Introduction

At Makerere University Endowment Fund, organizers of the Makerere University Marathon (MakRun), we are committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, store, and protect your information when you register for and participate in MakRun events.

This policy applies to all participants, volunteers, sponsors, and visitors to our website and events. By registering for MakRun or using our services, you agree to the collection and use of information in accordance with this policy.

If you have any questions about this Privacy Policy, please contact us at ef@mak.ac.ug or call +256(0) 414 660 416.

Information We Collect

We collect several types of information from participants and website visitors:

Personal Information

When you register for MakRun, we collect:

• Full name and contact details (email address, phone number)
• Age and date of birth
• Gender
• Emergency contact information
• Medical information relevant to participation (if disclosed)
• T-shirt size and dietary requirements
• Payment information for registration fees

Event Information

During the event, we may collect:

• Race timing and performance data
• Photographs and video footage for promotional purposes
• Participation certificates and results

Website Usage Data

When you visit our website, we automatically collect:

• IP address and browser information
• Pages visited and time spent on our website
• Device and operating system information
• Referral source information

How We Use Your Information

We use the collected information for the following purposes:

Event Management

• Processing your registration and payment
• Communicating important event information and updates
• Providing race kits, timing services, and results
• Ensuring participant safety and emergency response
• Managing logistics such as parking and facilities

Communication

• Sending pre-event information and instructions
• Providing post-event results and certificates
• Sharing updates about future MakRun events
• Responding to inquiries and support requests

Marketing and Promotion

• Creating promotional materials featuring event photos and videos
• Sharing success stories and participant testimonies
• Promoting future events and fundraising initiatives
• Publishing race results and achievements

Information Sharing and Disclosure

We respect your privacy and do not sell or rent your personal information to third parties. We may share your information in the following circumstances:

Service Providers

We may share information with trusted service providers who assist us in:

• Payment processing and registration management
• Timing services and result management
• Email marketing and communication services
• Website hosting and technical support

Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal obligations or court orders
• Protect the safety of participants and staff
• Respond to emergency situations
• Prevent fraud or illegal activities

Event Partners and Sponsors

With your consent, we may share basic contact information with event sponsors for promotional purposes. You can opt out of such sharing during registration or by contacting us directly.

Photography and Media Consent

By participating in MakRun, you grant Makerere University and its partners the right to use photographs, video footage, and any media coverage of you for marketing, promotional, and archival purposes without compensation. This includes use on our website, social media platforms, promotional materials, and press releases.

If you do not wish to be photographed or filmed, please notify our staff during the event. However, please note that it may not be possible to completely avoid being captured in crowd shots or general event footage.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure data transmission using encryption protocols
• Access controls limiting who can view your information
• Regular security assessments and updates
• Secure storage of physical documents and digital records
• Staff training on data protection and privacy practices

However, please note that no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. Specifically:

• Registration and payment information is kept for 7 years for accounting and legal purposes
• Medical and emergency contact information is deleted within 1 year after the event
• Marketing communications continue until you unsubscribe
• Race results and timing data may be kept indefinitely for historical records
• Photos and videos may be kept indefinitely for promotional and archival purposes

Your Rights

Under applicable data protection laws, you have the following rights regarding your personal information:

Right to Access

You can request a copy of the personal information we hold about you.

Right to Rectification

You can ask us to correct any inaccurate or incomplete personal information.

Right to Erasure

You can request that we delete your personal information, subject to legal and legitimate business requirements.

Right to Restrict Processing

You can ask us to limit how we use your personal information in certain circumstances.

Right to Data Portability

You can request that we transfer your personal information to another organization or provide it to you in a structured format.

Right to Object

You can object to our processing of your personal information for marketing purposes or based on legitimate interests.

To exercise any of these rights, please contact us using the information provided below. We will respond to your request within 30 days.

Communication Preferences

Participants consent to allow the organizers to communicate with them via email, text, phone, or other methods before or after the race day. You can manage your communication preferences by:

• Unsubscribing from marketing emails using the link provided in each email
• Contacting us directly to update your preferences
• Opting out during the registration process

Please note that even if you opt out of marketing communications, we may still need to send you important event-related information such as safety updates or changes to race details.

Children's Privacy

MakRun welcomes participants of all ages, including children. For participants under 18 years of age:

• A parent or guardian must provide consent during registration
• The parent or guardian is responsible for the child's information and participation
• Additional safety measures may apply for younger participants
• Parents can request access to or deletion of their child's information at any time

Third-Party Links

Our website may contain links to third-party websites, social media platforms, or services. This Privacy Policy does not apply to those external sites. We encourage you to review the privacy policies of any third-party sites you visit.

International Data Transfers

Your information is primarily processed and stored within Uganda. If we need to transfer your information outside of Uganda for any reason (such as using international service providers), we will ensure appropriate safeguards are in place to protect your data.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last modified" date at the top of this policy
• Notify registered participants via email if changes are significant
• Post the updated policy on our website

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

Liability and Disclaimers

By participating in MakRun, you acknowledge that:

• You provide information voluntarily and at your own discretion
• You are responsible for keeping your contact information up to date
• We are not liable for any consequences arising from inaccurate information you provide
• Participation in the marathon involves inherent risks, and you participate at your own risk

Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or how we handle your personal information, please contact us:

We are committed to addressing your concerns and will respond to your inquiries as promptly as possible.

Governing Law

This Privacy Policy is governed by the laws of Uganda. Any disputes arising from this policy or our data processing activities will be subject to the jurisdiction of Ugandan courts.