PRIVACY POLICY

This policy explains what information the Karachi Boat Club ("KBC", "we", "us") collects through the Annual KBC Indoor Rowing Regatta registration portal at indoor.kbc.org.pk (the "portal"), why we collect it, and how we protect it. It applies to team accounts, coaches/captains, and every athlete a team registers.

Information we collect

When a team registers, we collect:

• Account information — the team's login email address and password.
• Team & contact information — team name, branch, address, telephone, team email, and the name, designation, cell number, and email of each listed representative (Head/Principal, Rowing Coordinator, Coach, Captain, and two emergency contacts).
• Athlete information — for every rower on the roster: full name, date of birth, gender, a passport-style photo, and a scanned copy of an identity document (CNIC, B-Form, or Passport).
• Event entries — which events and seats each athlete is assigned to, and any substitutes listed.
• Signed forms — the printed, signed (and where applicable, stamped) Declaration & Entry Form, once a team uploads its scanned copy.

We do not collect payment card details. Registration fees are paid by bank transfer against a challan the portal generates; KBC does not process online payments and no card or bank account information passes through the portal.

Why we collect it

We use this information to:

• verify each athlete's age category and event eligibility under the regatta rules;
• confirm each athlete's identity against their submitted ID document;
• produce the Declaration & Entry Form and fee challan for each team;
• produce athlete identification cards for the event (photos are exported to KBC's designer for card production — see "Who we share information with" below);
• contact team representatives about their registration, approval status, or the event; and
• resolve any post-event eligibility objection, which is why some records are kept long-term (see "How long we keep information" below).

Children's information & parental consent

Many participants in this regatta are under 18. By submitting a registration, a team's representative confirms — as part of the signed Declaration & Entry Form — that parental or guardian consent has been obtained for every participant under 18. KBC does not collect this information directly from minors; it is submitted by the team's coach or captain on the team's behalf.

Photos and video taken at the event

Separately from the passport-style photo uploaded during registration, KBC and its photographers/videographers take photos and video at the regatta itself. Images and footage from the event may be used by KBC for marketing and promotional purposes — for this regatta or future KBC events — including on the club's website, social media, and printed materials, at the club's discretion. If you have a specific concern about a photo or video from the event, contact us using the details below.

How we store and protect information

The portal runs on a private server KBC operates, not a third-party cloud platform. Uploaded photos and ID documents are stored outside the web-accessible part of that server and are never given a public URL — every view or download goes through a login-protected route that checks the requester is either the athlete's own team or the event administrator, and every such access is logged. All traffic to the portal is encrypted (HTTPS), passwords are stored using a one-way cryptographic hash (never in plain text), and backups are encrypted before they leave the server.

We do not use third-party analytics, advertising, or tracking scripts on the registration portal. The only cookie the portal sets is a session cookie needed to keep a coach or admin logged in; it is not used for tracking and is not shared with any third party.

Who we share information with

We do not sell or rent registration information to anyone. Information is shared only:

• internally, with the regatta organizing committee and race officials, as needed to run the event;
• with KBC's designer, who receives athletes' photos (via a filename-only export, with no other roster data attached) solely to produce printed ID cards; and
• where required by law, or to protect the safety of a participant or the integrity of the event.

How long we keep information

Draft registrations that are never submitted may be deleted at KBC's discretion. For submitted teams, athlete photos and ID documents are retained indefinitely — this is a deliberate choice, not an oversight: eligibility objections (for example, a dispute over a rower's age or category) can surface well after an event, and KBC needs to be able to verify the original submitted record at that point. If you would like a specific record reviewed or removed, contact us using the details below and we will consider the request, balanced against this need to preserve event integrity.

Your rights

You may ask us to show you what information we hold about your team or its athletes, correct an error (for example, a misspelled name or wrong date of birth), or ask a question about how information is used. Contact the Rowing Administration using the details below.

Changes to this policy

If this policy changes, we will update the "Last updated" date above. Continued use of the portal after a change means you accept the updated policy.

Contact us

Karachi Boat Club, Lalazar, Karachi, Pakistan
Rowing Administration — 0334 2633494
regatta.secretary@kbc.org.pk  ·  rowing@kbc.org.pk