Privacy and Policy

1. GENERAL INFORMATION

1.1 Publisher and Publication Manager

Name: [Association Name]
Legal form: Non-profit association in accordance with French law 1901
Registered office: [Full address]
Phone: [Phone number]
Email: [Email address]
Publication director: [Name of Association President]
SIRET number: [Number]
RNA number (National Register of Associations): [Number]

1.2 Website Hosting

Host: [Host name]
Address: [Full host address]
Phone: [Host phone number]
Website: [Host URL]

1.3 Website Creation and Design

Created by: [Agency/freelancer name]
Contact: [Email]

2. TERMS OF USE

2.1 Acceptance of Terms

By accessing and using the website [URL], you fully accept these terms of use. If you do not accept these terms, please do not use this site.

2.2 Site Access

The site is freely accessible to anyone with internet access. All costs necessary to access the site (hardware, software, internet connection) are the user’s responsibility.

The site reserves the right to modify, suspend, or interrupt access to the site, temporarily or permanently, without prior notification, for maintenance, updates, or for any other technical or operational reason.

2.3 Intellectual Property

All content on the site (texts, images, graphics, logo, videos, structure, design) is protected by copyright and belongs to the association [Association Name] or its partners.

Any reproduction, representation, modification, publication, or adaptation, in whole or in part, of the site’s elements, by any means or process whatsoever, is strictly prohibited without the prior written consent of the association.

2.4 Limitation of Liability

The association is committed to providing accurate and up-to-date information on the site. However, it cannot be held responsible for:

• Errors, inaccuracies, or omissions in the content
• Direct or indirect damages resulting from the use of the site
• Temporary or permanent unavailability of the site
• Viruses or harmful content transmitted through the site
• The content of third-party sites to which links on this site refer

2.5 External Links

The site may contain links to other websites. The association has no control over these external sites and is not responsible for their content, privacy policies, or practices.

3. PRIVACY POLICY AND DATA PROTECTION (GDPR)

In accordance with the General Data Protection Regulation (GDPR) EU 2016/679 and the French Data Protection Act of January 6, 1978 as amended, the association is committed to protecting the personal data of users and participants.

3.1 Data Controller

Data controller: [Association Name]
Legal representative: [President’s Name]
Data protection contact: [Specific GDPR email]
Postal address: [Full address]

3.2 Data Protection Officer (DPO)

Name: [DPO Name, if applicable]
Contact: [DPO Email]

Note: For small associations (fewer than 250 employees/volunteers), appointing a DPO is not mandatory but recommended.

3.3 Data Collected and Purposes

We collect and process the following categories of personal data:

3.3.1 For Newsletter Subscription

• Data collected: Email address
• Purpose: Sending information about the event, registration opening, news
• Legal basis: Your explicit consent
• Retention period: Until consent is withdrawn or 3 years after last interaction

3.3.2 For Event Registration

Data collected:

• Identification information: surname, first name, date of birth, nationality
• Contact details: email, phone, postal address
• Sports information: swimming experience level, estimated time, previous results
• Necessary medical information: medical certificate, allergies, medical conditions relevant to safety
• Financial information: bank details for payment (processed securely via [payment processor name])
• Emergency contact information
• Kayak companion information (name, contact)

Purpose:

• Managing registrations and processing payments
• Event logistics organization
• Ensuring participant safety
• Event-related communications
• Compliance with legal obligations (insurance, safety)

Legal basis:

• Performance of the participation contract
• Compliance with legal obligations
• Legitimate interests of the organizer for safety

Retention period:

• General data: 3 years after the event
• Financial/tax data: 10 years (legal obligations)
• Medical certificates: 1 year after the event

3.3.3 For Photography and Videography

• Data collected: Photographic and video images that may identify you
• Purpose:
  
  • Event promotion
  • Communication on social networks and website
  • Creation of promotional materials
  • Reporting to partners and sponsors
• Legal basis: Your explicit consent
• Retention period: 5 years for archives, active use according to consent

3.3.4 For Volunteers and Partners

• Data collected: Name, contact, function, availability
• Purpose: Volunteer coordination and communication with partners
• Legal basis: Performance of volunteer/partnership agreement
• Retention period: Duration of collaboration + 3 years

3.4 Data Recipients

Your data may be shared with the following recipients:

• Members of the organizing team (access limited to strictly necessary)
• Technical service providers (web hosting, payment processing, email marketing)
• Competent authorities (in case of legal request)
• Emergency medical services (in case of emergency)
• Partners and sponsors (only for anonymized/aggregated data, except for photographs with consent)

All these entities are contractually obliged to respect data confidentiality and security.

