PrivacyPolicy

1. Information we collect

Account & contact details: name, email, phone/WhatsApp number, and city.

Membership & registration details: vehicle make/model/registration, occupants, experience level, recovery gear, emergency contact, and any notes you provide.

Verification documents: photos and identity/driving-licence details you upload during membership or onboarding.

Waiver records: your acceptance of event waivers, with the timestamp, your IP address, and browser user-agent.

Technical data: limited log and device information needed to operate and secure the service.

2. Purposes & lawful basis

We process your data on the basis of your consent and for the legitimate purposes for which you provide it, namely: to process membership applications and event registrations; to manage attendance, convoys, and safety; to verify identity and eligibility; to communicate with you about events, approvals, and safety; and to operate, secure, improve, and comply with the law.

You may withdraw consent at any time (see 'Your rights'); withdrawal does not affect processing already carried out, and may mean we can no longer provide certain services.

3. Sharing & processors

We do not sell your personal data. We share it only with processors who help us run the service: PRODM IT Solutions (the ClubOS platform) and its hosting/storage partners (e.g. Vercel and Neon), and — where enabled — email/WhatsApp delivery providers, each under appropriate confidentiality and security obligations.

Uploaded documents are held in object storage behind non-public, unguessable URLs.

We may disclose data where required by law, regulation, or court order, or to protect the safety of participants.

4. Storage, transfers & retention

Your data is stored in managed databases and file storage provided by our hosting partners. Some processing may occur on servers located outside India; where it does, we take steps so that your data continues to be protected consistent with the DPDP Act.

We retain personal data only for as long as needed for the purposes above and to meet legal, safety, and record-keeping requirements, after which it is deleted or anonymised. You may request earlier deletion (see 'Your rights').

5. Your rights as a Data Principal

Subject to the DPDP Act, you have the right to access a summary of your personal data and how it is processed; to correction, completion, updating, and erasure; to nominate another individual to exercise your rights in case of death or incapacity; and to grievance redressal.

To exercise any right, contact us at trailborn.offroad@gmail.com. We will respond within a reasonable period.

6. Security

We use reasonable security safeguards including encrypted transport (HTTPS), salted password hashing, signed session cookies, role-based access controls, and audit logging. No method of transmission or storage is perfectly secure, but we work to protect your information and will notify you and the Data Protection Board of any breach as required by law.

7. Cookies

We use a strictly-necessary session cookie to keep administrators signed in to the management console. We do not use advertising cookies. Optional, privacy-respecting analytics, if enabled, are used only to understand aggregate usage.

8. Children

Our services are intended for adults. We do not knowingly process the data of anyone under 18 without verifiable consent of a parent or lawful guardian, who remains responsible for the minor's participation and information, consistent with the DPDP Act.

9. Grievance redressal

If you have a complaint about how your data is handled, contact our Grievance Officer, [Name], at trailborn.offroad@gmail.com. For platform/processing matters you may also write to PRODM IT Solutions at contact@prodmitsolutions.com.

If your grievance is not resolved, you may escalate to the Data Protection Board of India in accordance with the DPDP Act.

10. Changes & contact

We may update this policy; material changes will be posted here with a new effective date. Questions? Contact us at trailborn.offroad@gmail.com.