1. General

This registration website is supplied by European Athletics Association (EA), an association established under Swiss law with its domicile at Avenue Louis-Ruchonnet 16 in 1003 Lausanne, Switzerland. Hence, EA is the controller of your personal data that is collected through this website.

1.1 Use of and data processing by an external service provider

EA uses the services of Haku App Corporation Inc., 1221 Brickell Ave, Suite 1700, Miami, Fl 33131, USA ([email protected]) (Haku, Haku Sports) to provide registration services for mass running events.

We have concluded a data processing agreement (DPA) with the aforementioned provider in accordance with the so called Standard Contractural Clauses of the European Commission (SCC). This is a contract mandated by data privacy laws that guarantees that they process personal data of our website visitors only based on our instructions and in compliance with the GDPR. 

For further information please consult Haku's privacy policy: https://hakusports.com/legal/#privacy

1.2 Data processing by EA

To the extent that EA itself has control over the Website and the processing of Personal Data, the following applies. 

Your privacy and the protection of your personal data are matters of great importance. All data processing acts are carried out in line with the Swiss Federal Act on Data Protection (FADP) and, where applicable, the EU General Data Protection Regulation (GDPR).

This Privacy Policy explains what personal data of yours is collected by EA through this European Athletics registration website for  running events (Website), how this data is processed, for which purposes and based on which legal bases. Please read this Privacy Policy very carefully.

This Website may link to other EA websites or even third-party websites, please refer to the respective privacy policies of those websites for further information on how your personal data is processed on those websites.

2. What data is collected and processed when you visit our website and why do we process your personal data?

2.1. Use of the website

Whenever you use this website, a variety of personal data will be collected.

Our service provider (Haku) automatically collects and stores certain information in so-called log files on its servers when you access the site. This typically includes your IP address and the date and time you accessed the website. For further details, please consult the data protection information of the above-mentioned provider.

If any part of the Website links to other websites, those websites are not run by us, and their processing of your personal data is described in their own privacy statements. This is also true, if you choose to visit an advertiser or click on another third-party link, you will be directed to that third party’s website. Therefore, we recommend that you examine the privacy statements posted on these other websites to understand how they collect, use and disclose personal data.

2.2. Integrated Services

2.2.1. Newsletter-Service

If you would like to receive the newsletter offered on our Website, we require your email address that allows us to verify that you are the owner of the email address provided and that you agree to receive the newsletter. Further data is only collected on a voluntary basis.

We use Brevo as our newsletter service provider. For further details on our Newsletter-Service Brevo please consult the related data protection information at: https://www.european-athletics.com/privacy/newsletter.

Should you decide to subscribe to the newsletter in the course of creating a user profile ("EA-ID"), please also consult the respective data protection information for further details at: https://www.european-athletics.com/privacy/eaid.

You can revoke consent to the storage and processing of your data and email address for sending the newsletter at any time, e.g., through the 'unsubscribe' link in the newsletter.

2.3 Event Registration

The main purpose of this website is to enable you to register as a participant in one of our running events or to modify, delete or otherwise manage such registration.

2.3.1. For what purposes do we collect your data during the registration and the event?

We use the data for the performance of a contract with us (Art 6 para 1lit. b GDPR) and in particular

• to manage the event, to organise it efficiently and appropriately and, last but not least, to ensure its security;
• to be able to offer logistic services for you (e.g. support or organisation of arrival and departure as well as accommodation and meals);
• to enable you to perform your function (e.g. as a team member, judge or media representative);
• to provide you with necessary utensils such as special clothing in the right size;
• in case you register as an athlete to establish a ranking of participants;
• to manage your registrations, to receive your payments and to provide support for participants, e.g. to provide service communication (including by email or other means), such as to send you the confirmations of registration as well as the reminders for the events and to manage the possible requests regarding logistics, accessibility, payments, short-term changes etc.;
• to take photos and videos of the event and to produce other audio-visual material about the event;
  for public announcement and publication of the rankings, and publication of photos, videos or other audiovisual materials on the event’s site, the site of European Athletics (www.european-athletics.com) and in other media channels;
• to create a personalized profile page for you in our event management system, via which you can adjust your data yourselves at any time and reuse it for future registrations.

