1. Processing of personal data by Oslofjord Triathlon
When you are in contact with Oslofjord Triathlon, it may occur that we collect and process personal information about you. We have therefore prepared this privacy statement that applies to the personal information we collect and process about you in connection with your contact with us.
Oslofjord Triathlon is concerned with your privacy and processes personal data in accordance with the applicable privacy legislation at all times, including the EU General Data Protection Regulation (GDPR). This privacy statement contains, among other things, information about what personal information we collect, how we process it and what rights you have.
The data controller for the personal data we process is Oslofjord Triathlon by the general manager. If you have any questions about our processing of your personal data, you can contact us directly:
Address: Oslofjord Triatlon, c/o May-Lene Iversen, Lostajet 8, 3514 Hønefoss
E-mail: oslofjordtri@gmail.com
Org. no: 895 212 652
2. Why do we collect personal data and what kind of information we collect
We collect and process personal data in various contexts, with the aim of maintaining activity in Oslofjord Triathlon. What personal information we collect about you, why we collect it and how this personal information is processed varies depending on how we come into contact with you. The following is an overview of how we process personal data in the various situations.
2.1 Answering inquiries that come in to us
Oslofjord Triathlon receives various inquiries, both by telephone, ordinary mail and e-mail. In the case of such inquiries, we receive and process personal information such as name, telephone number, e-mail address and any other personal information that may result from the inquiry.
Please note that ordinary e-mail is unencrypted. We therefore do not encourage you to send confidential, sensitive or other confidential information by e-mail. The processing basis for the personal data processed in connection with inquiries to Oslofjord Triathlon is our legitimate interest. It is our assessment that we have a legitimate interest in processing your personal information in order to respond to inquiries that come to us. Processing of personal data will, for example, be necessary to help you with what you are wondering about.
2.2 Participants at Oslofjord Triathlon's events
If you have participated in one of Oslofjord Triatlon's events, such as training tri, various personal information about you may be registered, in accordance with the Declaration of Consent. Oslofjord Triathlon will, among other things, prepare an overview of participants in training and training camps, and when they have participated. Personal data that is processed in this connection is name, e-mail and possibly telephone number. The basis for processing may vary depending on what personal data is processed and your role. In some cases, it will be necessary to perform an agreement with you. In other cases, we will have a legitimate interest in processing the personal data as it is considered necessary to carry out the gatherings or to run Oslofjord Triathlon. To the extent that published lists of members include personal photos, we will obtain your consent. It may also be possible to take photos and/or films of training or gatherings. Some of these images may be published on our website and on our profile on Facebook, or on other social media platforms. The use of photos (personal photos) and/or films of the person in focus will take place in accordance with the consent given in the Declaration of Consent. Exceptions to consent may apply where the image is of current and general interest. For such images and films and for images and films without a focus on individuals (situation images), the basis for processing will be Oslofjord Triathlon's legitimate interest in being able to document its activities.
2.3 Facilitation
In connection with Oslofjord Triathlon's gatherings, participants will be able to report allergies or other food sensitivities etc. or disabilities etc. This is necessary for us to ensure that participants are not served food they do not tolerate or want to avoid and to ensure facilitation for e.g. wheelchair users. The basis for processing will be Oslofjord Triathlon's legitimate interest. It is in the interest of Oslofjord Triathlon and the participants that the gatherings are adapted to the needs of the individual participants. To the extent that our processing includes special categories of personal data, i.e. that the information is suitable, for example, to say something about your health, the processing will be based on your consent. The information will only be shared with those who need it in order to carry out the event, e.g. suppliers of food etc.
2.4 The Board's use of e-mail and telephone
Board members use e-mail and telephone in connection with their work, including in order to correspond with internal and external contacts. The personal data that will be processed is name, e-mail address, telephone number and other information provided in the correspondence. The basis for processing will either be the agreement we have with you, if we have entered into an agreement with you directly. If we do not have an agreement with you, our basis for processing will be that we have a legitimate interest because the processing is necessary for the board to be able to perform its work for Oslofjord Triathlon.
2.5 Use of cookies
Oslofjord Triathlon uses cookies to ensure optimal operation of our website. In addition, cookies from the statistics program Google Analytics are installed. Google Analytics uses cookies to create statistics on how much and how the website is used, so that we can diagnose technical errors, analyze trends and improve the web pages.
Facebook uses cookies and these are also found on our various pages on Facebook. These cookies are managed by Facebook, which collects information about your activity on our pages (e.g. what you click on, when you visit, etc.). Based on this, Facebook creates statistics that are available to us. We use these statistics to identify interests, analyze trends and improve our Facebook pages. It is not possible for us to identify you from the information in the statistics. More information about how Facebook uses cookies is available here: https://nb-no.facebook.com/policies/cookies.
