3. WHAT PERSONAL DATA WE PROCESS AND WHY
3.1 If you have an account on My pages
In order to register for one of our races you need an account on My pages. When you create an account on My pages we process the following information, submitted to us by you:
- Information about your account, such as username and password.
- Your name, gender, nationality and contact information.
- Your personal identity number.
We process your personal data in order to
- identify you as an account owner, for example in customer service
- determine who needs to fill in a Swedish personal identity number
- administer different competition classes and races according to gender.
Legal basis for handling: The account owner gives Vansbrosimningen consent during the registration process.
Storage time: We save data about you and your account until you withdraw your consent. Among other things we use this information as a basis for race statistics and to count races.
3.2 When registering for a race
When you register for a race Vansbrosimningen processes the following information, submitted to us by you:
- Your name, gender, nationality, address and contact information.
- Your personal identity number.
- Information specific to the race, such as any club membership.
- Information about payment and payment history.
As a registered participant you are assigned a unique customer number and, later, a start number.
Vansbrosimningen processes your personal data in order to
- identify you as an participant, for example in customer service and for timekeeping
- determine who needs to fill in a Swedish personal identity number, and to keep statistics of the number of participating countries
- administer different competition classes and races
- charge the fee for your participation and any additional services
- handle and deliver what you have paid for in accordance with our terms of registration, for example, providing you with trip or product you have bought
- contact you (viaMy pages, app, SMS, email or similar electronic communication) before, during and after the race
- offer personal service, such as photography, results and insurance
- market our services and products, for example via email and SMS
- keep statistics of our races and seasons
- develop statistics concerning registrations with the goal of improving our range of products.
Legal basis for handling: The participant gives Vansbrosimningen consent during the registration process. Supported by a balance of interests, Vasnsbrosimningen uses participant information for statistics, personal service, and to market our races as well as secure payment.
Storage time: We save data about you and your participation until you withdraw your consent. Among other things we use this information as a basis for race statistics and to count races.
3.3 When you are a sponsor or partner of Vansbrosimningen
For sponsors and partners GDPR will, among other things, mean that personal data assistant agreements will be made if data is exported to you from our participant database, or if any other personal data is shared. This will also mean that you are required to give consent when registering for activities, sponsor meet-ups, and more.
When you are a sponsor or partner of Vansbrosimningen we process the following data, submitted to us by you:
- Name, professional role, employer and address information.
Vansbrosimningen processes your personal data in order to
- make invitations to activities arranged by Vansbrosimningen
- send out information concerning our events.
Legal basis for handling: Data processed by Vansbrosimningen about people from company sponsors or partners is determined during the contract process.
Storage time: We save data about you and the company you represent until you withdraw your consent.
3.4 When you are a functionary in a Vansbrosimningen event
When you are a functionary in any Vansbrosimningen event we process the following data, submitted to us by you:
- Name, email, phone number and company or organization connections.
- Functionary roles in previous years.
Vansbrosimningen processes your personal data in order to
- coordinate and manage functionary work in and around our events/races
- send out information from Vansbrosimningen in preparation for events/races
- send out Vansbrosimningen-related information and offers from our partners
- send out information in preparation for Vansbrosimningen’s internal activities and meetings.
Legal basis for handling: The functionary gives consent to processing of personal data in connection with the signing of a functionary agreement, either with the individual functionary or functionary organization.
Storage time: We save data about you and the club you represent until you withdraw your consent.
3.5 When you communicate with us
You can choose to communicate with Vansbrosimningen in different ways, such as via social media or phone and email with our customer service.
When you communicate with us we process data about you, submitted by you, such as:
- Name and contact information.
- Information about your opinion, question or message.
We handle your personal information in order to
- answer questions related to your matter, such as solving issues, handling complaints and questions about your race
- deliver ordered information, services or products
- improve our services and the information we provide and publish on our website
- analyze conversations in order to improve our service.
Legal basis for handling: We process your personal data because of our, and your, justified interest in handling your matter (balance of interests).
Storage time: We save your personal information up to 24 months after the matter is resolved, in order to ensure traceability in your communication with us.
3.6 When participating in marketing activities or customer surveys.
In connection to marketing activities (lectures, competitions, campaigns) or in connection to customer surveys (polls via phone, email or panels) we process the information submitted to us by you, including name and contact information.
We handle your personal information in order to
- administer the marketing activity or customer survey, including making it possible to provide you with the results
- inform about and offer new marketing activities and customer surveys
- develop statistics from marketing activities and customer surveys, in order to improve our services.
Legal basis for handling: We process your personal data because of our, and your, justified interest as described above (balance of interests) and supported by agreements made when administering competitions. If our processing requires your consent, we will acquire your consent before the processing begins.
Storage time: As a base we store your personal information for one month after the activity is completed.
3.7 When using Vansbrosimningen’s website and apps
When you visit our website we process
- information on how you interact with and use our website, through Google Analytics
- information about your visit to our websites, through so-called cookies.
When using our apps you can choose to send logs to us if you’ve experienced technical issues. We then process information about your use of the app.
We process your personal data in order to
- provide digital tools and services
- give support when you are experiencing technical issues
- maintain, test and improve our digital tools and services
- discover and prevent security risks, such as virus attacks.
Legal basis for handling: We process your personal data supported by a balance of interests based on our justified interest in maintaining, testing and improving our digital tools and services.
Storage time: We save your personal information for one month after you have used our digital channels.
3.8 When you receive salary or other compensation from Vansbrosimningen
When you receive a salary or other compensation from Vansbrosimningen we process the following data, among other things, submitted to us by you:
- Name, address, email, phone number, personal identity number.
- Salary and tax information, bank account, emergency contacts.
- Work duties, work times, absences, evaluations.
- Other personal data necessary and relevant for Vansbrosimningen to administer the employment.
Vansbrosimningen processes your personal data in order to make employment contracts, pay salaries, and to report to agencies such as the Swedish Tax Agency, the Swedish Social Insurance Agency, and for any unemployment benefits.
Personal information will also be included in documents such as driving logs, budgets, time sheets, work schedules, contact information through phone support and potentially the website, lists of emergency contacts, participant lists for activities, and more.
Legal basis for handling: Personal data is stored partly to fulfil employment contracts and collective agreements, to follow legal requirements, or with a legal basis in a balance of interests.
Storage time: We store your personal data for as long as it is necessary for Vansbrosimningen to fulfil its obligations according to employment contracts and collective agreements, and to meet all its legal obligations, including any claims relating to labour legislation. Any personal data that is no longer needed will be discarded.
You have the right to know how your personal data is being processed. This means that you can request access to certain information regarding our data processing. You also have the right to request that incorrect data be rectified, that redundant processing is limited, that unfounded data processing be deleted, and to request to have your personal data moved from our system to a third party, though so-called data portability.
3.9 When we have a legal obligation
In addition to what is described above in some cases we also handle your personal data when required to do so by law, for example because of our accounting obligations, obligations related to traffic law, or when requested to do so by a government authority.
Legal basis: When processing your personal information because of a legal obligation, our actions are legally supported by that obligation.
