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GDPR Policy

Privacy statement - Processing of personal data

 

This Privacy Statement describes how 100 KM Dodentocht-Kadee VZW, with registered offices at Rijkenhoek 27 at 2880 Bornem (Belgium), company number 0444.473.893 (“we”) processes your data in the context of its activities.

We endeavour to process your personal data in compliance with the European 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 and repealing Directive 95/46/EC (General Data Protection Regulation or “GDPR”).

 

The processing

 

In the context of our activities, we process your personal data for various purposes:

• Management of participants (Customer Management) (contractual necessity)

  • Identification data
  • Financial data (payment details)
  • Personal characteristics (customized clothing when ordering)
  • Habits and memberships (hobbies and sports at registration)
  • Location data (follow-up of Dodentocht progress on the internet on the basis of the controlers performed at interim posts) (notwithstanding the above, our legitimate interest and yours, i.e. the promotion of the Dodentocht and the follow-up by your closest acquaintances)
  • Photographic and visual material of participants and spectators (notwithstanding the above, legitimate interest applies, i.e. the reporting on the Dodentocht)

• Supplier management (contractual necessity)

  • Identification data
  • Financial data (payment details)
  • Professional data (education and profession)

• Member management (legitimate interest, i.e. the freedom of association)

  • Identification data
  •  Financial data
  • Education and profession

• Direct marketing (legitimate interest, ie the freedom of entrepreneurship) (consent)

  • Identification and contact details
  •  Personal characteristics (sports and sport clubs membership)

• Compliance with our legal obligations (legal obligation)

  • Identification data
  • Financial data (payment details)

 

The legal ground is indicated for each processing.

 

If the legal ground is a contractual necessity or a legal obligation, then the personal data must be provided to enable the execution of the agreement or to comply with a legal obligation. In the absence of this information, participation to Dodentocht shall not be possible.

The retention period of your personal data is limited to:

• Management of participants: 5 years after the end of the year of participation;

• Supplier management: 10 years after the end of the supplier relationship;

• Member management: 5 years after the end of the membership;

• Direct marketing: 5 years after the last meaningful contact;

• Compliance with our legal obligations: retention in accordance with the legal retention periods.

 

Additional information regarding the recipients of your personal data

 

We share your personal data under certain circumstances to a limited number of other third parties:

- We share your personal data with your direct relations in the context of the follow-up of your progress on Dodentocht via our website;

- We share your personal information with banks, insurance companies and other partners in order to make or receive payments;

- We share your personal data with government departments in the context of legal obligations;

- We share your personal information with our professional counselors to the extent necessary for their assistance;

- We can possibly call on a number of technical processors, such as e.g. hosting of website and files, provided the implementation of the necessary processing agreements ;

- We share your data with assistance organizations in the context of specific assistance, accidents, breaches or emergencies;

- We publish photographic and visual material relating to Dodentocht, making it accessible to third parties.

 

Implementation of security measures

We have implemented an adequate system of protection of your personal data.

 

Nevertheless, no security system can guaranty 100% of security. We strive to continuously improve the safety of our system. You also have an important role to play in the security of your personal data by keeping your account details confidential and ensuring its adequate security.

 

What rights do you have?

 

The General Data Protection Regulation grants you a number of rights with regard to your personal data:

 

  • to access and rectify your data;
  • to oppose the processing of your personal data for direct marketing purposes and the right to object to the processing based on circumstances related to your specific situation;
  • to restrict the processing and the right to be forgotten;
  • to retract your consent at any time;
  • to data portability;
  • to lodge a complaint with the Data Protection Authority.

 

To exercise these rights, the General Data Protection Regulation imposes restrictions and conditions. In case of doubt, you can always contact us at the address mentioned below.

If we have reasonable doubt about your identity, we can ask you to prove your identity on the basis of a copy or scan of the front of your ID.

 

How to contact us

 

You can always contact us via the contact details below:

 

100 km Dodentocht Kadee

Postbus 100

2880  Bornem

gdpr@dodentocht.be]

 

Updates

 

We reserve the right to update this privacy statement from time to time. In that case, we will notify you by e-mail.