privacy policy

Sparta Athletics & Running is responsible for ensuring that your data is stored and handled in accordance to the current legislation on processing of personal data.

On this site/website you can read about the privacy policy of Sparta Athletics & Running.

Data Collecting

Where Data is Stored

When you become a member of Sparta Athletics & Running, enter one of our events or create a profile on our APP or websites you enter a number of personal data which will be safely collected by:

Sparta Athletics & Running
Gunnar Nu Hansens Plads 11
DK-2100 Copenhagen
Denmark
VAT-id: 1005 0979
By indicating your acceptance, you agree to ensure that your contact information is updated at all times.

Purpose

We collect and process personal data in order to handle registrations, memberships, and personal profiles, handle online payments for our events and supply the participant with the purchased products in its entirety, including providing of participant information, bib number, results (e.g. time and rank) on result lists, diplomas, websites, apps, e-mail and mobile text messages.

What data do we collect?

The kind of personal data that we collect and process may e.g. include (but is not limited to):

  • Distance (for result list and participant information)
  • Nationality (for result list and bib numbers)
  • First name and surname (for result list, participant information and issue of bib number)
  • Gender (for result list classification)
  • Date of birth (for age group calculation)
  • Club and/or team (for result list and participant information)
  • Previous results or expected time (for starting group allocation)
  • Address, postal code, city, and country (for participant information and issue of bib number)
  • Product choices, e.g. T-shirt size, charity donations, transport and hotel options, etc.
  • Phone number (for participant information)
  • E-mail (for participant information)
  • Permission choices, e.g. for newsletter, third party offers, etc.

Members

When signing up for a membership of Sparta Athletics & Running, you provide us with some personal data. We only collect the personal data and payment information we need to be able to administrate your membership and collect membership fees.

You can withdraw your consent that we may store and process your personal data by cancelling your membership. Further information on how to cancel your membership are found in the applicable Articles of Association / eller rules and regulations? available on sparta.dk.

When terminating your membership of Sparta Athletics & Running, your data will be anonymized after 36 months provided there are no payment overdues or other conditions that may justify a longer storage period.

Members of Sparta Athletics & Running will regularly receive e-mails with invitations, news, information, and offers from the club. If you do not wish to receive these e-mails anymore, you can contact us at [email protected]

Cookies

By using our website, you are asked to accept the use of necessary cookies, while others can be declined. We use cookies to gather information that improve your user experience and register user traffic on the website. We use cookies to recognize you as a user in case you should later register for another event on our website. We also use cookies to ensure that your user session is not taken over by others with the purpose of hacking or hijacking your data.

The website may contain cookies from third parties, including media partners. Data on your use of the website, geographical location, gender, and age etc. may be disclosed to these third parties. Data will always be anonymized, and the parties are only allowed to process information on our behalf and may not use it for their own purposes.

If you do not want us to use cookies, you can completely or partially block non-necessary cookies when accessing our website by choosing “reject” when asked whether we may collect your cookies. If, by mistake, you have given us permission to use cookies, you can delete cookies via settings in your browser.

You can use our website even if you do not allow cookies on your computer, browser, or device. If you delete or block cookies, however, the website may not function optimally and you may not be able to access certain content.

Newsletter

You can sign up for the Sparta Athletics & Running newsletter via a form on our website. When signing up, you provide us with your e-mail and, in some cases, your name. As a subscriber to our newsletter, you will receive news about Sparta Athletics & Running’s events.

You can withdraw your consent that we may send you newsletters at any time by clicking the unsubscribe link in any of the newsletters.

Data storage

Storage of Data, Images and Video Footage

The personal data that we collect, process and present is stored continuously as allowed by the exemptions in the Danish Act on Processing of Personal Data regarding data of social, historical, and statistical significance.

Images and video footage from our events are also stored continuously as allowed by the Danish Act on Processing of Personal Data regarding situational images. Image and video material is stored on internal data drives and online photo sharing services such as Flickr and Facebook.

If you have any objections to our storage and use of personal data, image and video material, you can contact us at [email protected]

Data and Payment Security

We collect and store all personal and payment data in Ultimate Sport Service’s systems which are secured by SSL/TSL. Ultimate Sport Service’s registration and payment platform OnReg is PCI certified and is scanned by TrustKeeper on a monthly basis.

Payments by credit or debit card are completed in a payment window hosted by Ultimate Sport Service. To handle the payment we collect the participant’s card information, including card number, expiry date and card verification value. This information, which is isolated to the user’s registration session, is sent to the provider of the payment gateway and thereafter deleted.

Safety Measures

We are responsible for taking the required technical and organizational measures to ensure an appropriate level of personal data safety that is in accordance with the requirements of the Danish Act on Processing of Personal Data.

The safety measures must be implemented with consideration of the present technical level, the implementation costs and the nature, scope, composition and purpose of the data processing as well as the varying risks and their potential severity to physical persons, their rights and freedom. The proper safety measures are determined by e.g. the type of personal data being processed.

Safety Breach

In case of any breach on the personal data safety that may potentially lead to accidental or illegal destruction, loss, change, unauthorized disclosure or access to personal data processed for the participant, we shall inform the participant without unnecessary delay.We will further assist the participant in ensuring compliance with the participant’s obligations to (i) document all breaches of personal data safety, (ii) report any breaches of personal data safety to the competent regulatory authority/authorities and (iii) inform the registrants of such breaches of personal data safety.

