PRIVACY POLICY

1. Who controls your data

You can also use the contact email above to exercise your data-protection rights.

2. Information we process and why

Visiting the site can generate technical and security logs (for example time, IP address, requested URL and browser information). Such information is used to operate and protect the site and troubleshoot errors, generally under the controller’s legitimate interests.

When you use the contact form, we process your name, email, subject and message to respond. Depending on the enquiry, the legal basis is pre-contractual steps or our legitimate interest in answering messages.

For race applications we process name, date of birth, nationality and residence country, contact details, qualifying race and result evidence, racing experience, support-crew and emergency-contact information, application and payment status, acceptance records and communications. Purposes include assessing eligibility, entering into and performing the participation contract, operating the event, supporting safety, meeting record-keeping obligations and defending legal claims. Depending on purpose, processing is mainly based on GDPR Article 6(1)(b), (c) or (f).

An athlete’s declaration of medical and physical fitness may constitute health-related special-category data under the GDPR. We do not request diagnoses or medical records. Where special-category personal data are processed, the conditions of GDPR Article 9 also apply.

3. Crew and emergency contacts

We use the names, phone numbers and relevant contact details of people identified by athletes for event coordination and emergency communication. Athletes should share this notice with them. We do not use these contacts for marketing. The basis is our legitimate interest in safe and effective race administration; any other processing requires an appropriate legal basis.

4. Photos, results and optional consent

Published race results may include name, category, country and finish time to document sporting results. Consent to use identifiable photos and video for promotion is optional and separate from entering the event; it may be withdrawn for future processing via the contact email. Processing needed to document the event must have its own appropriate legal basis.

5. Who may receive the data

Authorised organisers have access only as necessary. Technical processing may involve hosting (Vercel), database providers and transactional-email services (Resend), alongside professional service providers and recipients required by law.

Some technical services may involve transfers outside the European Economic Area. If this occurs, an appropriate GDPR transfer mechanism is required, such as an adequacy decision or standard contractual clauses. Details of applicable safeguards can be requested by email.

6. How long we keep the data

We keep enquiries for as long as needed to respond and handle related claims. Application and participation records are retained for event administration, payment reconciliation, complaints and the defence of legal claims. Accounting and tax records are retained for legally required periods. Technical and security logs are kept only as long as reasonably necessary for their purpose.

7. Your rights

Subject to GDPR conditions, you have rights of access, correction, erasure, restriction, data portability and objection to legitimate-interest processing. Where processing is based on consent, you can withdraw it at any time without affecting earlier lawful processing. Email requests to ultraczech515@gmail.com. You may complain to the Czech Office for Personal Data Protection.

Czech Data Protection Authority ↗

We do not use automated decisions or profiling with legal or similarly significant effects; the organiser reviews eligibility. Mandatory fields are required to assess an application; without them, we may be unable to process it.

8. Cookies and updates

Essential-cookie information appears separately. We may update this notice if services or procedures change; material updates will be published on the website.

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