3.5 International Transfers

Your data is stored and processed in the European Union. In case of transfers to third countries, we ensure that appropriate safeguards exist in accordance with GDPR (EU standard contractual clauses, Privacy Shield, etc.).

3.6 Data Security

We implement appropriate technical and organizational measures to protect your data:

• SSL/TLS encryption for data transmission
• Restricted data access (need-to-know principle)
• Regular backups
• Password protection and authentication
• Regular security updates
• Security incident response procedures

3.7 Your Rights

In accordance with GDPR, you have the following rights:

Right of access (Art. 15 GDPR)
You can request confirmation of data processing and a copy of your personal data.

Right to rectification (Art. 16 GDPR)
You can request the correction of inaccurate data or completion of incomplete data.

Right to erasure – “right to be forgotten” (Art. 17 GDPR)
You can request the deletion of data under certain conditions (withdrawal of consent, unlawfully processed data, etc.).

Right to restriction of processing (Art. 18 GDPR)
You can request restriction of processing in certain situations.

Right to data portability (Art. 20 GDPR)
You can receive your data in a structured, commonly used, and machine-readable format.

Right to object (Art. 21 GDPR)
You can object to data processing based on legitimate interest or for direct marketing purposes.

Right not to be subject to a decision based solely on automated processing
The association does not use automated processing for decision-making.

Right to withdraw your consent
When processing is based on consent, you can withdraw this consent at any time.

Right to define the fate of data after death
You can give instructions regarding the retention, deletion, or transmission of your data after your death.

3.8 Exercising Your Rights

To exercise your rights, please contact:

• Email: [GDPR Email]
• Mail: [Full address] – “Attention: GDPR Manager”

We will respond within 1 month of receiving the request (which may be extended by 2 months in case of complexity).

To verify your identity, we may ask for a copy of an identity document.

3.9 Right to Lodge a Complaint

If you believe your rights have not been respected, you have the right to lodge a complaint with the supervisory authority:

CNIL (National Commission on Informatics and Liberty)

• Address: 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France
• Phone: +33 1 53 73 22 22
• Website: www.cnil.fr

4. COOKIES AND TRACKING TECHNOLOGIES

4.1 What Are Cookies

Cookies are small files stored on your device when you visit our site. They allow us to recognize you and improve your experience.

4.2 Types of Cookies Used

Essential Cookies
Necessary for site operation (session management, security). They cannot be disabled.

Performance/Analytics Cookies
Collect information about how you use the site (Google Analytics, etc.). They help us improve the site.

Functional Cookies
Remember your preferences (language, region).

Marketing/Advertising Cookies
Used to display relevant content on other sites (if applicable).

4.3 Cookie Management

You can manage your cookie preferences via:

• The cookie banner during your first visit
• Your browser settings
• Our cookie settings page: [Link]

Disabling cookies may affect site functionality.

4.4 Third-Party Cookies

We use third-party services that may install cookies:

• Google Analytics: Traffic analysis [Google privacy policy link]
• [Other service]: [Purpose] [Privacy policy link]

5. CONTACT FORMS AND NEWSLETTER

5.1 Contact Forms

When you contact us via site forms, we collect:

• Name, email, message
• Date and time of sending

This data is used exclusively to respond to your request and is retained for a maximum of 3 years.

5.2 Newsletter

When you subscribe to the newsletter:

• We process the email address to send information
• We use the “double opt-in” method (email confirmation)
• You can unsubscribe at any time via the link in each email
• We use [Email marketing platform name] for list management

6. MINORS

The event is intended for adults (18+ years). For minor participants:

• Parental/legal guardian consent is required
• The parent/guardian is responsible for the minor’s data protection
• We pay special attention to protecting minors’ data

7. APPLICABLE LAW AND JURISDICTION

These legal notices are governed by French law. In case of dispute, competent French courts shall have jurisdiction.

8. POLICY MODIFICATIONS

We reserve the right to modify this privacy policy. Any modifications will be published on this page with the update date. We recommend regularly consulting this page.

9. CONTACT

For any questions regarding these legal notices or personal data protection:

• General email: [Email]
• GDPR/Data protection email: [GDPR Email]
• Phone: [Number]
• Postal address: [Full address]

10. EVENT-SPECIFIC INFORMATION

10.1 Participation Conditions

The complete participation conditions for the Serre-Ponçon Swim Challenge are available at: [Link to General Terms and Conditions]

10.2 Insurance and Liability

Participants must:

• Possess a valid medical certificate
• Have personal liability insurance
• Accept responsibility for their own actions

The association has insurance for organizing the event.

10.3 Cancellation and Refund

The cancellation and refund policy is detailed in the General Terms of Sale available at: [Link]

Last updated: [Date]
Version: 1.0