Data processing

The Use of Data

We use the collected data to supply the participant with the purchased product. For instance, we use the participant’s expected finish time to assign the participant to the correct starting group. The birth date is used to calculate the participant’s age group, and gender is used for classifying results.

We also use the collected data for statistical and technical purposes, e.g. to identify users and improve the participant’s user experience.

E-mails and phone numbers are used to issue necessary participant information. Is is not possible for the participant to unsubscribe to information e-mails as these are necessary to ensure a successful organization of the event.

Subsequently, according to the Marketing Act, we have the possibility to send out marketing e-mails about similar events. You can unsubscribe to these e-mails at any time. If you do so, you will not receive any more marketing e-mails related to similar events.

We do not use mobile text messages for marketing purposes.

Analytics tool

Our websites use Google Analytics, a web analysis service from Google Inc. (Google). Google Analytics uses cookies to collect data in order to analyze your use of the websites. The information is usually transmitted to a Google server located in the US and stored there whereby your IP address is abbreviated by Google within EU member states or in other contracting states in the agreement of the European Economic Area. Only in exceptional cases will the full IP address be transmitted to a Google server in the USA and shortened there.

Google may also transfer the data to third parties if this is legal or if third parties process the data on behalf of Google. Google will not associate the user’s IP address with other data from Google.

If you do not want that data about your website use is collected and transferred to Google Analytics, you can install an ‘Opt out Browser-add-on’ to your browser. The ‘Opt out Browser-add-on’ can be found here.

Further information about Google Analytics’ terms and conditions regarding data use and data safety can be found here.

We also use Firebase Analytics to collect anonymized statistical data about our app users. If you have downloaded one of our apps, we have the option of tracking your geographical location, if you have given your accept in the app.

Presentation of Personal Data

The personal data of a participant who is registered for an event is presented on the entry and result list of the event(s).

We only show the personal data which is required to organize our event. This will usually include (but not be limited to):

  • Nationality
  • First name and surname
  • Distance
  • Age and age group (age range)
  • Gender
  • Starting group and bib number
  • Club and/or team
  • City
  • Country
  • Times (start time, split times and finish time)
  • Ranking (overall, gender and age group ranking)
  • Status (not started, started, completed, not completed, or disqualified)

Collecting, Use and Transmission of Image Material

In relation to our events we take photos and video of the event and the participants. This material is characterized as situational material, where the event or the activity itself is the real focus. Situational material can never be offensive.

Situational images and video footage can be used without prior consent by the organizers for marketing purposes, and by further agreement by partners and sponsors also.

Media material in which participants appear as part of our events are presented e.g. on our websites, in our apps and on social media platforms managed by Sparta Athletics & Running and in some cases Facebook event co-organizers.

If you wish to object to our use of image material or video footage, you can contact us at [email protected].

Transmission of Data

Personal data that we collect is not passed on to third parties, unless the participant has given consent to this through data choices in the registration form for the event or by accepting our Terms and Conditions.

Data Processing Outside the Scope of Agreement

We may process personal data outside the scope of this document in cases where this is required by EU law or national law to which we are subject.

When processing personal data outside this agreement we will, to the extent that it is legal, inform the participant about the processing and the reason for such processing. To the extent that it is possible, we will give the participant the opportunity to object.

Employees

We ensure that employees who process personal data have agreed to observe confidentiality

or are subject to suitable statutory confidentiality.

We ensure that access to the personal data is limited to those employees who needs to process personal data to fulfill the delivery obligations to the participant according to this document.

We ensure that those employees who process personal data for the participant are doing so only according to this document.

Assistance and Documentation to Comply with Commitments

We will provide a participant with sufficient information in case a participant wants to verify our compliance with the requirements in the Danish Act on Processing of Personal Data. Further, we will give permission and offer our assistance for any audits, including inspections, that may be performed by an auditor authorized to do so by the participant.

We will inform the participant without undue delay if we believe that a request according to the above contravenes with the Danish Act on Processing of Personal Data.

We will assist the participant to a necessary and reasonable extent in fulfilling the participant’s obligations regarding e.g. responding to requests from registrants on the exercise of their rights, impact analysis and preliminary hearings by regulatory authorities.

Deletion of Personal Data

We store personal data continuously according to the exemptions in the Danish Act on Processing of Personal Data regarding data of social, historical, and statistical significance.

Images and video footage from our events are also stored continuously according to the exemptions in the Danish Act on Processing of Personal Data regarding situational images.

You have the right to know what personal data we process about you.

You can object to your personal data being processed at any time, and you have the right to have your personal data deleted. In such case please contact [email protected].

Changes to this Privacy Policy

We reserve the right to continuously update our Privacy Policy.

The Privacy Policy is always available at sparta.dk and it is always registered when a participant accepts the Privacy Policy and thus to which version the participant has given acceptance.

Submit a Complain

Sparta Athletics & Running is responsible for the storage and handling of your personal data in accordance with the Danish Act on Processing of Personal Data.

If you want to object to how we process your personal data, you have the option of contacting the Danish Data Protection Authority.