Privacy Policy

100Km Dodentocht

GDPR Policy

Privacy Statement – Processing of personal data 
Version 21 September 2018 

This statement sets out how 100 km Dodentocht-Kadee VWZ, with registered offices at Rijkenhoek 27, 2880 Bornem, enterprise number 0444.473.893, (“We”), processes your personal data in the context of its activities. 

We strive to process your personal data in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with respect to the processing of personal data and the free movement of these data, repealing Directive 95/46/EC (General Data Protection Regulation). 

The processing operations

We process your personal data for various purposes in the context of our activities: 

  • Participant management (customer management) (contractual necessity) 
    • Identification data 
    • Financial data (payment data) 
    • Personal characteristics (clothing size when placing an order) 
    • Lifestyle and memberships (hobbies and sports activities upon registration) 
    • Location data (monitoring the progress of the Dodentocht online using the registration at checkpoints) (by way of deviation from above, our and your legitimate interest applies: the promotion of the Dodentocht and the monitoring by your relatives and acquaintances) 
    • Pictures and video of participants and spectators (by way of deviation from the above, a legitimate interests applies: reporting about the Dodentocht) 
  • Supplier management (contractual necessity) 
    • Identification data 
    • Financial data (payment data) 
    • Professional data (education and profession) 
  • Member management (legitimate interest: the freedom of association) 
    • Identification data 
    • Financial data 
    • Education and profession 
  • Direct marketing (legitimate interest: the freedom of enterprise) (permission) 
    • Identification and contact details 
    • Personal characteristics (sport and membership of sports club) 
  • Compliance with our statutory obligations (statutory obligation) 
    • Identification data 
    • Financial data (payment data) 

The legal basis on which we rely has always been indicated at the processing operation. 

If the basis is a contractual necessity or statutory obligation, the personal data must be provided in order to make the implementation of the agreement possible or to comply with a statutory obligation. Participating in the Dodentocht is not possible if these data are not provided. 

The retention period of your personal data is limited to: 

  • Managing participants: 5 years after the end of the year of participation; 
  • Supplier management: 10 years after the end of the vendor relationship; 
  • Member management: 5 years after the end of the membership; 
  • Direct marketing: 5 years after the last meaningful contact; 
  • Compliance with our statutory obligations: retention in accordance with the statutory retention period. 

Additional information concerning the recipients of your personal data

We will share your personal data with a limited number of other parties in certain conditions: 

  • We will share your personal data with our immediate partners in the context of monitoring the progress of the Dodentocht through our website; 
  • We will share your personal data with banks, insurance companies, and other parties in order to carry out and receive payments; 
  • We will share your personal data with government services in the context of statutory obligations; 
  • We will share your personal data with our professional advisers insofar as necessary for their assistance; 
  • We can possibly engage a number of technical processors, for example for the hosting of websites, files, and cases, provided that the required processor agreements have been implemented; 
  • We will share your data with emergency organisations in the context of specific emergency aid, accidents, incidents, or emergencies; 
  • We will publish pictures and videos related to the Dodentocht based on which they can be accessed by third parties; 
  • We will share a number of personal data with third parties that request this in the context of promotion or ceremonies for participants (e.g. your local board). 

Security of the processing activities

We have set up a suitable security system for the personal data that we process. 

No information system can guarantee complete security. We aim to continuously improve the security of our systems. You also have an important role in the security of your personal data, for example by keeping your account details secret and arranging adequate security. 

Your rights

The General Data Protection Regulation grants you a number of rights concerning your personal data: 

  • The right to access and modify your personal data; 
  • The right to object against the processing of your personal data for direct marketing purposes and the general right of objection based on your own specific circumstances; 
  • The right to limitation of the processing, the right to removal of data, and the right to be forgotten; 
  • The right to revoke your permission at any time; 
  • The right to data portability; 
  • The right to submit a complaint to the Data Protection Authority. 

The General Data Protection Regulation imposes limitations and conditions that must be observed when exercising these rights. You can always contact us at the address below in case of ambiguities. 

If we have reasonable doubts about your identity, we can ask you to prove your identity using a copy or a scan of the front of your identity card. 

How can you contact us?

You can always contact us using the contact details below: 

100 km Dodentocht Kadee
PO Box 100
2880  Bornem