are applied.

17. Your Data Protection Rights

Subject to applicable law and relevant limitations, you may have the right to:

• Be informed about how your personal information is used
• Request access to personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of information where appropriate
• Object to certain forms of processing
• Request restriction of processing where applicable
• Request portability of certain information
• Withdraw consent where processing depends on consent

We may need to verify your identity before processing a privacy request. Some information may need to be retained where required by law or necessary for official competition, transaction, safety, or dispute records.

18. Marketing Communications

Where permitted, we may send information about upcoming competitions, registration openings, results, offers, partnerships, and CrossFit254 activities. You may unsubscribe from promotional communications using the option provided in the message or by contacting us. Important transactional or event-safety communications may still be sent where necessary.

19. Third-Party Websites and Services

Our website may contain links to payment gateways, social-media platforms, sponsors, clubs, venues, or other third-party services. Their privacy practices are governed by their own policies, and CrossFit254 is not responsible for their content or data practices.

20. Questions and Complaints

Contact CrossFit254 first if you have a question, complaint, or concern about how your information has been handled. We will review the matter and respond as reasonably possible.

You may also have the right to submit a complaint to the Office of the Data Protection Commissioner or another competent authority.

21. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our competitions, technology, payment methods, operations, service providers, or legal obligations. The updated version will be published on this page with a revised effective date.