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Privacy Policy

Privacy Policy

Last updated: September 19, 2025

This Privacy Policy explains how we collect, use, store, and protect the personal data provided by users of the website www.shortcoursemasters2025.com, in compliance with the General Data Protection Regulation (GDPR).

By using our website or submitting the registration form, you agree to the practices described in this Privacy Policy.

1. Data we collect

When you register for the event, we collect the following personal data:

  • Identification information:

    • First name

    • Last name

    • Date of birth

    • Gender

    • Nationality

    • Passport or National ID number

    • Face photo (for participant credentials and access control)

  • Club information:

    • Club name

    • Club country

  • Contact details:

    • Full address

    • Email address

    • Phone number

  • Competition-related information:

    • Individual age group

    • Relay team age group

  • Account data:

    • Password to access your account on our website

  • Payment information:

    • Processed securely through a third-party provider.

    • We do not store full credit card or payment details on our servers.

2. Purpose of data processing

We collect and process personal data exclusively for the following purposes:

  1. Processing and managing registrations for the Short Course Masters 2025 event.

  2. Issuing credentials and controlling access to the event.

  3. Organizing and managing competition categories and relay teams.

  4. Issuing invoices and receipts for tax purposes.

  5. Communicating important updates about the event (schedules, rules, notifications, etc.).

  6. Ensuring participant safety and compliance with event regulations.

  7. Complying with legal obligations, including tax and regulatory requirements.

3. Legal basis for processing

The processing of personal data is based on:

  • Performance of a contract: Required to process registrations and allow participation in the event.

  • Legal obligation: To comply with tax, regulatory, and safety requirements.

  • Consent: For the use of face photos on participant credentials and for publishing competition results.

  • Legitimate interest: For the proper organization and management of the event.

4. Data sharing

Your personal data will only be shared with third parties when strictly necessary, including:

  • Payment service providers (e.g., Stripe, PayPal).

  • Accommodation services included in packages purchased through our website.

  • Local authorities or federations, where required by law.

  • Event staff, strictly for event management and logistical purposes.

We never sell or rent your personal data to third parties.

5. Data storage and security

  • All data is stored on secure servers with encryption and regular backups.

  • Face photos and copies of identification documents will be used only for identity verification and credential issuance and will be permanently deleted within 90 days after the event ends.

  • Passwords are stored in encrypted format and are never visible to our staff.

  • Technical and organizational measures are in place to prevent loss, unauthorized access, alteration, or disclosure of personal data.

6. Your rights

Under the GDPR, you have the following rights:

  1. Access the personal data we hold about you.

  2. Rectify inaccurate or outdated data.

  3. Request deletion of your personal data, unless we are legally required to keep it.

  4. Withdraw consent for data processing, where applicable.

  5. Request data portability to transfer your data to another provider.

  6. Object to certain types of data processing.

To exercise any of these rights, please contact us at help@shortcoursemasters2025.com.

7. Data retention period

  • Registration and contact data: up to 2 years after the event, for administrative and tax purposes.

  • Payment data: retained in accordance with legal accounting requirements.

  • Face photos and identification documents: deleted within 90 days after the event.

8. Cookies

Our website uses cookies to improve the user experience and for statistical purposes.
You can configure your browser to block cookies, but this may affect some features of the website.

9. Contact information

If you have questions about this Privacy Policy or about how your data is processed, please contact us:

  • Email: help@shortcoursemasters2025.com