PRIVACY POLICY

JATrail d.o.o.
Mesarska cesta 4f
1000 Ljubljana
Slovenia
Email: info@europetrailcup.com

This Privacy Policy explains how we collect, use and protect your personal data in accordance with the General Data Protection Regulation (GDPR), the Slovenian Personal Data Protection Act (ZVOP-2) and other applicable EU and national legislation.

This Policy applies to:
– visitors of www.europetrailcup.com,
– subscribers to our newsletter,
– participants in the ETC ranking and prize fund,
– persons who contact us via email, forms or social media.

Individual ETC races have their own organisers and are separate controllers of personal data. Their privacy policies apply to registration and participation in each race.

We may process the following categories of personal data:

– Basic identification data: name, surname, gender, country, date of birth (where needed for rankings or eligibility).
– Contact data: email address, telephone number (if you choose to provide it).
– Newsletter data: email address and basic interaction data (e.g. open and click rates).
– Race and ranking data: races you participated in, category, results, points and ranking within the ETC league.
– Website usage data: IP address (shortened/anonymised where possible), device information, approximate location (country/region), pages visited, clicks and similar technical data.
– Photos and video content: photos and videos from ETC events and races in the Cup where you may be recognisable.
– Communication data: content of your messages and our replies when you contact us (email, forms, social media).

We generally receive data:
– directly from you (newsletter sign-up, contact, prize competitions), or
– from partner races that are part of the Europe Trail Cup, for the purpose of rankings and promotion of the Cup.

We process personal data only when there is a valid legal basis under Article 6 GDPR.

(a) Operation of the website
– Purpose: ensuring the technical functioning, security and performance of our website and basic analytics (e.g. aggregated statistics on visits).
– Legal basis: our legitimate interest in operating a functional and secure website.

(b) ETC rankings and prize fund
– Purpose: calculating, publishing and maintaining the Cup rankings, determining winners and awarding prizes, publishing leaderboards, historical results and statistics.
– Legal basis: our legitimate interest in organising the ETC league and ensuring transparent sports results.

(c) Communication with you
– Purpose: responding to your inquiries, requests or feedback (email, forms, social media).
– Legal basis: our legitimate interest in communicating with users and potential participants, and/or performance of a contract (if the communication relates to your participation in the Cup or prize fund).

(d) Newsletter and marketing communication
– Purpose: sending news about ETC races, rankings, prize fund, stories from events and other information related to the Cup.
– Legal basis: your consent (opt-in).
You can withdraw your consent at any time by clicking “unsubscribe” in the email or contacting us at info@europetrailcup.com. Withdrawal does not affect the lawfulness of processing before withdrawal.

(e) Photos and video content
– Purpose: promoting the Europe Trail Cup, its races and the trail running community (website, social media, newsletters, printed materials).
– Legal basis: our legitimate interest in documenting and promoting the Cup and its events.
Where required by local rules or race terms, consent may be collected by the race organiser. In such cases, the organiser remains responsible for obtaining consent.

(f) Compliance with legal obligations
– Purpose: keeping accounting records, responding to requests from authorities, enforcement of legal claims, etc.
– Legal basis: compliance with legal obligations and our legitimate interests in protecting our rights.

We do not use your personal data for automated decision-making that produces legal effects concerning you, nor for profiling in the sense of GDPR Article 22.

We only share personal data when this is necessary for the purposes described above and subject to appropriate safeguards.

Typical categories of recipients:
– Hosting and IT service providers who maintain our website and email systems.
– Email marketing service providers (newsletter tools).
– External analytics and cookie consent providers (e.g. Google Analytics or similar, if activated).
– Partner race organisers within the Europe Trail Cup, where necessary for rankings and promotion.
– Legal, accounting or other professional advisers, when strictly necessary.
– Public authorities, courts or regulators, where required by law.

Some of our service providers may be located outside the EU/EEA. In such cases, data is transferred only if:
– the European Commission has issued an adequacy decision for the country, or
– standard contractual clauses (SCCs) or other appropriate safeguards are in place.

We store personal data only for as long as necessary for the purposes for which they were collected, or for the period required by law.

Indicative retention periods:
– Newsletter data: until you withdraw your consent (unsubscribe) or we no longer send newsletters.
– Contact and support communication: up to 1 year after the communication is closed, unless needed longer in case of a dispute.
– Rankings and results: for the lifetime of the Cup and as long as publication of results is relevant for the history and statistics of the league.
– Accounting and legal records: at least 10 years or as required by applicable law.
– Photos and videos: until they are no longer relevant for ETC promotion or until you successfully object to their use (see Section 7).

After the retention period expires, personal data are deleted, anonymised or securely archived, in accordance with internal policies and applicable law.

6. Cookies and Similar Technologies

Our website uses cookies and similar technologies. Necessary cookies are used to ensure the basic functioning and security of the site. Other (non-essential) cookies, such as analytics and marketing cookies, are used only with your consent.

Details are provided in our separate Cookie Policy and in the cookie banner, where you can manage your preferences.

Under the GDPR and applicable national law, you have the following rights (subject to certain conditions):

– Right of access: to obtain confirmation whether we process your personal data and access to that data.
– Right to rectification: to have inaccurate or incomplete data corrected.
– Right to erasure (“right to be forgotten”): to request deletion of your personal data when the legal conditions are met.
– Right to restriction of processing: to request that we limit the processing of your data.
– Right to object: to object to processing based on our legitimate interests, including publication of your name in rankings or promotional photos, at any time on grounds relating to your particular situation.
– Right to data portability: to receive personal data you provided to us in a structured, commonly used and machine-readable format and to transmit those data to another controller, where processing is based on consent or contract and carried out by automated means.
– Right to withdraw consent: where processing is based on consent (e.g. newsletter), you may withdraw it at any time.

To exercise your rights, please contact us at:
info@europetrailcup.com

You also have the right to lodge a complaint with the supervisory authority:

Information Commissioner of the Republic of Slovenia
Dunajska cesta 22
SI-1000 Ljubljana
Website: www.ip-rs.si
Email: gp.ip@ip-rs.si

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration or destruction. These measures include access control, secure connections (HTTPS), regular updates and backups, and limiting access to authorised persons only.

We may update this Privacy Policy from time to time, for example due to changes in legislation or our activities.

The current version will always be available on www.europetrailcup.com and will indicate the date of the last update. In case of significant changes, we may notify you by email or prominent notice on the website.

If you have any questions about this Privacy Policy or our data protection practices, you can contact us at info@europetrailcup.com.