CONFIDENTIALITY POLICY regarding the processing of personal data

Introduction

The Romanian Alpine Club Cluj Branch, referred to hereinafter as CAR Cluj Branch, is an association with the tax registration code 41866897, headquartered at no. 87, Săcel Village, Baișoara Commune, Cluj County.

The CAR Cluj Branch aims to promote sports and the spirit of sportsmanship by initiating and organizing sports events.

The CAR Cluj Branch recognizes the importance of personal data and is committed to protecting its confidentiality and security. It ensures that personal data will be processed in good faith and in compliance with applicable legal provisions. However, this commitment does not extend to information intentionally disclosed by the Client to third parties (other individuals or legal entities).

How we collect your personal data and the purpose of this processing

The CAR Cluj Branch processes personal data as part of organizing sports events open to all sports enthusiasts, ensuring compliance with the legal obligations outlined in Regulation (EU) 2016/679 on the protection of individuals concerning personal data processing and the free movement of such data (GDPR), as well as adhering to the legal requirements established by relevant national legislation.

The CAR Cluj Branch processes individuals’ personal data in accordance with the law, in good faith, and for legitimate purposes. This is done to facilitate effective communication about organized events and to ensure the seamless organization of sports events, including the creation of competition schedules, as well as the display of results and rankings.

The processing of personal data at CAR Filiala Cluj involves activities such as collecting, using, storing, displaying, copying, transmitting, organizing, structuring, interpreting, deleting, modifying, and/or completing data.

We would like to inform you that CAR Cluj Branch manages the personal data you provide in a secure manner and solely for the purposes outlined below.

Your data is collected as follows:

1. In the maratonapuseni.ro WEB page where you can log in using your account.

2. On the Facebook page, Maraton Apuseni msg systems, on Instagram.

Our association does not retain the personal data accessed through this processing.

The types of data collected on these pages include the following:

  • Name and surname
  • Telephone number
  • E-mail address
  • Date of birth
  • Medical data
  • Competition number, competition time, and ranking position.

The data is required to facilitate your participation in the sports events we organize and for subsequent communication with you.

Registration data for a sports event is processed through the Race Hub platform, which is integrated into the msg Maraton Apuseni website (www.maratonapuseni.ro).

By providing your registration details for a sports event, as outlined above, you consent to the processing of your data by CAR Filiala Cluj for the purpose of organizing and managing the event, including sending you messages related to the organization of similar future events.

During the sports events we organize, we may upload and publish images and video footage on our association’s websites.

  1. The purpose of this processing is to promote sports activities among young people as well as to promote the competitions organized by CAR Cluj Branch in this sense.

    The storage period of these images is 5 years.

    You have the right to object to this processing at any time by completing the registration form or by sending a request to contact@maratonapuseni.ro.

  1. Through the forms you complete regarding participation in a sports competition, you may also give your consent for us to use your contact information to maintain periodic communication with you.

The categories of data collected in this section include:

  • Name and surname
  • E-mail address
  • Date of birth
  • Telephone number

This data is necessary for us to correspond with you. Your participation in the desired sports event is not dependent on your consent for the subsequent transmission of messages.

Completing the registration form

To register for the sports events organized by CAR Filiala Cluj, you must complete the registration form specific to the competition category you choose.

When filling out the registration form, we collect the following personal information: your name, surname, category, age, phone number, email address, city, and IP address. In some cases, we may also request your medical records.

These personal data are necessary for us to validate and process your registration for the chosen event. The basis for processing this data is the contractual relationship between the parties as outlined in the Competition Regulations. If you do not agree to the processing of your data, CAR Cluj Branch will be unable to validate and ensure your registration for the event. Additionally, to issue a proof of payment for the registration fee, we will collect your banking information, including your account number and bank name.

By completing and submitting the registration form, you consent to the processing of your image in photo and video format. After the event, these images may be published on our website.

Images and videos taken during the event will also be shared on our Facebook page, Instagram account, and YouTube channel. These photos and videos will be stored on our website and other accounts for a period of 10 years.

We will display the results and race rankings on our website, which will include your name, surname, competition number, time achieved, age category, and race position.

If you do not consent to having your images published on our website or social media platforms, or if you no longer wish for images currently posted to remain online, please contact us at contact@maratonapuseni.ro. You can specify which images you would like us to remove, and we will promptly comply with your request.

Newsletter – Marketing

Subscribing and unsubscribing to the Maraton Apuseni newsletter is free, voluntary, and done solely with your consent. The newsletter serves as a periodic, electronic (email, SMS) communication channel to provide information about promotional events and other activities of CAR Cluj within a specific period, with no obligation or liability on the part of CAR Filiala Cluj regarding the content of the information.

To deliver marketing services, we collect your email address, phone number, first name, and last name. This information will be used exclusively to keep you informed about our events, services, products, or those of event partners. The legal basis for processing your personal data is your consent, and the processing will continue for as long as the consent remains valid.

Google Analytics

We use Google Analytics, a web analytics service offered by Google, Inc. (“Google”) [http://www.google.com/analytics/], to assess how visitors interact with and navigate the pages of our site. The data collected is anonymized to protect the privacy of users.

Other links

This site contains links to other websites (such as Facebook Pixel). CAR Cluj Branch is not responsible for the privacy policies of these sites. For information about the purpose and scope of data collection, processing, and subsequent use of personal data by the respective provider, as well as your rights and available settings to protect your privacy, please refer to the data protection policies of the relevant provider.

Other Considerations

Please be aware that you are responsible for ensuring the accuracy of the personal data you enter on the msg Maraton Apuseni website or in the event registration forms.

CAR Cluj Branch does not verify the data entered and does not intend to request additional information to identify you.

