What details we collect when you enter or enquire
We collect personal information that is needed to manage event entries, waiver coordination, safety briefings and participant support. This may include your name, contact details, team or company name, emergency contact details, ID details where required for event administration, and information you provide about fitness readiness or accessibility needs.
When you use our enquiry form on our contact page, we may also collect technical information such as your IP address, browser type, device details and the time and date of submission. Where relevant, we may record event specific preferences for heat allocation, team check in and recovery area guidance.
- Contact details for entry processing and updates
- Emergency contact details for event safety
- Information needed for waivers and group briefings
- Training or attendance preferences shared with us voluntarily
How personal information supports race day
We use personal information to process entries, support team registration, prepare waivers, allocate heats, manage onsite check in and provide safety briefings. We may also use it to communicate event instructions, changes to venue access, support requirements and recovery area arrangements.
For corporate entries and group bookings, we may use the information to coordinate captains, confirm attendee lists and organise custom team briefings. We only use information for purposes that are connected to the event or a related service, and where the law allows us to do so.
- To register participants and teams
- To manage safety, support and access arrangements
- To communicate event administration details
- To comply with legal and operational obligations
Who may see your information
We limit access to personal information to staff and service providers who need it to carry out their duties. This may include operations, participant support, course build, safety briefing and corporate entry administration. Where a venue, event marshal or medical response provider needs limited information to assist with safety or access, we may share only what is necessary.
We do not sell personal information. If a law, court order or public safety requirement compels disclosure, we may share information with the relevant authority. We may also use service providers who assist with administration, record keeping or communication, provided they are bound to keep information confidential.
- Internal event and support teams
- Venue or access coordinators where needed
- Trusted service providers acting for us
- Authorities where the law requires disclosure
Safety briefings, waivers and health related notes
Obstacle course races and endurance challenges may involve climbing, crawling, lifting, running and wet or uneven ground. Before taking part, you may be asked to complete a waiver and to read a safety briefing. These records help us explain event risks, participant responsibilities and the rules for safe participation.
If you share information about injury, mobility limitations or other health related concerns, we treat that information with care and use it only to support event administration and safety planning. Please check with a doctor before hard exercise if you are unsure whether you should take part. We do not provide personal medical advice.
- Waivers may be required before participation
- Safety briefings may be given to individuals or groups
- Medical or access notes are handled on a need to know basis
- Participants remain responsible for deciding whether to race
How we protect records and keep them for a lawful period
We use reasonable technical and organisational measures to safeguard personal information from loss, misuse, unauthorised access and unlawful disclosure. This includes limiting access, storing records securely and retaining only what is needed for administration, safety and legal compliance.
Records are kept for as long as reasonably necessary for the event, accounting, dispute handling and legal obligations. After that, information is deleted or archived in a manner that is consistent with our retention practices and applicable law.
- Access is restricted to authorised personnel
- Records are kept only for lawful and necessary periods
- Information is reviewed before it is retained longer than needed
Your rights under POPIA
You may ask us to confirm whether we hold your personal information, to correct inaccurate details, or to request deletion where the law allows it. You may also object to certain processing in limited circumstances. If you withdraw consent for a process that depends on consent, we may still need to keep some information for legal or operational reasons.
To exercise your rights, use the contact page enquiry form and explain what you need. We may request proof of identity before we act on a request. If you believe your information has been handled incorrectly, you may also approach the Information Regulator.
- Request access to your personal information
- Ask for correction where details are wrong
- Ask for deletion where lawful
- Object to certain processing where applicable