Privacy Policy

1. Who We Are

MyRunTime ("MyRunTime", "we", "our" or "us") is committed to protecting your personal data. This Privacy Policy explains how we collect, use, share, store, and protect personal data when you use the MyRunTime website and related services, including our race photo gallery, online registration, race timing, and results (together, the "Services"). It is written in line with the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and the issuances of the National Privacy Commission (NPC).

If there is a conflict between a translated version and the English version, the English version controls.

MyRunTime is operated by Itemhound Corporation, a corporation organized under the laws of the Republic of the Philippines, with its registered business address at 702-703, 140 Kalayaan Ave, Central, Quezon City. For race photos, race results, and event registration, Itemhound Corporation acts as a Personal Information Controller (PIC). Where we process participant data on behalf of an event organizer, the organizer may also be a PIC, and we act on its documented instructions as a Personal Information Processor (PIP).

Questions and requests about your personal data go to our Data Protection Officer at dataprivacy@itemhound.com.

2. Information We Collect

What we do not collect

• Facial recognition data. We do not use facial recognition, face matching, or "search by selfie", and we do not create or store facial templates or other biometric identifiers.
• Selfies or profile photos for the purpose of finding photos.
• Payment card details for photo access, because searching, downloading, and sharing race photos is free.
• Precise device location. Gallery access does not require GPS or location permissions.

If we ever introduce a feature that involves biometric or other sensitive personal information, we will update this Policy first and ask for your separate, express consent before using it.

3. How Photos Get on the Website

1. Capture. Official photographers engaged by MyRunTime or the event organizer take photos along the course and at the finish.
2. Upload and processing. Photos are uploaded to MyRunTime's systems, where automated image processing and, where available, timing data are used to detect bib numbers and tag each photo with the corresponding bib numbers visible in the image.
3. Review. We may review photos and remove any that are inappropriate, unusable, or the subject of a removal request (see Section 12).
4. Publishing. Tagged photos appear in the event gallery on the MyRunTime website. Anyone who enters a bib number for that event can view, download, and share the photos tagged with it. You can opt out of the public gallery at any time by emailing dataprivacy@itemhound.com with the subject “Gallery Opt-Out” (see Section 12).

Because search is by bib number, a bib number works like a shared reference for finding photos. Anyone who knows or guesses your bib number for an event may be able to view the photos tagged with it. We do not display your name alongside gallery photos, but we cannot control who else knows your bib number. If you are uncomfortable with a photo being visible, ask us to remove it.

Automated bib detection is not perfect. Some photos may be tagged with the wrong bib number or not tagged at all. Please tell us if you see a photo that is not yours or that should be corrected.

4. How We Use Your Information

• To host the photo gallery and let you search for, view, download, and share your race photos.
• To detect and tag bib numbers, keep the gallery accurate, and improve the reliability of photo search.
• To register for events, validate payments, record race results, and publish official results, where you use those Services.
• To respond to your questions, photo removal requests, and data privacy requests.
• To protect the Services against abuse, including automated scraping, bulk downloading, fraud, and security incidents.
• To understand how the website is used, using aggregated or de-identified data where possible, and to improve our Services.
• To promote MyRunTime and events, for example by featuring event photos in post-event highlights, subject to your right to object and request removal.
• To comply with legal obligations and to establish, exercise, or defend legal claims.

5. Legal Basis for Processing

We process personal data only where at least one lawful basis under Sections 12 and 13 of the Data Privacy Act applies:

• Consent, to process personal data where consent is required, including sensitive personal information and applicable promotional activities.
• Contract, when processing is needed to register you for an event, record your results, or deliver Services you ask for.
• Legitimate interests, including hosting event galleries so participants can find their own photos, keeping the Services secure, and promoting events. We balance these interests against your rights, and you may object at any time.
• Legal obligation, where the law or a lawful order requires us to keep or disclose information.

By taking part in an event, you may also have agreed to the organizer's participation terms and release, which can include permission to photograph you. MyRunTime independently provides notice of its processing of event photos through these Terms and our Privacy Policy. We also require organizers to provide appropriate notice at registration and maintain records of their photo-release wording. Even so, you keep the right to ask us to remove photos of you.

6. Downloading and Sharing Photos

You can download your race photos and share them, for example, to social media or by link, without charge, for personal and non-commercial use under our Terms of Service.

• When you download or share a photo, it leaves our systems. We cannot control or delete copies that you or others have saved, posted, or forwarded.
• Photos may carry MyRunTime, organizer, or photographer branding and credits. Please leave them in place.
• Share links and share buttons may be provided by third-party platforms. Their own privacy policies apply once you use them.
• Think about the other people in a photo before you post it. If a photo shows someone else, be considerate and remove it if they ask.

7. Who We Share Information With

We do not sell your personal data. We share it only as follows:

• Event organizers, who receive registration, results, and participation data for their events, and may receive summary or aggregated information about gallery activity. This is governed by our agreements with them.
• Photographers and contributors, who may see the photos they uploaded and, where needed, limited information to handle a photo issue.
• Service providers (processors), such as cloud hosting and storage, content delivery, email delivery, analytics, payment processing for registration, and security providers. They may process data only on our instructions, under confidentiality and data protection commitments.
• Authorities and advisers, when required by law, court order or a lawful request from a government agency, or to protect our rights, and to our legal and professional advisers under confidentiality.
• A successor, if MyRunTime or Itemhound Corporation is reorganized or its business is transferred, in which case this Policy will continue to apply to your data.
• Anyone you choose, when you download or share a photo, or otherwise direct us to.

