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Privacy policy

What we collect, why, and what you can do about it. Nothing is tracked on this site until you say yes.

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Who we are

This site is run by Ember & Ice (PVT) LTD, Dharmarama Mawatha, Ahangama 80650, Sri Lanka. We're the data controller for the personal data described here. For anything about your data, email emberandiceahangama@gmail.com or message us on WhatsApp +94 76 419 6824.

What we collect, and why

When you book

The calendar and checkout on our booking page are provided by Big Day Out. When you book, Big Day Out collects your name, email address, phone number, what you booked, and your payment. Card details go straight to the payment processor and never reach us. We see your booking details so we can run the session, contact you about it, and keep our accounts in order.

When you get in touch

If you message us on WhatsApp, email, or Instagram, we keep what you sent and your number or handle for as long as we need it to deal with the conversation. If you join the run club WhatsApp group, the other members can see your number, as with any group.

When you browse this site, only if you accept cookies

The first time you visit we ask whether we can use cookies. Until you accept, nothing below runs with cookies and no advertising data is sent anywhere. If you accept, we use:

  • Google Analytics to see which pages get read and roughly where visitors come from. Before you accept it runs in a cookieless mode that only counts page views.
  • Meta Pixel and Meta Conversions API to measure our Instagram and Facebook ads and to show them to people who've visited the site. Page views and WhatsApp link clicks are sent to Meta twice: once from your browser, and once from our server, which adds your IP address, your browser's user agent, and Meta's own _fbp and _fbc cookies so Meta can match the two and not count you twice. If you book, Big Day Out sends the booking steps to Meta and Google in the same way, again only if you accepted cookies.

Our web server also keeps standard access logs: your IP address, the page requested, the time, and your browser type. We use these for security and to fix problems, and they're deleted routinely.

Settings stored in your browser

Your theme choice (day or dusk) and your cookie answer are saved in your browser's local storage so the site remembers them. They never leave your device.

Cookies

These are set only after you accept, and all of them are removed if you change your mind.

  • _ga, _gid: Google Analytics, to tell returning visitors apart. Up to 2 years.
  • _fbp: Meta, to tell browsers apart for ad measurement. 90 days.
  • _fbc: Meta, set when you arrive from a Meta ad. 90 days.

To change your answer, use Cookie settings in the footer of any page. Choosing Reject deletes the cookies above and stops the tracking immediately.

Who we share it with

  • Big Day Out, which runs our bookings and payments.
  • Google, for analytics, only with your consent.
  • Meta, for ads measurement, only with your consent, and for WhatsApp and Instagram when you message us there.
  • Our accountants and advisers, where we're required to keep records.

Some of these companies are based outside Sri Lanka, including in the United States and the European Union, so your data may be processed there. We don't sell your data, and we don't share it with anyone else unless the law requires it.

How long we keep it

Booking and payment records are kept for as long as our accounting and tax rules require. Messages are kept until the conversation is finished and we no longer need them. Analytics and ads data is kept according to Google's and Meta's own retention settings, which we keep as short as their tools allow.

Your rights

Under Sri Lanka's Personal Data Protection Act, No. 9 of 2022, and, if you're visiting from the EU or UK, under the GDPR, you can ask us to:

  • tell you what personal data we hold about you and give you a copy,
  • correct it if it's wrong,
  • delete it, where we don't have a legal reason to keep it,
  • stop using it for marketing, or withdraw a consent you've given.

Email emberandiceahangama@gmail.com and we'll answer within a month. If you're not happy with how we handle it, you can complain to the Data Protection Authority of Sri Lanka or to your local data protection regulator.

Children

Bookings must be made by an adult. We don't knowingly collect personal data from anyone under 18 other than as part of a booking made by their parent or guardian.

Changes

If we change how we handle your data, we'll update this page and the date at the top. If the change is significant, we'll also say so on the site.