Privacy Policy

Privacy protection is very important to us and we are committed to protecting and respecting your privacy. This privacy policy sets out information about how we collect, store, process, transfer and use data that identifies you or makes you identifiable as a natural person (hereinafter "personal data").

Who is data controller of your personal data?

MTÜ Ultrasport, Kaupmehe 9-15, Tila küla , Tartu vald, Tartumaa 60532, Estonia (hereinafter referred to as the “Organizer”) is a data controller and is responsible for, and control, the processing of the personal data you submit.

What personal data do we collect?

When participating in Estonian ultra-triathlon events (hereinafter referred to as the "Event"), we collect personal data from you, which mostly include the following: name, gender, email address, phone number, address, birth date, nationality, information on medical condition and medications, emergency contact information, and other information you provide during registration.

Why and on which legal basis do we collect and use your personal data?

We use your personal data in order to perform our contractual services or for the preparation of entering into a contract with you. If you register for our Event, we use your data to conduct our Event and make your participation in our Event possible or handle cancelations and refunds. Information we use includes information we need to contact you or otherwise communicate with you, e.g., to send you administrative information, registration and Event information to process your Event registration and participation.

We use your personal data if justified by our legitimate interests. The usage of your personal data may also be necessary for our own business interests. For example, we may use some of your personal data to evaluate and review our Event, understand you and your preferences to enhance and individualize your experience and enjoyment of our Event. If necessary, we may also use your personal data to pursue or defend ourselves against legal claims.

We use your personal data after obtaining your consent. In some cases, we may ask you to grant us separate consent to use your personal data. You are free to deny your consent and the denial will have no negative consequences for you. You are free to withdraw your consent at any time with effect for the future. If you have granted us consent to use your personal data, we will use it only for the purposes specified in the consent form. This also includes our marketing campaigns. When registering for the Event, we may use the e-mail address provided thru registration to market the Event. You may unsubscribe from such email newsletter at any time by using the link contained in every e-mail we send. You may also contact us via email or mail at the addresses provided in this privacy policy to request to be removed from the email list.

We use your personal data to comply with legal obligations. We are obligated to retain certain data because of legal requirements, for example, tax or commercial laws or we may be required by law enforcement to provide personal data on request. We will only use your personal data for the purposes for which we have collected them. We will not use your personal data for other purposes.

With whom do we share your personal data?

As required in accordance with how we use it, we will share your personal data with the following third parties:
Service providers - third party vendors and other service providers that perform services for us, which may include marketing campaign services, providing mailing or email services, tax and accounting services, services related to the registration and organization of our Event, data enhancement services, timing, filming, photographing, fraud prevention or providing analytic services. Where applicable such service providers will by appropriate data processing agreements be bound to only process the data on our behalf and under our instructions.

The public - the official rankings will be disclosed to visitors of our event and on our and time keeping service provider website. Further, a tracking function can allow public users to track the estimated location of an athlete during a race.

Marketing - provided you have granted your consent, we may disclose your personal data to our third-party sponsors and marketing partners to allow them to market their products or services to you, and measure the effectiveness of their marketing campaigns, promotions, endorsements and sponsorships or for other marketing purposes.

Photographers - if you participate in our Event and have given us consent to do so, we may disclose your bib number, name and email address to the Event photographer, who may contact you with photos from the attended Event.

Law enforcement, regulators and other parties for legal reasons - third parties as required by law or if we reasonably believe that such action is necessary to comply with the law and the reasonable requests of law enforcement, to enforce our legal claims or to protect the security or integrity of our Event and/or to exercise or protect the rights, property, or personal safety of the Organizer, participants, visitors, or others.

How long do we keep your data?

We will store personal data for as long as necessary to fulfil the purposes for which we collect the data, in accordance with our legal obligations and legitimate business interests. Afterwards, or at the end of the statutory retention times, the personal information will be deleted.

How do we protect your information?

We implement a variety of security measures to maintain the safety of your personal data when preparing the Event. In case any information under our control is compromised as a result of a breach of security, we will take reasonable steps to investigate the situation and, where appropriate, notify those individuals whose personal data may have been compromised and take other steps, in accordance with any applicable laws and regulations.

What rights and choices do you have?

We want you to understand your rights and choices regarding how we may use your personal data. Depending on how you use your data, these rights and choices may include the following:
You have specific rights under applicable privacy law in respect to your personal data that we hold, including a right of access and erasure and a right to prevent certain processing activities.
If you are a resident in the European Union, you have the following rights in respect to your personal data:
Access - the right to obtain access to your personal data.

Rectification - the right to obtain rectification of your personal data without undue delay where that personal data is inaccurate or incomplete.

Erasure - the right to obtain the erasure of your personal data without undue delay in certain circumstances, such as where the personal data is no longer necessary in relation to the purposes for which it was collected or processed.

Restriction - the right to obtain restriction of the processing undertaken by us on your personal data in certain circumstances, such as, where the accuracy of the personal data is contested by you, for a period enabling us to verify the accuracy of that personal data.

Portability – the right to portability allows you to move, copy or transfer personal data easily from one organization to another.

Object – the right to object to any processing based on our legitimate interests where there are grounds relating to your situation. You may object to marketing activities for any reason whatsoever.

If you wish to exercise one of these rights, please contact us using the contact details below. For e-mail marketing, we provide the following easily usable option - if you no longer want to receive marketing e-mails from us, you may choose to unsubscribe at any time using the link provided in every e-mail we send.

How to contact us?

If you have any questions or concerns about our privacy policy or if you want to exercise your rights, please send an email to the Organizer:

MTÜ Ultrasport (Kaupmehe 9-15, Tila küla, Tartumaa 60532, Eesti)