Privacy notice

When you contact us through our website, we may collect your name, telephone number, and message. You may also provide your company name and email address.

We use this information to:

• Respond to your enquiry.
• Provide information about our services.
• Follow up on requests or proposed business arrangements.
• Maintain appropriate records of our communications.

Authorized Rem Nexus personnel responsible for handling enquiries can access these records. A copy of your enquiry is also delivered to our designated company email account.

Lawful processing: We handle enquiry information on an appropriate lawful basis, which may include responding to your request, taking steps you ask us to take before entering into a business arrangement, pursuing legitimate business purposes where permitted, or complying with legal obligations. Where consent is the appropriate basis, we will request it.

Retention: We retain enquiry records for as long as reasonably necessary to respond to your request, manage the resulting business relationship, and meet applicable legal or recordkeeping requirements. You may request deletion, subject to those requirements.

When you submit a job application through our website, we collect your name, mobile number, and CV. You may also provide your email address.

We may record the date and time of your application and, where available, the referral source through which you accessed the job advertisement, such as Facebook, WhatsApp, or our website.

We use this information to administer your application and forward it to the employer responsible for the relevant vacancy.

When you book a court by telephone, at the arena, or through the request form on our website, we collect your name and mobile number. We keep them with your bookings: the court, the date and hours, and whether the charge has been paid.

We use this information to:

• Hold the court for you.
• Contact you about your booking.
• Maintain appropriate records of bookings and payments.

Authorized Sports Arena personnel can access these records. A request submitted through the form on our website is also delivered to the arena's designated email account.

Booking requests: A request made through our website does not reserve a court until our staff have confirmed it with you. No payment is taken through this website.

Coaching requests: When you ask for a coaching programme through the form on our website, we collect the name and mobile number you provide, the programme you select, and any note you add. The name may be that of the person who will attend, such as your child. We use this information to contact you about the programme. The request is delivered to the arena's designated email account and can be accessed by authorized Sports Arena personnel. We do not keep a list of students or of fees in this system, and no payment is taken through this website.

Team orders: When you send a team order through the form on our Sportswear pages, we collect the name of the team or school, your name and mobile number, your email address if you provide it, the item, the quantity and sizes, any note you add, and the picture of your design if you attach one. We use this information to contact you about the order, and send a confirmation to your email address if you provide one. The order is delivered to the arena's designated email account without the picture, and can be accessed by authorized Sports Arena personnel. No payment is taken through this website.

Retention: We keep your name and mobile number with your bookings for two years after the date of your most recent booking or booking request, and a coaching request or a team order for two years after it was submitted. After that your name and mobile number are removed automatically; the dates, hours and charges of past bookings remain in our records without them. You may request earlier removal of your name and mobile number, subject to applicable legal or recordkeeping requirements.

We use personal information only for purposes that are appropriate to the way it was collected and for which we have an applicable lawful basis.

Depending on the circumstances, these purposes and bases may include:

• Responding to enquiries and requests you initiate.
• Administering and forwarding job applications.
• Managing court bookings, booking requests, coaching requests, and team orders at the Sports Arena.
• Operating, maintaining, and securing our website.
• Preventing automated abuse, malicious uploads, and unauthorized access.
• Maintaining necessary business records.
• Meeting legal obligations and addressing legitimate business requirements where permitted by law.

Where processing relies on consent, we will seek consent in an appropriate manner and explain the relevant purpose. Where applicable, you may withdraw your consent, although this does not affect processing lawfully carried out before withdrawal.

We use selected technology and service providers to operate, secure, and maintain our website and related services.

These providers may include:

• Hosting and technology providers: Maintain the server and technical infrastructure required to operate our website and application system.
• Cloudflare: Helps deliver and protect our website and provides security and automated bot-detection checks for website forms. In performing these functions, Cloudflare may process technical information such as your IP address and information about your visit.
• Email delivery providers: Deliver enquiry notifications, job applications, and other emails generated by our system.
• Google Maps: Shows our location on a map on our main page and our Sports Arena page. Your browser loads the map from Google when you reach it on the page, and Google may then process technical information such as your IP address and information about your device, under Google's Privacy Policy. The "Get directions" button and our address open Google Maps itself.

These providers may process technical or personal information, including IP addresses or submitted information, where necessary to provide their services.

We aim to limit provider access to what is reasonably necessary for the services they perform and to use appropriate contractual and security arrangements.

International processing: Some providers may process or store information in countries outside Sri Lanka. Where this occurs, we will assess the applicable legal requirements and implement appropriate safeguards where required.

We do not sell your personal information, and we do not use it for advertising.

We do not use advertising or tracking cookies for marketing purposes.

Our website uses a cookie to maintain the authenticated session of staff members who sign in to the portal.

Cloudflare's security and bot-detection services may also use cookies or similar technologies, or process technical information, where necessary to provide and protect those services.

The Google map on our main page and our Sports Arena page is provided by Google, which may use cookies or similar technologies when the map is shown, under its own privacy policy.

These technologies support website functionality and security rather than advertising.

We retain personal information only for as long as reasonably necessary for the purposes described in this notice, unless a longer period is required or permitted by law.

Our current retention arrangements are:

• Enquiries: Retained for the period reasonably necessary to manage the enquiry, related business dealings, and applicable recordkeeping requirements.
• Job applications: 12 months after the most recent application submitted through our website, followed by automatic removal of specified personal details from active application records.
• Court bookings: Two years after the date of your most recent booking or booking request, followed by automatic removal of your name and mobile number from booking records.
• Coaching requests: Two years after the request was submitted, followed by automatic deletion.
• Team orders: Two years after the order was submitted, followed by automatic deletion, together with the picture of the design.
• Backups: Approximately four weeks for server backups and up to 12 months for encrypted off-site backups.
• Anonymized statistics: May be retained for reporting and service improvement where the information cannot reasonably be used to identify an individual.

Information shared with employers is subject to the employer's own retention arrangements.

We will periodically review retention arrangements to ensure that personal information is not kept longer than reasonably necessary for its intended purpose or applicable legal requirements.

Subject to applicable law and the circumstances of your request, you may be entitled to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information.
• Request information about how your personal information is used or shared.
• Withdraw consent where processing is based on consent.
• Exercise any additional rights available under applicable data protection law.

To make a request, contact us using the details in Section 10.

We may ask you to provide sufficient information to verify your identity and locate the relevant records. We will handle requests in accordance with applicable requirements and explain if we cannot fulfil a request in full.

If you have any questions about this Privacy Notice or wish to exercise your privacy rights, please contact us using the details below.

Rem Nexus (Pvt) Ltd
Kandy Road, Kadawatha, Sri Lanka

• Geetha · 070 228 3586
• Suresh · 077 425 6738
• Damian · 077 019 9191
• [email protected]

We may update this Privacy Notice from time to time to reflect changes to our services, operational practices, security arrangements, or applicable legal requirements.

Any revised version will be published on this page with its updated revision date. We encourage you to review this page periodically to stay informed about how we handle your personal information.