Terms of processing personal data provided during registration

SUMMARY

ursa sport, s.r.o. as the organizer of the public sports event Big Bear’s Ultra (hereinafter referred to as the “Race”) ensures activities related to the preparation and organization of the Race, in the framework of which it processes personal data provided by the participants of the Race, mainly for the purpose of registering participants for the Race, including settlement and registration of participant payments , necessary communication with participants, ensuring the proper course of the Race and recording the results of the Race or retention of data on the results of the Race, for the period resulting from these conditions. Personal data will be processed, used and published only to the extent expressly resulting from these conditions.

I. LEGAL FRAMEWORK OF THE PERSONAL DATA PROTECTION

Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, repealing Directive 95/46/EC (General Data Protection Regulation – “GDPR”)

II. IDENTIFICATION DATA OF THE ORGANIZER

The organizer is ursa sport, s.r.o. (registered office: Revolučná 10, 010 01 Žilina, ID: 44737530) (hereinafter referred to as the “organizer”).

Contact details of the organizer:

name: ursa sport, s.r.o.

address where the data subject can exercise his rights regarding the processing of personal data: Revolučná 10, 010 01 Žilina

email: bbu@bigbearsultra.sk

representative of the operator: was not appointed

responsible person: not determined

Personal data protection supervisory authority:

Personal Data Protection Office of the Slovak Republic, Hraničná 12, 820 07 Bratislava 27; tel. number: +421 2 3231 3214; e-mail: statny.dozor@pdp.gov.sk, www.dataprotection.gov.sk.

III. SCOPE OF PERSONAL DATA PROCESSING

1. Name, surname, country, date of birth, phone number, e-mail address, account number (for recording received payments and possible refunds).

2. Optionally produced audiovisual or visual recordings of the Race, if the person concerned is identified or identifiable.

IV. PURPOSE OF PERSONAL DATA PROCESSING

1. Registration (creation of an account) and administration of the person’s concerned account within the registration system on the website www.bigbearsultra.sk, recording data about the person concerned, their orders and the status of their orders, for the purposes of registration for the Race.

2. Registration of the participant – the person concerned for the Race: acceptance, processing and processing of the electronic application (participant registration), recording of received payments and possible refunds of payments to the participant, fulfillment of related legal obligations (accounting, tax, etc.).

3. Ensuring the proper course of the Race, in accordance with all the rules resulting from the rules of the Race and other conditions that apply to the Race, and with the provisions of the relevant legal regulations governing the obligations in the organization of the Race (in particular Act No. 1/2014 Coll. on organizing public sports events); fulfillment of the relevant legal and contractual obligations of the operator or the organizer of the Race towards the participant – the person concerned.

4. Records of interim and final results of the Race, including long-term storage of data on the results of the Race, including keeping statistics of the results of the Slovak Ultratrail League or other statistics, while the following applies:

– personal data in the scope of: name, surname, country are published in the start list, in the intermediate results and in the results list (together with the intermediate or final result times), namely on the Race website and/or the SLOVAK ULTRA TRAIL website as the organizer of the Slovak of the Ultratrail League and/or the Europe Trail Cup website as the organizer of the Alpe Adria Trail Cup and/or the website of the registration platform and/or timekeeping provider, or on the relevant pages on social networks, or on the website of the GPS tracking service provider;

– if the Race is registered with ITRA (International Trail Running Association) for the allocation of ITRA points, personal data in the scope of: name, surname, date of birth, country, together with the participant’s result, are provided to ITRA (directly by the operator or through SLOVAK ULTRA TRAIL), for the purpose assigning ITRA points to the participant, keeping statistics on the participant’s results and determining the participant’s ITRA coefficient.