Furthermore we use the data to meet our legitimate interests (Art 6 para 1lit. b GDPR), especially

• to inform you about our other events and activities that may be of interest to you.
• To use the photos and videos on which you are pictured as mood images for the promotion of the event and its future editions (including in social media);
• to provide you with information about the services and products of the partners and sponsors with whom we work for the event you participate in;
• to provide you with information from our member federations about their services in the field of sport and running in particular;
• for analysis and market research to improve and adapt our events and services;
• to prevent and detect illegal behavior, to defend or enforce our rights or in other cases permitted by law. For example, to ensure that tickets are in the hands of the actual fans and participants. In this context we may use your data to prevent the resale of tickets or other benefits, infringements on our intellectual property rights (e.g. our trademark rights or those of our partners), fraud or other criminal offenses.

Finally, we use the data based on your consent (Art. 6, para. 1, lit. a GDPR):

• to share your contact details with selected partners and sponsors who may contact you for marketing purposes. (see "3. With whom do we share your data?")

2.3.2 What types of data do we collect?

Depending on the function in which you register and which of our services you use, we collect the following information

• Your full name
• Age
• Gender
• Nationality
• email address
• Postal address
• Telephone/ mobile phone number
• Payment details
• Travel details
• Team affiliation
• Company affiliation
• Dietary requirements
• Accessibility requirements
• Clothing size
• Photograph
• Depending on the general public health situation Your health status

2.3.3 What should be considered when registering third parties with us?

It is common, for example, for clubs or national sports federations to register their athletes in batches in our system. When these organisations do this, they act as a third party. If you are registering other persons with us in the capacity of such a third party, we draw your attention to the fact that you must have the verifiable and legally valid consent of all these other persons at the time of registration. By registering a third person's details, you confirm that you have such consent and hold us harmless from any such claims by that person. Should you not have such consent or be unable to provide it upon request, we reserve the right to take appropriate legal action, in particular to assert claims for damages. 

3. With whom do we share your data?

As a principle, only the staff and personnel of EA have access to your personal data who process your data in compliance with applicable data protection laws. We do our best to keep your data confidential at all times, e.g., by confidentiality agreements entered into with the persons who have access to your data and by training them regarding data protection.

We may also share your data with service providers or other organisations such as host providers and other event organisers, sponsors and other partners of an event, partner sports organisations involved in the event such as the Member Federations of EA, travel agencies, accommodation providers, security service providers, IT/software providers, advisors, lawyers, insurances, newsletter provider and social media platforms who work on behalf of or together with European Athletics under confidentiality agreements and/or so-called data processing agreements.

Especially in the context of our running events, we work together with local entities who, as organisers of the event, also have access to the data of the respective participants and with whom we have concluded a data sharing agreement to protect your data. In the case of the European Running Championships 2025, we work with GOLAZO, Schoebroekstraat 8 3583 Paal-Beringen (Belgium). For data processing by this partner, please consult the GOLAZO privacy policy. 

We may furthermore share your data if we are legally obliged to respond to subpoenas, court orders, claims, legal processes or other legal obligations.

We may share your data also if we believe it is necessary to investigate, prevent, or take action regarding illegal activities, suspected fraud, emergency situations involving potential threats to the physical safety of any person, violations of European Athletics ‘s terms of use, or as otherwise required by law.

We may also share your data with other third parties if you have given your consent to do so, if we are required to do so by legal, regulatory or business obligations, if it is necessary for an association dissolution or a merger with another association or another similar event, or if it is necessary in connection with legal proceedings or to assert or defend claims.

We may also transfer your data to third parties if this is required in the context of analyzing your use of our website and/or to offer customized services to you, as described further above (section 1.1 and 2.5).

Finally, you have the option to give us your consent to share your contact details (full name, email address, context of consent) with selected partners and sponsors who may then contact you as part of their marketing activities. Please note that this disclosure of your date to partners or sponsors is only made on the basis of your explicit consent (Art. 6, para. 1, lit. a GDPR), which you can revoke at any time. The revocation is only effective for the future. To object to the use of your data by third parties to which you consented before revoking your consent, you must contact our partners or sponsors directly. Before we pass on data to third parties on the basis of your consent, we oblige them not to pass on the data themselves and to provide you with a simple way of objecting easily and effectively to the further use of the data. Despite our continued efforts, we cannot guarantee that these third parties will always fulfil these obligations to the desired extent.

