Booking & Cancellation Policy

This Booking and Cancellation Policy (“Policy”) governs all registrations for events organized by Trackline Sports LLP (“Organizer”, “we”, “our”, or “us”). It applies to all participants (“Participant”, “you”, or “your”) registering through our official website or any authorized third-party registration platform. This Policy forms an integral part of the event’s Terms and Conditions. In the event of any inconsistency, the terms specific to the relevant event shall prevail.

It applies to registrations made via our website and through any official third-party registration partners.

Note: Always check the specific event page for any deadlines or exceptions that may override this general policy.

• Each Participant shall be required to select the desired event and/or category, duly complete all mandatory personal particulars in an accurate and truthful manner — including, without limitation, an emergency contact — and expressly acknowledge and accept the applicable Event Terms and Conditions and this Policy prior to proceeding with payment. The submission of inaccurate, incomplete, or misleading information shall render the registration liable to rejection or cancellation at the discretion of Organizer without any obligation to refund.
• Upon successful completion of the payment transaction, the Participant shall receive an on-screen confirmation and an electronic confirmation (“Confirmation Email”) at the registered email address. In the event that the Confirmation Email is not received within fifteen (15) minutes of payment, it shall be the Participant’s duty to promptly notify the Organizer by email at info@circuitx.in. The Organizer shall not be held liable for any consequences arising from a Participant’s failure to verify or report non-receipt of confirmation within a reasonable time.All payments shall be processed exclusively through a secure, industry-standard payment gateway designated by the Organizer. The prices quoted for registration are inclusive of all applicable Goods and Services Tax (GST), platform charges, and processing fees, as reflected at the time of checkout. For security reasons and in compliance with applicable data protection laws, the Organizer does not collect, retain, or store complete payment credentials, including but not limited to credit/debit card or UPI details.

• All payments shall be processed exclusively through a secure, industry standard payment gateway and in accordance with applicable laws and regulations.
• The prices displayed at the time of checkout shall be inclusive of all applicable Goods and Services Tax (GST), duties, levies, and platform or processing fees, unless expressly stated otherwise.
• The platform does not collect, store, or retain complete payment instrument details, including full card numbers, UPI credentials, or other sensitive financial information. All such data is handled directly by the designated payment gateway in compliance with prevailing data protection and payment security standards.

• Booking is confirmed only after successful payment and receipt of a confirmation email.
• E-tickets and other related information about race day shall be emailed before the event.
• Participants must bring a valid photo ID and their confirmation email or ticket to check-in.

• Promo Codes & Gift Vouchers
• Unless stated otherwise, promo codes cannot be combined with other offers or transferred to other events.

• Team Captain represents and warrants that they are duly authorized to register their respective team members for the event and to accept, on behalf of all such members, all applicable terms, conditions, rules, and policies governing participation. The Team Captain’s acceptance shall constitute binding acceptance by all registered team members.
• Any substitution of team members or modification to team rosters shall be subject to the same deadlines, procedures, and applicable fees as those governing individual participant transfers, as set forth herein or in the event’s transfer policy.

Participant name changes shall be permitted up to thirty (30) days prior to the event, subject to a non-refundable administrative fee of ₹500. Category changes may be allowed, subject to availability and payment of any applicable fee or price difference, provided such requests are made no later than thirty (30) days before the event. Wave or timing modifications shall remain strictly subject to availability and are not guaranteed during the event week.

Bookings are non-transferable to any other participant; however, subject to prior written intimation and approval, the booking may, at the sole discretion of the organiser, be adjusted towards participation in the subsequent event. The participant shall be required to make a formal request via email to info@circuitx.in in accordance with the prescribed process, and any such request must be received no later than thirty (30) days prior to the scheduled event date.

Voluntary deferral to a future edition is allowed if requested at least 30 days before the event, with a deferral fee of ₹500. All credits issued by the Company, whether for cancellations, transfers, or any other reason, shall be subject to the Company’s prevailing credit terms and conditions as communicated from time to time. The issuance, use, and redemption of credits shall be at the sole discretion of the Company. If the organizer postpones the event, your entry automatically transfers to the new date. If unable to attend, transfer or credit options may be available.

Cancellations received up to thirty (30) days prior to the scheduled event may, at the sole discretion of the Company, be eligible for a refund or credit of up to fifty percent (50%) of the amount paid, after deduction of all applicable administrative fees, taxes, and processing charges.

Approved refunds, where applicable, shall be remitted exclusively to the original mode of payment within a period of seven (7) to fourteen (14) business days from the date of approval. Under no circumstances shall payment gateway charges, platform fees, or benefits arising from expired or invalid promotional offers be refundable. Event credits, if granted, shall be personal to the participant, non-transferable unless expressly permitted in writing by the organiser, and must be availed within their prescribed validity period. Any request for refund or credit shall be made in writing to info@circuitx.in, clearly specifying the order identification number and the registered email address associated with the booking.

• Failure to check in by the reporting time is considered a no-show and is non-refundable.
• Late arrivals may be reassigned to a later wave if available, but this is not guaranteed.

• If an event is cancelled (not postponed) due to reasons within our control, we may issue a refund, partial refund, or credit at our discretion.
• For cancellations due to Force Majeure, see below.

The Company may modify, postpone, or cancel any event due to circumstances beyond its control, including adverse weather, natural disasters, public health emergencies, government orders, or security concerns. In such cases, the Company may alter routes, schedules, or formats as necessary, and shall not be liable for any loss or damage arising therefrom. Remedies, if offered, will be limited to transfer, deferral, or credit options announced by the Company.

• If you dispute a charge with your bank, we will provide documentation of your registration and acceptance of this policy.
• Successful chargebacks may result in revocation of entry and restrictions on future bookings. Please contact us first so we may assist.

For all communications or inquiries, participants may contact the organiser via email at info@circuitx.in or by phone at +91 9311728998 during working hours, Monday to Friday, between 11:00 a.m. and 5:00 p.m. (IST). All correspondence shall clearly mention the participant’s full name, registered email address, order identification number, and the relevant event name and date to enable prompt and accurate processing of the request.