The data you provide to CAR Filiala Cluj will be used for the following purposes:

  • Registration and participation in sports events organized by our association,

  • Contacting you and maintaining communication related to the activities of CAR Filiala Cluj.

If you do not agree to the processing of your data by us, you have the right not to register as a user on our website or submit your personal data through the aforementioned pages.

Even if you choose not to provide your personal data, you can still use our website to learn about the services offered by our association, the steps you need to take, and other relevant information.

We would also like to clarify that our association’s websites do not include any automated decision-making processes, including profiling, as outlined in Article 22, paragraphs (1) and (4) of the GDPR.

If you are a minor accessing our website, you may do so only with the consent of a parent or legal guardian.

The legal basis of data processing

We want to inform you that your personal data is processed by CAR Filiala Cluj and the msg Maraton Apuseni platform based on your freely given consent, specifically through the contact, user registration, and authentication pages (as previously mentioned).

You have the right to withdraw your consent for the processing of your personal data at any time. Withdrawal of consent will not affect the legality of any processing carried out based on your consent prior to its withdrawal. To withdraw your consent, simply send an email to our address. Upon withdrawal, your personal data will be removed from our records, and all processing of your data will cease.

Please note that, for accounting purposes, the relevant data will be retained in accordance with Annex no. 1 of the Ministry of Public Finance Order no. 2634/2015 regarding financial-accounting documents.

Security of personal data processing

We want to assure you that CAR Cluj Branch has dedicated all necessary resources to implement appropriate technical and organizational measures for the processing of your personal data. These measures are designed to ensure the confidentiality, integrity, and availability of your data, and include:

  • Network access security tools (such as firewalls)

  • Specific anti-virus protection components

  • Regular application of patches and upgrades for the software and hardware used

  • Training for individuals (including volunteers) who manage the application, ensuring they understand their responsibilities and obligations to maintain proper data security

  • Restricted access to personal data
  • Periodic testing to evaluate the effectiveness of the implemented security measures

Information regarding the storage of personal data

All personal information you submit through the CAR Filiala Cluj web applications is stored on secure servers and can be accessed by our staff for the purpose of providing requested services or for technical maintenance and support.

The retention period for your personal data is as follows:

  • For personal data entered on the contact pages, request for a quote, or for a gift card offer, the retention period is 12 months from the last correspondence with you, after which the data will be automatically deleted.
  • For data provided during registration on the website, the data will be retained until you exercise your right to deletion (the right to be forgotten) or your right to object.
  • For personal data used in contracts with us, the retention period is in accordance with applicable tax legislation.

In our legitimate interest, we may retain your data beyond the periods specified above in an anonymized format (which will no longer identify you) for statistical purposes.

What are your rights?

You can exercise the following rights, free of charge, by sending us a request via email or postal service:

Right to Information: If you need additional information about the processing of your personal data beyond what is provided here, please send us a request.

Right of Access: You have the right to access the personal data we hold about you, including confirmation of whether your data is being processed, and, if applicable, details such as: the categories of data processed, the purpose of processing, possible recipients, the retention period, the legitimate interest, and information about your rights. You may also request a copy of your personal data.

Right to Rectification: If you believe any of your data is incorrect or incomplete, you have the right to request its correction, including by providing additional information.

Right to Erasure (Right to be Forgotten): You can request the deletion of your personal data without undue delay.

Right to Restriction of Processing: You may request a restriction on the processing of your data for a specified period, including the reason for the request.

Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit this data to another operator.

Right to Object: You can object at any time to the processing of your personal data. You may exercise this right immediately by withdrawing your consent as outlined in this document. Additionally, you have the right to object at any time to the use of your data for direct marketing purposes.

Right Not to Be Subject to Automated Decision-Making: You have the right not to be subjected to automated individual decision-making, including profiling.

If you believe that any of the rights outlined above have been violated, you have the right to take legal action or file a complaint with the Personal Data Protection Authority.

Note. If your requests are clearly unfounded or excessive, especially if they are repetitive, CAR Cluj Branch may:

  • Charge a reasonable fee based on the administrative costs of providing the information, communication, or taking the requested actions;

  • Refuse to comply with the request.

In such cases, the operator must demonstrate that the request is manifestly unfounded or excessive.

Transmission of personal data to third parties

We would like to inform you that your personal data is not transferred by our association to other countries or recipients, whether individuals or legal entities, except in the following cases:

  • As required by national or European legislation.
  • If you have registered on our website. In this case, your data, collected through the platform, is processed by our association, at your explicit choice, and handled by CAR Filiala Cluj.

Additionally, we inform you that, in compliance with our legal obligations, we may disclose your data to public authorities with specific powers (such as the Prosecution, Police, courts, and other competent state bodies) when required, in accordance with legal provisions and based on formal requests.

While we take the necessary precautions to protect the personal information you provide, we want to clarify that the transmission of data over the public Internet network cannot be guaranteed as fully secure due to intermediate network connections beyond our control, such as those of local communication service providers. Therefore, we cannot guarantee the security of any personal information you transmit to us via the Internet.

Automatic collection of non-persoal data

In some instances, CAR Filiala Cluj may collect non-personal information. Examples of such data include the type of browser used, the operating system of the device, and the domain name of the website from which the user accessed the association’s web pages. While browsing the website, CAR Filiala Cluj may store certain information about the user in the form of a “Cookie” or similar file. These cookies help our association better respond to the interests and preferences of users. Most internet browsers allow users to delete or block cookies, or to receive a warning before accepting them. CAR Filiala Cluj recommends that users consult their browser’s instructions to learn how to manage cookies.

This policy is further complemented by the Contest Regulations, which can be found here: https://maratonapuseni.ro/regulations/

Contact

If you have any questions or concerns about these terms or their implementation, please feel free to contact us at: contact@maratonapuseni.ro