4. Will your data be transferred abroad?

EA may transfer your data to third parties domiciled abroad in connection to the purposes described in this Privacy Policy.

The countries that your personal data may be shared are the following:

• Belgium
• France
• Germany
• Ireland
• The Netherlands
• Switzerland
• United Kingdom
• USA

If these third parties are domiciled in a country with a lower level of data protection than Switzerland or the European Union, we use contractual agreements, in particular the EU Standard Contractual Clauses (SCC), or other legal arrangements to make sure that your data is adequately protected. This is the case for the USA.

5. How long will your data be stored?

Unless a more specific storage period has been specified in this Privacy Policy, your personal data will remain with us until the contract or other purpose for which the data was collected has been fulfilled, unless applicable statutory retention obligations apply. In general, your personal data is stored for ten years after our last interaction with you.

Longer storage may also take place if you have given your consent (Art. 6 para. 1 lit. a GDPR) or if statutory data retention requirements preclude the deletion. This may also occur with regard to pending or potential legal or administrative proceedings. 

If you assert a justified request for deletion or revoke your consent to data processing, your data will be deleted, unless we have other legally permissible reasons for storing your personal data (e.g., tax or commercial law retention periods or pending legal proceedings); in the latter case, the deletion will take place after these reasons cease to apply.

6. Is your data safe?

We want you to feel confident about using our Website. For that reason, we have implemented reasonable technical and organizational measures designed to secure your information from accidental loss and from unauthorized access, use, alteration or disclosure. However, the internet is an open system, and we cannot guarantee that unauthorized third parties will never be able to defeat those measures or use and access your personal data for improper purposes.

This website uses SSL or TLS encryption for security reasons and for the protection of the transmission of confidential content, such as the inquiries you send to us as the site operator.

In addition, our employees receive training in data protection and are kept up to date by a range of policies and instructions. EA's offices are monitored and subject to video surveillance where necessary and permitted by law.

Our partners, staff and third-party providers who have access to your data (including personal data) are subject to strict confidentiality obligations.

7. Which are your rights under data protection law?

You have the right to receive free of charge information about the personal data that we store about you upon request. In addition, you have the right to correct inaccurate data and the right to delete your personal data, as far as there is no statutory requirement or another legal permission to store and/or record your personal data. In addition, you have the right to demand a restriction of data processing and to object to the processing of your personal data under certain conditions. You also have the right to reclaim from us the personal data you have given us (right to data portability). On request, in such cases, we will also pass your personal data on to a third party of your choice. In addition, you have the right to receive that personal data in a common file format.

If you have provided your consent to the processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. Once we have received notification that you have withdrawn your consent, we will no longer process your personal data for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so.
Please note, that we may refuse or limit to grant these rights for legal reasons or based on data protection law, in which case we will inform you of the reasons for our decision as required by the law.

If you wish to exercise any of the above rights, you can reach us via the email address [email protected]. We may, at our sole discretion, require proof of identity to process your requests. When you contact us, we will do our best to provide you with a response as soon as possible and to take the appropriate steps.

8. Right to file complaints with regulatory authorities

If you live in Switzerland, the United Kingdom or a Member State of the EU, you have the right to file a complaint with the competent data protection supervisory authority at any time. In Switzerland this is the Federal Data Protection and Information Commissioner (https://www.edoeb.admin.ch). A list of data protection officers in the EU member states and their contact details can be found at the following link:
https://ec.europa.eu/info/law/law-topic/data-protection/data-protection-eu_en#dataprotectionauthorities.

9. Data protection officer

We have appointed a data protection officer for EA.

Markus Knipp
European Athletics
Avenue Louis-Ruchonnet 16
CH-1003 Lausanne
Switzerland
Telephone: (41 21) 313 43 50
Email: [email protected]

10. Do you have concerns or questions?

If you have any concerns or questions about how your data is processed or managed, please do not hesitate to contact us at all times via [email protected].

11. Updates and changes to this Privacy Policy

We reserve the right to update and change this Privacy Policy from time to time to reflect any changes to the way in which we process your personal data or changing legal requirements. Any changes we may make to our Privacy Policy in the future will be posted on this Website. Please check back frequently to see any updates or changes to our Privacy Policy.

As at: 5 October 2023