Privacy Policy

1. Information we collect

We may collect personal information when you contact the Foundation, submit an enquiry, make a contribution, participate in a programme or event, provide media, or otherwise communicate with us.

This information may include:

• Your name, organisation, role, email address, phone number and address.
• The content of your enquiry or message.
• Information submitted through uploaded documents, photographs, videos or other media.
• Donation, transaction and receipt information.
• Consent, waiver and participation information.
• Technical information collected through cookies, analytics and website tools.

2. Website forms and enquiries

The website may provide forms for general contact, CSR and partnership enquiries, athlete support and event partnerships.

Depending on the form, we may ask for your name, organisation and role, email address, phone number, address, message, donation details, uploaded documents or media, and confirmation of your consent.

Form submissions may be sent to and managed through the Foundation's WordPress website and Google Workspace or Gmail accounts. We use this information to understand your request, respond to you and route the enquiry to the relevant person or team.

3. Donations and payment information

Where donation facilities are available, contributions may be made through UPI, QR code, bank transfer, a payment gateway or manual payment confirmation.

Donation and payment records may include your name, email address, phone number, address, PAN where required, donation amount, transaction reference, selected programme and receipt information.

Online payments may be processed through Razorpay and the relevant banking or payment network. These providers process payment information under their own terms and privacy practices. The Foundation may receive donor details, transaction status and transaction references required to record the contribution and issue an acknowledgement or receipt.

Bank transfers, QR payments and other manual contributions may require you to provide a transaction reference or payment confirmation.

4. Analytics, cookies and website technologies

The website may use essential WordPress cookies and other technologies required for forms, spam protection, website security, payment processing and basic website functionality.

We may also use Google Analytics 4, Google Search Console, Google Tag Manager, Google Ads tracking and Meta Pixel to understand website use, improve communication and measure campaign performance.

These services may collect technical information such as your device type, browser, approximate location, referring page, pages visited and interactions with the website.

You may manage or block cookies through your browser settings. Blocking some cookies may affect forms, payments, embedded content or other website features.

5. Embedded content and social platforms

Pages may contain embedded content from YouTube, Google Maps, Instagram, Facebook or other external services. Embedded content may behave as though you visited the external service directly.

These services may collect technical information, use cookies or record your interaction according to their own privacy policies. Their practices are controlled by the relevant service provider, not by Surfing Swami Foundation.

6. How we use information

We may use personal information to:

• Respond to questions, enquiries and requests.
• Discuss CSR, institutional, sponsorship and programme partnerships.
• Manage athlete-support and event-partnership enquiries.
• Process, confirm and record donations or payments.
• Issue acknowledgements and receipts.
• Plan and deliver programmes, training activities and events.
• Manage athlete participation, safety, progress and support.
• Maintain programme, accounting, reporting and safeguarding records.
• Publish approved photographs, videos, profiles and programme updates.
• Improve the website and understand how it is used.
• Meet applicable legal, regulatory, accounting or reporting obligations.

7. Children and athlete information

The Foundation's programmes and activities may involve children, young athletes and other participants. Information relating to a minor should be provided by, or with the involvement of, a parent, guardian, coach or authorised adult.

Programme and athlete records may include age or date of birth, school and attendance information, parent or guardian contact details, medical, nutrition or emergency information, training records, competition results, photographs, videos and safeguarding records.

Consent and waiver forms are signed by participants or, where required, their parents or guardians. Athlete names, photographs, videos, results and public profiles are published only where the required consent has been received.

Information relating to children and athletes is used for programme delivery, participation, safety, safeguarding, training, communication, reporting and approved public documentation.

8. Photographs, videos and submitted media

The Foundation may receive photographs, videos and other media from events, training programmes, athletes, parents or guardians, volunteers, website visitors, photographers and media partners.

Media may be used for programme documentation, event coverage, reports, proposals, sponsor communication, the Foundation website, social media and public communication where the applicable consent allows it.

Requests concerning the correction or removal of published media can be sent to the privacy contact listed below. Requests will be considered based on the consent provided, the context of the publication and any record-keeping obligations that apply.

9. Service providers and third parties

The Foundation may use external services to operate the website, communicate, process payments, maintain records and deliver its work.

These may include:

• Hostinger for website hosting, domain services and backups.
• WordPress and related form, email and website tools.
• Google services for email, analytics, storage, advertising, maps and video.
• Meta services for social-media content and advertising measurement.
• Razorpay and banking providers for payment processing.
• Accountants, auditors and authorised professional advisers.
• Government or regulatory authorities where required.
• Relevant CSR or funding partners where necessary for an agreed programme or report.
• Authorised coaches, programme staff and Foundation representatives.
• Photographers, media teams and communication partners where appropriate.

Information is shared only where relevant to the service, activity, legal requirement, programme or agreed purpose.

10. Data security

The Foundation takes reasonable organisational and technical steps to protect personal information from unauthorised access, loss, misuse, alteration or disclosure.

Information may be held through the Foundation's website, email accounts, Google services, payment records, accounting records, signed forms and programme documentation.

No online system, email service, payment service or storage method can be guaranteed to be completely secure. Please avoid sending unnecessary sensitive information through a general website form or unencrypted email.

11. Data retention

Personal information is retained for as long as reasonably necessary for the purpose for which it was collected. This may include responding to enquiries, managing partnerships, delivering programmes, supporting athletes, maintaining consent and safeguarding records, processing donations, meeting accounting requirements and complying with applicable obligations.

Retention periods may vary depending on the type of information and the reason it is held. Information that is no longer reasonably required may be deleted, anonymised or archived where appropriate.

12. Access, correction and removal requests

You may contact the Foundation to ask whether we hold personal information about you, request a correction, update your details or request removal of information that is no longer required.

We may need to confirm your identity before acting on a request. Some records may need to be retained for accounting, legal, safeguarding, programme or reporting purposes.

Requests should be sent to info@surfingswamifoundation.org .

13. External website links

The website may link to event websites, payment providers, social platforms, partner organisations or other external websites. Surfing Swami Foundation is not responsible for the privacy, security or content practices of external websites.

Please review the privacy information provided by the external service before submitting personal or payment information.

14. Changes to this policy

This Privacy Policy may be updated when the Foundation changes its website, forms, payment methods, programmes, service providers or data-handling practices.

The latest version will be published on this page with an updated date.