Legal

Data Usage Policy

Version 1.1 Effective 6/17/2026 Updated 6/17/2026

HelloRun Data Usage Policy

Last Updated: May 23, 2026

Platform: HelloRun

Website: https://hellorun.online

Contact: hellorunonline@gmail.com, 4hprojects@proton.me

1. Purpose of This Data Usage Policy

This Data Usage Policy explains how HelloRun uses data submitted or generated through the platform.

It focuses on platform-specific data workflows, including:

  • event registration data
  • activity screenshots
  • run proof submissions
  • OCR-assisted screenshot reading
  • Strava or third-party activity imports
  • payment proof images
  • public rankings and leaderboards
  • organiser review access
  • fraud and suspicious-entry checks
  • certificates and event reports

This policy should be read together with the HelloRun Privacy Policy, Terms and Conditions, Cookie Policy, Refund and Cancellation Policy, Organiser Terms, Community Guidelines, and Acceptable Use Policy.

2. Data Used for Platform Operations

HelloRun uses user data to provide core platform services, including:

  • account creation and login
  • event discovery
  • event registration
  • payment proof submission
  • run proof submission
  • result review
  • leaderboard generation
  • certificate generation
  • organiser dashboards
  • event reports
  • support and dispute handling
  • fraud prevention
  • platform security

HelloRun only uses data in ways that are connected to platform operation, event management, legal compliance, safety, fraud prevention, and service improvement.

3. Event Registration Data

When users register for events, HelloRun may collect and use registration data such as:

  • full name
  • email address
  • contact details, if required by the event
  • selected event
  • selected distance or category
  • registration date
  • payment status
  • order or registration reference
  • team or group information
  • shirt size, medal option, or merchandise option, if applicable
  • emergency contact, if required by the organiser
  • other event-specific fields

This information may be used to:

  • confirm registration
  • allow organiser review
  • prepare participant lists
  • verify payment
  • manage event categories
  • communicate event updates
  • issue certificates
  • generate reports
  • resolve disputes

4. Activity Screenshot Data

Users may upload activity screenshots as proof of run completion.

Activity screenshots may be used to verify:

  • distance
  • duration
  • pace
  • date
  • activity type
  • route or location
  • runner identity or app username
  • completion of event requirements

Activity screenshots may be reviewed by:

  • the user before submission
  • the event organiser
  • authorised HelloRun administrators
  • support or review personnel when needed

HelloRun may reject, flag, or hold a submission when the screenshot is unclear, incomplete, inconsistent, manipulated, duplicated, or appears to belong to another person.

5. OCR-Assisted Data Reading

HelloRun may use OCR-assisted tools to read visible text from uploaded images.

This may apply to:

  • activity screenshots
  • payment proof screenshots
  • submitted event evidence
  • other platform-supported proof images

OCR may extract:

  • names
  • usernames
  • distance
  • duration
  • pace
  • location text
  • dates
  • transaction references
  • payment amounts
  • payment channels
  • other visible text

OCR is used to assist review. It does not replace user responsibility or organiser/admin judgment.

Users must review any auto-filled information before submitting.

Organisers and administrators may manually correct, approve, reject, or request clarification when OCR results are incomplete, inaccurate, or inconsistent.

6. Suspicious Entry and Mismatch Detection

HelloRun may flag submissions for review when it detects possible issues, such as:

  • different name shown on the screenshot
  • unusually fast pace
  • missing date
  • missing distance
  • duplicated screenshot
  • unreadable proof
  • edited or manipulated image
  • inconsistent payment amount
  • reused transaction reference
  • mismatched event category
  • activity date outside the event period
  • suspicious submission pattern

A flagged submission does not automatically mean fraud.

Flagging means the submission needs further review by an organiser or administrator.

HelloRun may ask the user to submit clearer proof, correct details, explain the mismatch, or provide additional supporting information.

7. Strava and Third-Party Activity Data

If HelloRun supports third-party fitness imports, users may choose to connect or import activity data from supported services such as Strava.

HelloRun may use imported activity data to:

  • auto-fill run submission forms
  • verify event completion
  • support leaderboard generation
  • reduce manual entry errors
  • compare submitted results with activity records

HelloRun will only access data authorised by the user through the third-party service.