5. Gathering information about the Race and documentation of the Race through audiovisual or visual recordings, if the person concerned is identified or identifiable – the operator and/or SLOVAK ULTRA TRAIL and/or Europe Trail Cup may, for the purpose of informing about the Race or during their progress and results, use and publish personal data to the extent of: name, surname, together with the participant’s result, as well as any audio-visual or visual recordings in which the participant is identified or identifiable, on the Race website and/or the SLOVAK ULTRA TRAIL website as the organizer of the Slovak Ultratrail League and/or the Europe Trail Cup website as the organizer of the Alpe Adria Trail Cup and/or the website of the timekeeping provider, or on the relevant pages on social networks, or on the website of the GPS tracking service provider.

6. Gathering information needed to arrange the insurance covering the mountain rescue services for those participants who order this service during registration.

V. LEGAL BASIS OF PERSONAL DATA PROCESSING

1. For the purpose specified in para. IV point 1 above: according to § 13 par. 1 letter a) of the Act – the person concerned expressed explicit consent to the processing of his personal data, namely when registering the person concerned within the registration system on the website www.bigbearsultra.sk

2. For the purpose specified in par. IV points 2 and 3 above: according to § 13 par. 1 letter b) or § 13 par. 1 letter f) of the Act – the processing of personal data is necessary for the proper performance of the contract between the operator or by the organizer of the Race and the person concerned, and in connection with the existence of mutual claims from such a contract, while the operator, based on the fulfillment of the conditions for the affected person’s participation in the Race, including the payment of the entry fee, provides for the affected person relevant activities and services connected with the organization of the Race and the concerned person’s participation in them; at the same time, the processing of personal data is necessary for the purpose of the legitimate interests of the operator or a third party (section VI below).

3. For the purpose specified in par. IV point 4 above: according to § 13 par. 1 letter f) of the Act – the processing of personal data is necessary for the purpose of the legitimate interests of the operator or a third party (section VI below).

4. For the purpose specified in par. IV point 5, 6 above: according to § 13 par. 1 letter a) of the Act – the person concerned expressed explicit consent to the processing of his personal data, namely when registering (logging in) the participant – the person concerned for the Race, within the registration system on the website www.terminovka.sk

VI. LEGITIMATE INTERESTS OF THE ORGANIZER OR THIRD PARTY IF PERSONAL DATA IS PROCESSED ACCORDING TO § 13 PARAGRAPH 1 LETTER F) THE LAW

1. In connection with the purpose specified in par. IV point 2 above: the legitimate interest of the operator is the identification of the affected person – the participant of the Race in connection with the proper registration of the participants and the preparation of the Race.

2. In connection with the purpose specified in par. IV point 3 above: the legitimate interest of the operator is the identification of the person concerned- participant of the Race in connection with the proper security of the organization of the Race and the fulfillment of all relevant obligations of the operator or organizer of the Race, and with the application of any claims against the person concerned or legitimate defense against any claims made by the affected person by appropriate legal means.

3. In connection with the purpose specified in par. IV point 4 above: the legitimate interest of the operator is the necessity of recording and publishing the complete interim and final results of the Race, as well as the long-term storage of data and keeping statistics on the results of the Race and other similar events, while such activities result from the nature of the Race as a public sports event; if the Race is registered in ITRA, the provision of personal data to ITRA for the stated purposes is the obligation of the Race organizer.

VII. RECIPIENTS OF PERSONAL DATA

Third parties will be provided with some personal data of the person concerned – a participant in the Competition in accordance with the determination of the purpose of personal data processing in para. IV above, while such provision of personal data is necessary for the proper fulfillment of the given purpose of personal data processing. Such recipients of personal data are:

1. SLOVAK ULTRA TRAIL association, ID: 42364582 – beneficiary in the scope of first name, last name, date of birth, country, exclusively for the purpose specified in par. IV point 4 above; recipient in the scope of: audio-visual or visual recordings from the Competition, if the person concerned is identified or identifiable, exclusively for the purpose specified in par. IV point 5 above;

