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Privacy Policy (GDPR Compliant)

1. Introduction

Climate Front Marathons UG (haftungsbeschränkt) („we”, „us”, „the Organiser”) is committed to protecting Participant’s personal data and respecting their privacy. This Privacy Policy explains how we collect, use, store, and protect the information when Participant registers for the races organised by the Organiser or interacts with our website.

This Policy is compliant with the EU General Data Protection Regulation (GDPR).

2. Data Controller

Climate Front Marathons UG (haftungsbeschränkt) Registered Address: Aulstrasse 7/5, Trier, 54290, Germany. Email: info@kiribatimarathon.org. Website: kiribatimarathon.org.

3. What Data We Collect

We collect the following categories of personal data:

3.1 Registration Data

Full name
Date of birth
Nationality
Address
Email address
Phone number

3.2 Payment Information

Payment status
Payment reference

3.3 Health Information (Optional)

Relevant medical conditions Participant chooses to share
Allergies
Essential medical notes for emergency care

3.4 Technical Data (Website)

IP address
Browser type
Cookies

4. Purpose of Data Processing

We process Participant’s data to:

Manage their registration and participation
Ensure their safety during the event
Communicate important updates
Comply with legal and accounting requirements
Improve our website and event operations

We only process the minimum data necessary.

5. Legal Basis for Processing (GDPR Articles)

5.1 Contract Performance – Art. 6(1)(b)

Necessary to organise the participation and related arrangements.

5.2 Legal Obligation – Art. 6(1)(c)

For accounting, invoicing, and record‑keeping.

5.3 Consent – Art. 6(1)(a)

For:

Processing optional medical information
Using Participant’s email for newsletters or future event updates
Photo/video use

Participant may withdraw consent at any time.

5.4 Legitimate Interests – Art. 6(1)(f)

To improve event safety, logistics, or website functionality.

6. How We Use Participant’s Data

Participant’s data may be shared only when necessary with:

6.1 Service Providers

Payment processors

6.2 Authorities

Emergency medical services (if needed)
Relevant local authorities or event-related public bodies where necessary for the organisation and participation in the event

6.3 Media & Promotion (only with consent)

Photos/videos of the event

We never sell Participant’s data to third parties.

7. International Data Transfers

The Organiser may transfer limited personal data of Participants to entities or individuals located in Kiribati and/or Nauru where such transfer is necessary for the organisation and performance of the event in which the Participant has registered to participate. Such transfers may include, where necessary, a Participant’s name and other limited registration or logistical information required for participation in the event.

Where no adequacy decision or appropriate safeguards under Articles 45 or 46 of the GDPR are available, such transfers may be made pursuant to Article 49(1)(b) GDPR where the transfer is necessary for the performance of the contract between the Participant and the Organiser. Only personal data necessary for this purpose will be transferred.

In case of a medical emergency, limited essential personal data, including relevant medical information where available, may also be shared with local emergency or medical services where necessary to protect the vital interests of the Participant or another person, in accordance with Article 49(1)(f) GDPR.

8. Data Retention

We keep Participant’s data only as long as necessary:

Registration data: up to 12 months after the event
Accounting and invoices: 10 years (legal requirement)
Medical info: deleted immediately after the event
Emails/communication: as long as needed for event management

9. Participant’s Rights (GDPR)

Participant has the right to:

Access their data (Art. 15)
Correct inaccurate data (Art. 16)
Request deletion (Art. 17)
Restrict processing (Art. 18)
Data portability (Art. 20)
Object to processing (Art. 21)
Withdraw consent at any time (Art. 7)
Lodge a complaint with a competent supervisory authority

To exercise Participant’s rights, contact us at info@kiribatimarathon.org

10. Data Security

We implement:

Encryption where possible
Secure password protection
Limited access to sensitive data

Despite taking precautions, no system is 100% secure; participants accept standard digital risks.

11. Cookies & Tracking

If used on our website, participants will be informed via a cookie banner. Non-essential cookies require explicit consent.

12. Photo & Video Data

With consent, event photos and videos may be used for:

Documentation
Social media
Website updates
Promotional materials

Participants may withdraw consent for future use of identifiable photo or video content at any time. Withdrawal shall not affect processing already carried out prior to such withdrawal.

13. Changes to This Policy

We may update this Policy to reflect changes in law or operations. The latest version will always be available on our website. Participant will be notified of material updates.

14. Contact

For all privacy inquiries: Climate Front Marathons UG (haftungsbeschränkt) Registered Address: Aulstrasse 7/5, Trier, 54290, Germany. Email: info@kiribatimarathon.org. Website: kiribatimarathon.org.

By registering for any event organised by Climate Front Marathons UG (haftungsbeschränkt), including the Kiribati Marathon 2027 and/or Nauru Marathon 2027 and any other race organised by the Organiser, Participant acknowledges that Participant has read and understood this Privacy Policy.