This Privacy Policy describes how the Ceylon Motorsports Club (CMSC) (“we,” “us,” or “our”) collects, uses, and shares personal information of users of the website apmc2025.com (the “Site”), which is dedicated to the Asia Pacific Motorsport Championship 2025 event. We are committed to protecting your privacy and ensuring that your personal data is handled in a safe and responsible manner, in accordance with the Personal Data Protection Act No. 9 of 2022 (PDPA) of Sri Lanka.  

1. Who We Are

The Asia Pacific Motorsport Championship 2025 website (apmc2025.com) is operated by the Ceylon Motorsports Club (cmsc.lk).

Our contact details are:

Email: apmc2025@cmsc.lk
Phone: +94 (77) 778 0675

2. What Information We Collect

We may collect and process the following types of personal information:

Information you provide to us directly:  

• Registration Information: When you register for the APMC 2025 event through our Site, we collect personal data including, but not limited to, the names of drivers and team personnel, phone numbers, email addresses, and any other personal data you voluntarily opt to provide in the registration form.
• Communication Information: If you contact us directly via email or phone, we may keep a record of that correspondence and the information provided.
• Information collected automatically: Cookies and Tracking Technologies: Like many websites, we use cookies to enhance your experience on our Site. Cookies are small data files stored on your browser or device. They may be used to remember your preferences, understand how you use our Site, and help us improve our services. You can manage your cookie preferences through your browser settings.
• Log Files: Our servers may automatically log standard information, such as your IP address, browser type, operating system, referring/exit pages, and date/time stamps. This information is used for site administration and to analyze trends.

Information from third parties:

• Payment Information: We use a third-party payment gateway, Payhere.lk, to process payments for event registration. When you make a payment, you will be directed to Payhere.lk’s platform. Payhere.lk will collect and process your payment information (such as credit/debit card details) in accordance with their own privacy policy and security practices. We do not store your full credit/debit card details on our servers. We may receive confirmation of payment and limited transaction details from Payhere.lk.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To process your event registration: This includes managing your participation, communicating with you about your registration, and providing event-related updates.
• To communicate with you: To respond to your inquiries, send you information about the APMC 2025 event (including logistical details, schedules, and news), and provide customer support.
• To process payments: To facilitate the collection of registration fees through our third-party payment gateway, Payhere.lk.
• To improve our Site and services: To understand how users interact with our Site, to personalize your experience, and to enhance the functionality and user-friendliness of our Site.
• To comply with legal obligations: To meet any applicable legal or regulatory requirements in Sri Lanka.
• For security purposes: To protect the security and integrity of our Site and the event.

4. Legal Basis for Processing (in accordance with Sri Lankan PDPA)

We process your personal data based on the following legal grounds:

• Consent: Where you have given us explicit consent to process your personal data for a specific purpose (e.g., by opting into receive marketing communications, though primary communication will be event-related).  
• Performance of a contract: Where the processing is necessary for the performance of a contract to which you are a party (e.g., to process your event registration and facilitate your participation).
• Legitimate interests: Where the processing is necessary for our legitimate interests (e.g., to improve our services, for security purposes), provided these interests are not overridden by your data protection rights.
• Legal obligation: Where the processing is necessary for compliance with a legal obligation to which we are subject.

5. How We Share Your Information

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

• With Service Providers: We may share your information with trusted third-party service providers who assist us in operating our Site and organizing the event, such as IT support, communication tools, and analytics providers. These providers are contractually obligated to protect your data and use it only for the purposes for which we disclose it to them.  
• With Payhere.lk: As mentioned, payment processing is handled by Payhere.lk. We will share necessary information with them to facilitate your payment, and they will process your data according to their privacy policy. We encourage you to review Payhere.lk’s privacy policy.
• For Legal Reasons: We may disclose your information if required to do so by law or in the good faith belief that such action is necessary to:  
  
  • Comply with a legal obligation or a request from public authorities in Sri Lanka.  
  • Protect and defend our rights or property or that of the Ceylon Motorsports Club.
  • Prevent or investigate possible wrongdoing in connection with the Site or the event.
  • Protect the personal safety of users of the Site, participants in the event, or the public.
• Event Participants List: Limited information (such as participant names and team names) may be included in official event participant lists, which may be made available to other participants, event officials, and potentially the public as part of event reporting and promotion. We will strive to minimize the personal data shared in such lists.

6. Data Security

We implement appropriate technical and organizational measures to protect the security of your personal information against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. However, please note that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.  

7. Data Retention  

We will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy, including for the purposes of satisfying any legal, accounting, or reporting requirements. The retention period will depend on the nature of the information and the purposes for which it is processed. For example, registration data will be kept for the duration of the event and a reasonable period thereafter for record-keeping and to address any post-event inquiries or obligations.  

8. Your Rights

Under the Sri Lankan Personal Data Protection Act (PDPA), you have certain rights regarding your personal data. These may include the right to:

• Access your personal data: You can request a copy of the personal information we hold about you.
• Rectify your personal data: You can request that we correct any inaccurate or incomplete personal information.
• Withdraw consent: If we are processing your personal data based on your consent, you have the right to withdraw that consent at any time.  
• Request erasure of your personal data: You can request that we delete your personal information, subject to certain legal limitations.
• Restrict processing of your personal data: You can request that we limit the way we use your personal information in certain circumstances.
• Object to processing of your personal data: You can object to our processing of your personal information in certain circumstances, particularly where we are relying on legitimate interests as our legal basis for processing.
• Data portability: You may have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.  
• To exercise any of these rights, please contact us at apmc2025@cmsc.lk or by phone at +94 (77) 778 0675. We will respond to your request in accordance with the PDPA. You may be required to provide proof of your identity.

9. Cookie Policy

Our Site uses cookies to improve your Browse experience.

What are cookies? Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  
How we use cookies: We use cookies to:  

• Remember your preferences.
• Understand how you use our site (e.g., which pages you visit, how long you stay).
• Compile aggregate data about site traffic and site interactions to offer better site experiences and tools in the future.  
• Types of cookies we may use:
  
  • Strictly Necessary Cookies: These are essential for you to browse the website and use its features.
  • Performance Cookies: These collect information about how you use our website, like which pages you visited and which links you clicked on. None of this information can be used to identify you. It is all aggregated and, therefore, anonymized. Their sole purpose is to improve website functions.  
  • Functionality Cookies: These cookies allow our website to remember choices you have made in the past.  
  • Managing Cookies: Most web browsers allow some control of most cookies through the browser settings. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this Site may become inaccessible or not function properly. 

10. Links to Other Websites

Our Site may contain links to other websites that are not operated by us (e.g., Payhere.lk, social media platforms). If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

11. Children’s Privacy

Our Site and the APMC 2025 event are not primarily directed at individuals under the age of 18. We do not knowingly collect personal information from children without parental consent. If you are a parent or guardian and you are aware that your child has provided us with personal information, please contact us. If we become aware that we have collected personal information from children without verification of parental consent, we will take steps to remove that information from our servers.  

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Effective Date” at the top. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.  

13. Contact Us

If you have any questions or concerns about this Privacy Policy or our data protection practices, please contact us:  

Ceylon Motorsports Club (CMSC)
Email: apmc2025@cmsc.lk
Phone: +94 (77) 778 0675