2. JATrail d.o.o., Mesarska 4f, Ljubljana, Slovenia (Europe Trail Cup), company ID 8548498000 – beneficiary in the scope of name, surname, country, date of birth, exclusively for the purpose specified in paragraph IV point 4 above; recipient in the scope of: audio-visual or visual recordings from the Race, if the person concerned is identified or identifiable, exclusively for the purpose specified in par. IV point 5 above;

3. International Trail Running Association (ITRA) – beneficiary in the scope of name, surname, date of birth, country, exclusively for the purpose specified in par. IV point 4 above;

4. natural persons entrusted by the operator for specific activities in the organization of the Race (volunteers): beneficiaries in the scope of name, surname, country, telephone number, exclusively for the purpose specified in par. IV point 3 above, in case of an unavoidable need to communicate with the person concerned during the Race;

5. external provider of timekeeping Klub slovenských turistov UHLÍK Strečno, Sokolská 274/18, 013 24 Strečno, IČO: 42 390 532 – recipient in the scope of name, surnamename, country, date of birth, exclusively for the purpose specified in par. IV point 4 above;

6. external provider of registration paltform Stella Digit s.r.o., Terasová 627/15, Svit 059 21, IČO: 48 110 787 – recipient in the scope of name, surnamename, country, date of birth, exclusively for the purpose specified in par. IV point 4 above;

6. provider of insurance for the mountain rescue services in the scope of name, surname, date of birth

Recipients of personal data are obliged to observe all necessary security, technical and organizational measures to ensure the required protection of personal data, which will be used exclusively for the purposes arising from these conditions. Apart from ITRA and JATrail d.o.o. (point 3 above), no personal data will be provided to another recipient in a third country or international organization.

VIII. TRANSFER OF PERSONAL DATA TO A THIRD COUNTRY OR INTERNATIONAL ORGANIZATION

The transfer of personal data to a third country or international organization is not carried out nor intended ; provision of personal data to ITRA and JATrail d.o.o. as a recipient in accordance with par. VII above is not affected by this.

IX. PERSONAL DATA STORAGE PERIOD

1. Personal data processed for the purpose specified in par. IV point 1 above: For the duration of the registration of the person concerned within the registration system on the website www.bigbearsultra.sk; the person concerned is entitled to cancel the registration at any time, which will terminate the purpose of the processing and the period of storage of personal data from this title will end.

2. Personal data processed for the purpose specified in par. IV point 2 above: During the preparation and organization of the Race; in case of premature cancellation of registration (application) for the Race for the period ending with such cancellation of registration or by possibly returning paid payments to the participant.

3. Personal data processed for the purpose specified in par. IV point 3 above: During the preparation and organization of the Competition, possibly also during the exercise of claims from the mutual contractual relationship against the concerned person or on the part of the person concerned (min. during the duration of the relevant limitation period that applies in relation to the given claims).

4. Personal data processed for the purpose specified in par. IV point 4 above: For the duration of the existence of the record of the results of the Race or other statistics, in which the results are given with the identification of the person concerned.

5. Personal data processed for the purpose specified in par. IV point 5 above: For the duration of the publication of information about the Race or documentation of the Race through audiovisual or visual recordings, which includes the personal data of the person concerned. After the period of storage of personal data has expired, the operator is obliged to delete the personal data of the person concerned.

Regardless of the above, the operator is obliged to keep accounting documents for a period of min. 10 years.

X. INFORMATION ON THE RIGHTS OF THE PERSON CONCERNED

Under the conditions set out in the Act, the data subject has, in connection with the processing of his personal data:

1. the right to request from the operator access to personal data concerning the person concerned as well as other information according to § 21 of the Act;

2. the right to correct incorrect personal data or the right to correct incomplete personal data (according to § 22 of the Act);

3. the right to delete personal data (according to § 23 of the Act);

4. the right to limit the processing of personal data (according to § 24 of the Act);

5. the right to object to the processing of personal data (according to § 27 of the Act);

