Personal Data Processing Policy

1. Processing of personal data

1.1. The Association processes personal data in the following cases:

1.1.1. you have submitted an application for membership of the Association;

1.1.2. you are a member of the Association;

1.1.3. you have communicated with the Association in writing or electronically (e.g. by e-mail) and disclosed your personal data to it;

1.1.4. you have visited the Association’s website at www.krumlovskymaraton.com (the “website”);

1.1.5. you have subscribed to receive commercial communications;

1.1.6. you have submitted an order for goods or services, in particular an entry for races organised by the Association;

1.1.7. you are fulfilling a payment obligation towards the Association, in particular a membership fee or another fee, if applicable;

1.1.8. you are a self-employed individual or an employee of a legal entity with which the Association has concluded a contract as a customer or supplier of services or goods;

1.1.9. you are an employee of the Association or a job applicant.

2. Categories of personal data

The Association processes the following categories of personal data:

2.1. Identification and address details: academic title, first name, surname, date of birth, permanent address, delivery or other contact address, registered business address, Company ID No.

2.2. Electronic contact details: telephone number, mobile telephone number, e-mail address.

2.3. Membership and registration data: data provided in an application for membership, data concerning the commencement, duration and termination of membership, membership classification, data recorded in the list of members and data relating to the exercise of a member’s rights and obligations.

2.4. Other personal data necessary for the performance of a contract: bank account number, payment amounts and payment history, and other similar data where applicable.

2.5. Other personal data provided by you in a contract, amendment, order or other documents, including subsequent updates (e.g. likenesses, images and visual and audio recordings).

2.6. For employees and job applicants a curriculum vitae and data necessary for payroll and tax administration.

2.7. In some cases, the Association may also obtain personal data from third parties, in particular contractual partners, employers, legal representatives or publicly available registers, where this is necessary for the conclusion or performance of a contract, compliance with legal obligations or protection of the Association’s legitimate interests.

3. Cookies

3.1. The Association uses cookies on the website.

3.2. Cookies are short text files stored on your computer by the website and provided by your web browser each time you return to the website. The Association uses cookies to ensure the basic functionality of the website and to improve the user experience.

3.3. The Association respects your privacy and you may therefore decide not to accept certain cookies. You may change your consent choices at any time in the website footer using the Cookie settings link. You may change your consent for each category at any time.

3.4. The Association uses the following cookies on the website:

3.4.1. Technical cookies

These cookies are necessary to ensure that the website operates correctly and therefore cannot be disabled or blocked for security reasons. These cookies do not store any information about a particular user and their use cannot be linked to a particular individual. We use these cookies either directly or through third-party providers whose services we use to operate the website.

3.4.2. Statistical cookies

These cookies are used to measure website traffic and help us optimise the website to provide the best possible user experience. We use them to measure website traffic and they help us better understand how visitors behave on the website so that we can continue to optimise the website and make it easier for you to use. They are anonymous and cannot be linked to a particular user or individual.

3.4.3. Marketing cookies

These cookies enable us to measure marketing data that help us target more precisely the advertisements displayed to users, including on third-party websites. This is therefore a tool that can help you select goods in which you are interested. These cookies use third-party tools. Disabling these cookies will not prevent advertisements from being displayed, but the advertising content will be less relevant to your searches. They are anonymous and cannot be linked to a particular user or individual and will only be used with your consent. Consent sets the Google variables ad_storage, ad_user_data and ad_personalization to granted.

3.5. When you visit the website for the first time, a “Privacy settings” pop-up window will appear. By clicking "Accept all", you consent to the use of all categories of cookies and add-ons described in the pop-up window and in this Personal Data Processing Policy.

3.6. If you wish to allow only certain categories of cookies, click “Set up” and select the categories of your choice.

3.7. You may disable the use of cookies in your browser, but please note that the website may then no longer function correctly. If you delete cookies in your browser, they will be placed again with your consent when you revisit the website.

4. Legal basis and purpose of processing

The Association processes personal data for the following reasons:

4.1. Performance of obligations arising from contracts or other arrangements

4.1.1. The Association processes personal data because this is necessary for the admission of a member to the Association, maintenance of membership records and administration of the membership relationship.

4.1.2. The Association also processes personal data because this is necessary for the conclusion and performance of a contract with you and the exercise of rights agreed in the contract.

4.2. Compliance with legal obligations

4.2.1. The Association’s legal obligations include, in particular, issuing, receiving and archiving accounting and tax documents, maintaining employee files, payroll administration, compliance with obligations under personal data protection legislation and compliance with other obligations imposed by law.

4.3. Legitimate interest

4.3.1. The Association may process personal data for the purposes of organising its activities, maintaining internal records, communicating with members, protecting its rights and the rights of its members, addressing breaches of membership obligations and enforcing any claims.

4.3.2. The Association may process personal data for direct marketing purposes, in particular for sending information about its services, programmes, events and related offers, on the basis of the Association’s legitimate interest in developing its business activities and maintaining relationships with customers.

4.3.3. If the Association processes your personal data for direct marketing purposes, you have the right to object to such processing at any time. In such a case, the personal data will no longer be processed for this purpose.

4.3.4. If you participate in a programme organised by the Association, the Association may take photographs or make video recordings for the purposes of documenting the programme and presenting its activities, in particular on the Association’s website, social media or in promotional materials. The legal basis for such processing is the Association’s legitimate interest in presenting its activities, unless the data subject’s consent is required in a particular case.

4.3.5. On the basis of its legitimate interest, the Association may contact a customer after providing a service to request feedback or completion of a satisfaction questionnaire. In this case, the Association’s legitimate interest is to improve the quality of the services provided and evaluate customer satisfaction.