8. Cookies and Analytics

We use cookies and similar technologies that are strictly necessary to run the website, such as remembering the event you selected and keeping the site secure. With your consent where required, we also use analytics cookies to understand how the site is used. You can manage or delete cookies in your browser settings. Blocking necessary cookies may stop parts of the gallery from working.

9. How Long We Keep Information

When data is no longer needed, we delete it or make it anonymous. If we change the 12-month period for a particular event, we will state it on that event's gallery page.

10. Security

We keep a record of all personal data breaches, including those we are not required to report, and we review our security measures regularly to protect personal data against accidental or unlawful loss, alteration, disclosure, or access. These include limiting access to staff and providers who need it, using secure connections, and using access controls on our systems. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

If a personal data breach occurs that is likely to give rise to a real risk of serious harm to you, we will notify the NPC and affected individuals within the period required by law (currently seventy-two hours from knowledge of, or reasonable belief that, a breach occurred).

11. Where Your Data Is Processed

Our hosting, storage, and other service providers may operate servers inside or outside the Philippines. Where personal data is transferred or accessed from another country, we require the provider to protect it in a manner consistent with the Data Privacy Act.

12. Your Rights and Photo Removal

Under the Data Privacy Act, you have the right to:

• Be informed about how your personal data is processed.
• Access the personal data we hold about you.
• Object to processing, including direct marketing, and processing based on legitimate interests.
• Correct inaccurate or incomplete data, including a wrong bib tag on a photo.
• Erasure or blocking of your data when it is incomplete, outdated, false, unlawfully obtained, used for an unauthorized purpose, or no longer necessary.
• Data portability, to receive your data in a structured, commonly used format where applicable. Your rights may also be exercised by your lawful heirs or assigns and, for a participant under 18, by a parent or guardian. Some rights are limited where the law allows, for example where data is needed for legal claims.
• Withdraw consent at any time, without affecting processing already done.
• Be indemnified for damages caused by inaccurate, incomplete, outdated, false, unlawfully obtained, or unauthorized use of your data.
• Lodge a complaint with the National Privacy Commission (privacy.gov.ph).

How to ask for a photo to be removed

1. Email dataprivacy@itemhound.com with the subject "Photo Removal Request".
2. Tell us the event name, your bib number, and the link to each photo or a description of it. If you are a parent or guardian, say so and identify the minor.
3. We may ask for reasonable proof that you are the person in the photo (or the parent or guardian), so that we do not remove photos on someone else's behalf.
4. We will acknowledge your request within two (2) business days and remove the photo from the public gallery within five (5) business days of confirming your request, unless a legal reason prevents it, in which case we will explain why.
5. To stop photos of you from being published in the gallery, email dataprivacy@itemhound.com with the subject “Gallery Opt-Out”, your event name and your bib number. We will remove photos already published, and keep your bib number for that event on a suppression list so photos are not published or republished. Opting out is free and does not affect your registration or results.
6. Requests from a parent or guardian about a participant under 18 are handled first. We remove the photo from public view within 48 hours of confirming the request.
7. We remove the photo, its thumbnails and its bib tags from public view, purge cached copies from our content delivery network, exclude the photo from promotional use, and ask the photographer and organizer to delete their copies. We confirm by email when it is done. If we decline, we tell you why and that you may complain to the National Privacy Commission.

For other data privacy requests, we will respond within thirty (30) days. Requests are free, unless they are manifestly unfounded or excessive. Removal covers our website; it does not reach copies already downloaded or shared by others.

13. Children and Minors

Our Services are intended for adults, but many events include children’s categories, and minors may appear in race photos. A parent or legal guardian must register any participant under 18 and confirm their authority to do so. For participants in children’s categories, their photos appear in the gallery but are not used for promotion and are removed within 48 hours of a request.

We collect a minor’s age or date of birth only to place them in the right category. Parents and guardians can ask us to remove any photo of their child, or to delete their child’s data, at any time using Section 12. If we learn that we hold data of a minor that was collected without the required parental or guardian consent, we will delete it.

14. Third-Party Links and Services

The Services may link to third-party sites such as social media platforms, maps, or event organizer pages. We are not responsible for their privacy practices, and we encourage you to read about their policies.

15. Changes to This Policy

We may update this Policy to reflect changes in our Services, practices, or the law. We will post the updated version on this page with a new effective date and, for material changes, give notice on the website or by email where we have your address.

If a change affects how we use your contact details – for example, sending you photo or race emails – we will tell you first and, where consent is needed, ask for it before we start.

16. Your Consent

By using the MyRunTime website, you acknowledge that you have read this Privacy Policy. Where we rely on your consent, we will ask for it clearly and separately, and you may withdraw it at any time by writing to our Data Protection Officer. Where we rely on another lawful basis, using the website does not replace your right to object or to ask for removal.

17. Contact Us

For questions, complaints or to exercise your data privacy rights, contact: