Privacy Policy

BIDA Games respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how BIDA Games Committee, as the organizer or operator of BIDA Games (“BIDA Games,” “we,” “us,” or “our”), collects, uses, stores, shares, and protects personal information when you visit our website, register for an event, volunteer, donate, contact us, or otherwise interact with BIDA Games.

We process personal information in accordance with applicable Philippine laws, including Republic Act No. 10173, or the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission.

1. Who We Are

BIDA Games is an inclusive sports and community initiative that promotes participation, confidence, social connection, and inclusion through sports and related activities, particularly for children and persons with disabilities.

For purposes of applicable data protection law, the organization responsible for the processing of personal information through this website is:

Organization: BIDA Games Committee
Email: roger.braun@bidagames.org
Address: Manila
Data Protection Officer / Privacy Contact: Roger Braun, Co-Chairman

2. Information We May Collect

Depending on how you interact with BIDA Games, we may collect the following information.

A. Website and Contact Information

When you contact us, subscribe to updates, or submit a website form, we may collect:

• Full name;
• Email address;
• Telephone or mobile number;
• Organization or affiliation;
• Message or inquiry; and
• Other information you voluntarily provide.

B. Participant Registration Information

When registering for an event, we may collect:

• Participant's full name;
• Age or date of birth;
• Gender, where relevant and appropriate;
• Contact information;
• Parent or legal guardian information;
• Emergency contact information;
• Organization, school, community, or group affiliation;
• Event and activity preferences;
• Shirt size or other event-related information; and
• Other information reasonably necessary to administer participation.

C. Accessibility, Disability, and Health-Related Information

To support safe and inclusive participation, we may request information concerning:

• Accessibility requirements;
• Disability-related accommodations;
• Mobility or communication support needs;
• Allergies;
• Relevant medical considerations;
• Emergency support requirements; and
• Other information necessary to reasonably support a participant's safety and participation.

We recognize that some of this information may be sensitive personal information under applicable law. We will seek to collect only information reasonably necessary for legitimate event, safety, accessibility, or participation purposes and will apply appropriate safeguards.

Where required, we will obtain appropriate consent from the participant or, in the case of a minor, from a parent, legal guardian, or other authorized person.

D. Volunteer Information

If you apply to volunteer, we may collect:

• Name;
• Contact information;
• Age or date of birth, where necessary;
• Organization or affiliation;
• Skills and experience;
• Availability;
• Preferred volunteer role;
• Emergency contact information; and
• Other information relevant to volunteer coordination.

Additional screening or safeguarding information may be required for roles involving direct interaction with children or vulnerable participants, where appropriate and permitted by law.

E. Donation Information

If you make a donation, we may collect or receive:

• Donor name;
• Contact information;
• Donation amount;
• Donation date;
• Transaction reference; and
• Information necessary for acknowledgment, reporting, or recordkeeping.

Payment card, bank, e-wallet, or other financial information may be processed directly by third-party payment providers. BIDA Games may not directly receive or store your complete payment credentials.

F. Photos, Videos, and Event Media

BIDA Games events may be photographed or recorded.

Depending on the circumstances and applicable consent arrangements, we may process:

• Photographs;
• Video recordings;
• Audio recordings;
• Interviews;
• Testimonials; and
• Participant stories.

Additional safeguards and consent procedures may apply when the person featured is a minor or where the content may reveal sensitive information.

G. Technical and Usage Information

When you use our website, certain information may be collected automatically, including:

• IP address;
• Browser type;
• Device type;
• Operating system;
• Pages visited;
• Date and time of access;
• Referring website;
• General usage and interaction data; and
• Cookie or similar technology identifiers.

3. How We Use Personal Information

We may use personal information to:

• Operate and maintain the BIDA Games website;
• Process event registrations;
• Manage participant attendance and event activities;
• Communicate with participants, parents, guardians, volunteers, donors, sponsors, and partners;
• Coordinate accessibility and support requirements;
• Promote participant safety and respond to emergencies;
• Manage volunteers and event operations;
• Process and acknowledge donations;
• Respond to questions and requests;
• Document and report on BIDA Games activities and impact;
• Share event updates and future opportunities, where permitted;
• Improve our website, programs, and events;
• Detect and prevent fraud, misuse, or security threats;
• Maintain appropriate organizational and financial records;
• Protect the rights, safety, and legitimate interests of participants and others; and
• Comply with applicable laws and legal obligations.

4. Legal Bases for Processing

Depending on the circumstances, we may process personal information based on:

• Your consent;
• Consent or authorization provided by a parent, legal guardian, or authorized representative;
• The performance of an agreement or steps requested before entering into an agreement;
• Compliance with a legal obligation;
• Protection of life, health, or safety in appropriate circumstances;
• Our legitimate interests or those of another person, where permitted by law and where those interests do not improperly override the rights of the data subject; or
• Another lawful basis recognized under applicable Philippine law.

Where consent is the basis for processing, you may withdraw your consent, subject to applicable legal and practical limitations. Withdrawal of consent does not affect the lawfulness of processing performed before withdrawal.

5. Children's Privacy

BIDA Games may collect and process information relating to children because children may participate in our programs and events.

We take the privacy and safety of children seriously.

Where appropriate or required:

• Registration must be completed or approved by a parent or legal guardian;
• We will seek appropriate consent before collecting or using a child's personal information;
• We will seek to collect only information reasonably necessary for participation, safety, accessibility, administration, or another disclosed purpose;
• Access to participant information will be limited to persons who reasonably need it; and
• Additional consent may be requested for public use of identifiable photographs, videos, testimonials, or stories.

Parents and legal guardians may contact us regarding the personal information of a child under their care.

6. Photographs, Videos, and Media Consent

Photography and videography may take place during BIDA Games events for purposes including:

• Event documentation;
• Impact reporting;
• Public awareness;
• Community engagement;
• Fundraising;
• Sponsor and partner reporting;
• Social media; and
• Promotion of future BIDA Games activities.

Where required, consent for identifiable media use will be obtained separately from general event registration.

We encourage the use of clear media consent options, particularly for minors. A participant's ability to participate in an event should not automatically depend on agreeing to promotional use of their image unless such use is genuinely necessary for the activity.

If you have concerns about the publication of a particular image or recording, please contact us at roger.braun@bidagames.org.

7. How We Share Information

We do not sell personal information.

We may share personal information only when reasonably necessary with:

• Authorized BIDA Games organizers and staff;
• Event volunteers who require limited information to perform their roles;
• Participating organizations and community partners;
• Event venues;
• Medical or emergency personnel when necessary;
• Website hosting and technology service providers;
• Registration and communication service providers;
• Payment processors and fundraising platforms;
• Professional advisers;
• Government authorities or law enforcement when legally required; and
• Other parties with your consent or where otherwise permitted by law.

Service providers that process personal information on our behalf should be required to handle that information appropriately and only for authorized purposes.

8. International Data Processing

Some technology, hosting, analytics, communication, cloud storage, social media, or payment service providers may process information outside the Philippines.

Where personal information is transferred or processed internationally, we will take reasonable steps to ensure that appropriate safeguards are applied in accordance with applicable law.

9. Cookies and Analytics

Our website may use cookies and similar technologies to:

• Enable essential website functionality;
• Remember preferences;
• Understand website traffic and usage;
• Improve website performance; and
• Measure the effectiveness of communications or campaigns.

Some cookies may be provided by third-party services.

Where required, you may be given options to manage non-essential cookies. You may also adjust cookie settings through your browser, although disabling certain cookies may affect website functionality.

10. Data Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legitimate operational, safeguarding, reporting, financial, legal, and regulatory purposes.

Retention periods may vary depending on the type of information.

For example:

• General inquiries may be retained while the inquiry is being handled and for a reasonable period afterward;
• Event registration records may be retained for event administration, reporting, and legitimate recordkeeping purposes;
• Financial and donation records may be retained for periods required by applicable accounting or legal obligations;
• Sensitive participant information should not be retained longer than reasonably necessary for the purpose for which it was collected; and
• Publicly published media may remain available for historical, documentary, or reporting purposes, subject to applicable rights and legitimate considerations.

When personal information is no longer reasonably required, we will take appropriate steps to securely delete, anonymize, or otherwise dispose of it.

11. Data Security

We use reasonable organizational, physical, and technical safeguards designed to protect personal information against:

• Unauthorized access;
• Accidental loss;
• Improper use;
• Unauthorized disclosure;
• Alteration; and
• Destruction.

These measures may include access controls, limited permissions, secure systems, authentication measures, staff or volunteer confidentiality requirements, and other appropriate safeguards.

However, no website, electronic transmission, or storage system can be guaranteed to be completely secure.

12. Your Data Privacy Rights

Subject to applicable law, you may have rights regarding your personal information, including the right to:

• Be informed about the processing of your personal information;
• Access your personal information;
• Object to certain processing;
• Request correction of inaccurate or incomplete information;
• Request blocking, removal, or destruction of personal information in appropriate circumstances;
• Withdraw consent where processing is based on consent;
• Request data portability where applicable;
• File a complaint with the appropriate authority; and
• Seek appropriate remedies where your rights have been violated.

To exercise your rights, please contact us at roger.braun@bidagames.org.

We may need to verify your identity or authority before acting on a request, particularly where the request concerns a child or another person.

13. Third-Party Websites and Services

Our website may contain links to third-party websites, donation platforms, social media services, sponsors, partners, or other external services.

We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies before providing personal information.

14. Social Media

BIDA Games may maintain pages or accounts on third-party social media platforms.

Information you provide directly to a social media platform is also subject to that platform's own privacy policy and terms.

Interactions with official BIDA Games social media pages may be visible to other users depending on your account settings and the nature of the interaction.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our activities, technology, legal requirements, or privacy practices.

The updated version will be posted on this page with a revised “Last Updated” date.

Material changes may also be communicated through other appropriate channels.

16. Contact Us

For questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact:

You may also contact the appropriate Philippine data protection authority if you believe your data privacy rights have been violated.