4.3.6. When communicating with customers, suppliers and other persons, the Association may retain the related contact and communication data for the purposes of initiating, conducting and recording business and operational communications. The Association’s legitimate interest is to ensure the proper operation of its activities and the organisation of contractual and business relationships.

4.3.7. The Association processes the personal data of job applicants for the purposes of conducting the selection procedure and assessing the applicant’s suitability for the position offered. If no employment relationship or other cooperation is established, the applicant’s personal data will be processed for the period necessary to complete the selection procedure and protect the Association’s rights, unless the applicant consents to their continued retention for the purpose of being contacted in future selection procedures.

4.3.8. If you do not wish the Association to process your personal data on the basis of a legitimate interest, you have the right to object to such processing at any time.

4.4. Processing of personal data based on your consent

4.4.1. The Association may also process personal data if you give it your express and freely given consent. You may withdraw this consent at any time.

5. Processors, recipients and transfers of personal data

5.1. To ensure the efficient operation of the website and the Association’s activities, the Association has entered into contracts with other service providers to whom it may disclose your personal data for processing. Your personal data may be processed in particular by:

5.1.1. providers of postal and delivery services;

5.1.2. software and IT service providers – FT SUN s.r.o.;

5.1.3. marketing service providers;

5.1.4. payment service providers – GoPay Czech odštěpný závod;

5.1.5. accounting service providers – CIFRAX s.r.o.;

5.1.6. legal service providers – Šrámková & Partners s.r.o., law firm.

5.2. For the purpose of debt recovery, your personal data may be disclosed to a debt collection company and/or a law firm.

5.3. Personal data may be disclosed to partners of events organised by the Association, but only if the participant has given separate consent for photographs or audio-visual recordings to be provided to the Association and the partners of its events for the marketing and promotional presentation of the event and the partner’s cooperation at the event, in particular to the partners listed here: https://www.krumlovskymaraton.com/en/information/event-partners.html

5.4. Personal data are processed mainly within the European Union. If, in exceptional cases, personal data are transferred to a third country or an international organisation, the Association will only do so in accordance with the applicable legislation and subject to ensuring an adequate level of personal data protection.

6. Retention period

6.1. The Association processes personal data only for the period necessary to fulfil the relevant purpose of processing or for the period required by law. The retention period varies depending on the legal basis for the processing of personal data:

6.1.1. Where the legal basis is the performance of obligations arising from membership or another arrangement, the Association processes personal data for the duration of the membership or other relationship and subsequently for the period necessary to protect its rights, generally for no longer than 10 years from its termination, unless a longer period is required by law.

6.1.2. Where the legal basis for the processing of personal data is the performance of contractual obligations, the Association processes personal data for the duration of the contractual relationship and for a maximum of 10 years after the termination of the contractual relationship; in other cases, it processes personal data for the period required by law.

6.1.3. Where the legal basis for the processing of personal data is compliance with legal obligations, the Association processes personal data for the period required by law.

6.1.4. Where the legal basis for the processing of personal data is the Association’s legitimate interest, the Association processes personal data for the duration of the legitimate interest or until you inform it that you do not wish it to continue processing such personal data, but for no longer than 5 years.

6.1.5. Where the legal basis for the processing of personal data is your consent, the Association processes personal data for no longer than the duration of your consent.

7. Your rights

7.1. You have, in particular, the following rights in relation to your personal data:

7.1.1. Right of access to personal data – you may contact the Association at any time to ask whether it processes your personal data and, if so, request further information about such processing.

7.1.2. Right to rectification or completion of personal data – if your personal data change during processing or you believe that the data being processed are inaccurate, please contact the Association.

7.1.3. Right to request restriction of processing – in the cases set out in Article 18 of the Regulation, you have the right to request restriction of the processing of your personal data.

7.1.4. Right to erasure of personal data – in the cases set out in Article 17 of the Regulation, you have the right to request that the Association erase personal data concerning you without undue delay.

7.1.5. Right to data portability – subject to the conditions set out in Article 20 of the Regulation, you have the right to receive the personal data you have provided to the Association in a structured, commonly used and machine-readable format and the right to transmit those data to another controller or request their direct transmission where technically feasible.

7.1.6. Right to withdraw consent – where the processing of your personal data is based on your consent, you have the right to withdraw that consent at any time. Withdrawal of consent does not affect the lawfulness of processing based on consent before its withdrawal.

7.1.7. Right to object – where the Association processes your personal data on the basis of a legitimate interest, you have the right to object to such processing at any time.

7.1.8. Right to lodge a complaint – if you have concerns regarding the Association’s compliance with its obligations relating to the processing of personal data, you have the right to lodge a complaint with the Office for Personal Data Protection.

8. Contact details

8.1. If you wish to contact the Association, ask any questions concerning the processing of personal data or inform the Association that you do not wish it to process your personal data, you may use the following contact details:

KRUMLOVSKÝ VODÁCKÝ MARATON Český Krumlov z.s.

registered office at Staré Dobrkovice 74/32, 381 01 Kájov

contact person: Mgr. et Bc. Hana Šmachová

e-mail: [email protected]

9. Miscellaneous and final provisions

9.1. In some cases, the provision of personal data is a contractual or statutory requirement. Without the provision of data identified as necessary, it may not be possible to conclude a contract, provide the requested service, deliver goods or comply with the Association’s legal obligation.

9.2. The Association processes personal data using software and organisational means, and automated processing may occur in some cases.

9.3. The Association does not carry out automated individual decision-making or profiling that would produce legal effects concerning data subjects or similarly significantly affect them.