6. the right to portability of personal data, i.e. the right to obtain the personal data concerning him/her and which he/she provided to the operator in a structured, commonly used and machine-readable format, and the right to transfer this personal data to another party (according to § 26 of the Act);

7. the right to withdraw his/her consent to the processing of his/her personal data at any time, in the same way as he/she gave his/her consent (according to § 14, paragraph 3 of the Act); withdrawal of consent does not affect the legality of personal data processing based on consent before its withdrawal;

8. the right to submit a proposal to initiate proceedings on the protection of personal data pursuant to § 100 of the Act at the Office for the Protection of Personal Data of the Slovak Republic – for the purpose of ascertaining whether there has been a violation of the rights of the person concerned during the processing of his personal data or whether there has been a violation of the Act or a special regulation in in the area of personal data protection, and in case of detection of deficiencies, if it is reasonable and expedient, to impose corrective measures, or a fine for violation of this law or a special regulation for the area of personal data protection.

The person concerned can exercise his/her rights in writing at the address of the organizer or at the e-mail address of the organizer (as stated in section II above), where the person concerned can also be provided with any necessary more detailed information about the rights of the person concerned.

XI. ADDITIONAL INFORMATION OF THE PERSON CONCERNED ACCORDING TO §19 OF THE LAW

The provision of personal data to the orgnanizer is voluntary, but it is a contractual requirement, the fulfillment of which is necessary for the proper fulfillment of the individual purposes of personal data processing, which are connected with the participation of the person concerned in the Race and its organization by the organizer. The consequence of not providing personal data is:

1. in connection with the purpose specified in par. IV point 1 above: impossibility to register the participant – the person concerned for the Race;

2. in connection with the purpose specified in par. IV point 2 above: impossibility to register the participant – the person concerned for the Race;

3. in connection with the purpose specified in par. IV point 3 above: the impossibility of ensuring the proper course of the Race with the participation of the person concerned and the fulfillment of the relevant legal and contractual obligations of the operator or the organizer of the Race towards the participant – the affected person – i.e. impossibility of participation of the concerned person in the Race;

4. in connection with the purpose specified in par. IV point 4 above: the impossibility of ensuring the proper course of the Race with the participation of the person concerned, in particular the recording and publication of the complete interim and final results of the Race, as well as the long-term preservation of data and the keeping of statistics on the results of the Race (while such activities result from the nature of the Race as a public sports event) – i.e. impossibility of participation of the concerned person in the Race;

5. in connection with the purpose specified in par. IV point 5 above: within the framework of collecting and publishing information about the Race and documentation of the Race through audiovisual or visual recordings, the operator and/or SLOVAK ULTRA TRAIL and/or JATrail d.o.o. will not use data through which the person concerned would be identified or identifiable.

Automated individual decision-making, including profiling according to § 28 par. 1 and 4 of the Act is not applied.

XII. PERSONAL DATA SECURITY

The organizer declares that he has adopted all appropriate technical and organizational measures to secure the personal data of the person concerned. The organizer has taken technical measures to secure data stores of personal data, in particular securing access to computers with a password, using an antivirus program and regular computer maintenance.

XIII. COOKIES

When logging into the account in the registration system on the website www.bigbearsultra.sk, temporary cookies are stored to determine whether the browser of the user (the person concerned) accepts cookies. These cookies do not contain any personal data and are deleted when the browser is closed. When logging in, several cookie files are set to store the user’s (data subject) login data and display settings. Login cookies are valid for two days and display settings for one year. If the “remember” option is selected, the login will be valid for two weeks. Cookies are deleted when you log out of your account.

XIV. FINAL PROVISIONS

By registering through the registration system on the website www.bigbearsultra.sk or by sending an electronic application (participant registration) to the Race, the person concerned – the participant of the Race confirms that he/she has familiarized himself/herself with the terms of personal data protection and that he/she accepts them in their entirety, in a valid and effective wording (as of the date of confirmation by the person concerned). These personal data protection conditions become valid and effective on 23.1.2024.

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