Users are responsible for managing permissions through the third-party platform.

Third-party platforms may have their own privacy policies, security practices, and data retention rules.

8. Payment Proof Data

HelloRun may allow users to upload payment proof for organiser review.

Payment proof may be used to:

  • confirm payment status
  • match payment to registration
  • assist organiser review
  • detect duplicate or suspicious payments
  • resolve disputes
  • maintain event records

Payment proof should only show information needed for verification.

Users should not upload screenshots containing:

  • full card numbers
  • passwords
  • OTPs
  • PINs
  • unrelated transactions
  • full account balances
  • unrelated private messages
  • unnecessary financial information

HelloRun may blur, delete, restrict, or request replacement of payment proof that contains excessive sensitive information.

9. Organiser Use of Data

Organisers may access participant data only for event-related purposes.

Allowed organiser uses include:

  • verifying registrations
  • checking payment status
  • reviewing run proof
  • contacting participants about the event
  • preparing race kits or entitlements
  • generating certificates
  • preparing event reports
  • resolving event disputes
  • complying with event obligations

Organisers must not use participant data for unrelated marketing, resale, publication, profiling, or third-party sharing without a valid legal basis or proper consent.

HelloRun may audit, restrict, or terminate organiser access when misuse is reported or detected.

10. Public Results and Recognition

HelloRun may display event-related results for transparency, recognition, and event integrity.

Displayed information may include:

  • runner name or display name
  • rank
  • distance
  • time
  • pace
  • category
  • event name
  • completion status
  • certificate status
  • team or group name, if applicable

Some results may be publicly visible.

Users should review event rules before joining, especially if public ranking or result publication is part of the event.

Users may request correction of inaccurate results. Removal requests may be evaluated based on event rules, organiser records, fraud prevention, public interest in event integrity, and legal obligations.

11. Data Used for Analytics and Platform Improvement

HelloRun may use aggregated or anonymised data to improve platform features.

This may include:

  • number of event registrations
  • common event distances
  • submission completion rates
  • upload failure rates
  • payment verification trends
  • organiser review time
  • feature usage
  • system performance
  • general user engagement

Where possible, analytics should use aggregated or anonymised data rather than directly identifiable personal data.

12. Data Not Used for Unrelated Purposes

HelloRun does not use uploaded activity proof, payment proof, or private event data for unrelated purposes.

Unless clearly disclosed and legally allowed, HelloRun does not:

  • sell personal data
  • sell uploaded screenshots
  • use private payment proof for advertising
  • use private run proof for unrelated profiling
  • publish private payment data
  • train unrelated commercial AI models using user submissions
  • allow organisers to reuse participant data for unrelated purposes

If HelloRun later introduces new uses of data, users will be informed through updated policies, platform notices, or consent mechanisms where required.

13. Human Review and User Responsibility

HelloRun combines user-submitted information, OCR-assisted reading, organiser review, and administrator moderation.

Users are responsible for:

  • submitting accurate information
  • uploading genuine proof
  • reviewing auto-filled data
  • avoiding unnecessary sensitive information in uploads
  • correcting mistakes before submission
  • following event rules

Organisers are responsible for:

  • reviewing submissions fairly
  • applying event rules consistently
  • handling participant data responsibly
  • resolving event-specific concerns
  • protecting exported participant records

HelloRun is responsible for:

  • maintaining platform tools
  • supporting review workflows
  • protecting platform data
  • enforcing platform rules
  • responding to valid privacy and support requests

14. Data Retention for Submitted Proof

HelloRun may retain submitted proof while needed for:

  • event review
  • result validation
  • leaderboard integrity
  • certificate generation
  • participant support
  • dispute resolution
  • organiser reporting
  • fraud prevention
  • audit and legal compliance

After the necessary period, HelloRun may delete, archive, anonymise, or restrict access to submitted proof.

15. User Requests

Users may request access, correction, deletion, or review of personal data by contacting HelloRun.

Requests may be sent to:

Email: hellorunonline@gmail.com

Alternative Email: 4hprojects@proton.me

Some requests may require identity verification.

Some data may not be immediately deleted if it is needed for legal, financial, security, fraud prevention, dispute resolution, or event integrity purposes.