More information about how Facebook uses data collected through cookies is available here: https://www.facebook.com/about/
privacy/update.
The use of cookies is voluntary and the processing of personal data in the cookies is based on your consent. If you do not want your information to be stored in cookies, you can opt out of the use of cookies at any time by changing the settings in your browser. Please note that this may result in the services on our website or social media profiles not working, or not working optimally.
2.6 Publication of Strava
In order to show the activity and strengthen the unity of the members, activities done by members affiliated with the Strava group Oslofjord triathlon are also published on our website.
2.7 Other processing of personal data
If Oslofjord Triathlon processes your personal information in any way other than what is stated in this privacy statement, you will be informed of this and the basis for this processing.
3 Who we share your data with
3.1 Administration etc.
Oslofjord Triathlon is administered by Oslofjord Triathlon's board. This means that the board will have access to personal data that is relevant to the administration of Oslofjord Triathlon.
3.2 Data processors
In some contexts, Oslofjord Triathlon uses data processors to collect, store or otherwise process personal data on our behalf. These are typically service providers in operation, maintenance and other technical solutions for Oslofjord Triathlon (including WordPress for website and Google for email and other data storage), and our partners at events. Our data processors only have access to the personal data that is necessary for the data processor to be able to deliver its services to us. In order to safeguard your rights, we have entered into data processing agreements with our data processors which, among other things, mean that your personal data cannot be used for purposes other than those we have agreed with you. Our use of data processors may mean that your personal data is transferred to data processors located in countries outside the EU/EEA. This means that personal data may be transferred to a country with regulations that do not provide the same degree of protection of personal data as the rules in Norway. In order to safeguard your privacy, such transfers will only take place in accordance with the applicable data protection legislation at any given time, for example via contractual arrangements approved under the GDPR.
3.3 Other third parties
We do not disclose your personal data to others unless there is a legal basis for such disclosure. Examples of such a basis would typically be an agreement with you or a legal basis that entitles us to, or requires us to, disclose the information.
Where stated in this privacy policy, personal data about you may be published online. We will not publish your personal data online unless there is a valid basis for publishing this information. This may be our legitimate interest or your voluntary consent.
4 Retention period
We store your personal data for as long as it is necessary to achieve the purpose for which the personal data was collected. This means, for example, that the personal data we process on the basis of your consent is deleted when the consent is withdrawn, or for as long as the consent is considered valid if we have stated how long the consent is valid. If the basis for processing is the agreement we have with you, the personal data will be deleted when the agreement and all obligations arising from the contractual relationship have been fulfilled. If our legitimate interest has justified the processing, we will delete the personal data when such a legitimate interest no longer exists. This could be, for example, that we have responded to your inquiry to us.
Some of the personal data collected and processed by Oslofjord Triathlon may be stored longer than is necessary for the purposes for which the personal data is processed if the information is related to circumstances that are considered to have historical value in the public interest.
The personal data processed by Oslofjord Triathlon is stored in the organization's IT systems, where proper technical and organizational measures have been implemented to ensure the security of these personal data. You can also demand that your personal information is deleted. For more information, see section 6 below.
5 Measures to ensure the security of your personal data
We are committed to preventing unauthorized access to your personal data, and therefore use several forms of security technology that provide good protection against unauthorized access and misuse of your personal data, and minimize data access among board members.
6 Your rights when we process personal data about you
You have the right to demand access, rectification or deletion of the personal data we process about you. You also have the right to demand that the processing of your personal data be restricted, object to the processing and demand data portability. You can read more about the content of these rights on the Norwegian Data Protection Authority's website: http://www.datatilsynet.no. If your personal data is processed on the basis of your consent, you have the right to withdraw this consent at any time. To exercise your rights, you must contact Oslofjord Triathlon, see contact information above or send an inquiry to oslofjordtri@gmail.com. We will respond to your inquiry as soon as possible, and no later than within 30 days.
We may ask you to confirm your identity or to provide additional information before we allow you to exercise your rights to us. We do this to ensure that we only give access to your personal data to you - and not someone pretending to be you.
7 Complaints
If you believe that our processing of personal data does not comply with what we have described here or that we are in breach of data protection legislation, you can complain to the Norwegian Data Protection Authority.
You can find information on how to contact the Data Protection Authority on the Data Protection Authority's website: www.datatilsynet.no.
8 Changes
If there are any changes in our processing or changes in the regulations on the processing of personal data, it may result in a change in the information you have provided here. If we have your contact details, we will make you aware of these changes. Otherwise, updated information will always be readily available on our website oslofjordtri.no