1. Controller
Timing Ljubljana Association
Staničeva 41, 1000 Ljubljana
VAT ID: SI 17482992
Registration number: 5453968000
+38612348000
info@timingljubljana.si
2. Which of your data do we collect, the purpose of processing and the legal basis
You can visit our website without providing any of your personal information. The procurement of personal data is required when filling out the following forms.
Individual application
The personal data we collect about you:
- Name
- Surname
- Sex
- Date of birth
- Street/house no.
- City
- Zip code
- Country
- Email address
- Telephone
Group registration - Registration of a new group/club and Group/club registration
To register a group or club, minimum of 10 members, it is necessary to register a group or club in advance.
The personal data we collect:
- Title of group/club
- Address
- Contact person
- Email address
- Telephone
The group or club then receives a registration notification and its unique password to the beforehand registered e-mail address, with which it can log in and register individual members of the group or club. The contact person of the group or club is obliged to ensure that the entered e-mail address and password will be managed exclusively by him/herself or a person authorised by him/her. Each user is independently responsible for the content they enter on the pages of the Ljubljana Marathon. When adding runners to a group or club, we also collect the personal data of your fellow runners, the same information as listed under individual registration. Therefore, make sure that you provide any information relating to third parties with their consent.
We collect, use and process personal data received via the individual application form and the group application form for the purpose of keeping records of event participants and for further communication by e-mail or telephone in connection with the application, the marathon course, content of and satisfaction with the event, and for sending e-news with information regarding the event.
The personal information (name, surname, year of birth) of each runner is also published at the end of the event on our website, on the Results page. This information can also be printed if the runner fills out the form on the “Diploma” page, on the Commemorative Certificate, which he/she receives in printed form.
Registration for the preschool Lumpi run
Personal data we collect for school registration:
- Name
- Surname
- Sex
- Year of birth
- Street/house no.
- City
- Zip code
- Country
- Email address
- The child's contact person
- Contact person's phone number
We collect, use and process personal data received via the form for the Lumpi Run for the purpose of keeping records of event participants and for further communication by e-mail or telephone in connection with the application, the marathon course, content of and satisfaction with the event, and for sending e-news with information regarding the event.
Registration for the school run
Personal data we collect for school registration:
- Name of the school
- Address
- contact person
- Email address
- Telephone
The personal data we collect for the registration of competitors are:
- Name
- Surname
- Sex
- Year of birth
- Name of the school
The school obtains its password in advance from the administrator, with which it can log in and register its competitors. The school is obliged to ensure that the password will be managed exclusively by an authorised person within the school. Each user is independently responsible for the content they enter on the pages of the Ljubljana Marathon. When adding competitors to the school run, we also collect their personal data, as stated above. Therefore, make sure that you provide any information relating to third parties with their consent.
We collect, use and process personal data received via the form for the school run for the purpose of keeping records of event participants and for further communication by e-mail or telephone in connection with the application, the marathon course, content of and satisfaction with the event, and for sending e-news with information regarding the event.
The personal information (name, surname, school) of each runner is published at the end of the event on our website, on the Results page.
The legal basis for the processing of personal data for individual, group, preschool and school registration is agreeing to the contract you enter into when you register for the event.
The legal basis for the processing of personal data when sending important information and benefits of the event (e-news) is the consent of the individual according to the provision of point (a) of Article 6(1) of the General Regulation on the Protection of Personal Data.
Signing up for e-newsletters
The personal data we collect:
- E-mail address
The personal information, i.e., your e-mail address, that you provide by filling out the form 'subscribe to our e-newsletter' is used exclusively for sending e-newsletters until canceled. We will inform you with useful information about the events of the Ljubljana Marathon.
Application form for exhibitors
The personal data we collect:
- Name of the exhibitor
- Tax number
- Address
- Name and surname of the legal representative
- Name and surname of the contact person
- Email address and telephone number of the contact person
We collect, use and process personal data received via the exhibitor form for the purpose of keeping records of fair participants and communicating by e-mail or telephone regarding registration, course, content of and satisfaction with the event, as well as for sending further instructions for the fair and invoices.
Order in the online store
The personal data we collect:
- Name
- Surname
- Sex
- Street/house no.
- City
- Zip code
- Country
- Email address
- Telephone
We collect, use and process personal data received via the order form in the online store for the purpose of keeping records of the order, communicating by e-mail or phone regarding the order and shipping the order and sending the invoice.
Information on the start number
- Name
- Surname
- Name and surname of the contact person in case of emergency medical assistance
- Medical exceptions/ medications
The personal data you fill out on the back of the start number will be used by the medical staff in case of emergency medical assistance. The legal basis is life interest.
If you participate in giveaways, we use your information to run the giveaways.
3. Personal data retention periods
Personal data is stored and processed by the controller to the extent necessary to fulfil the processing purposes.
By completing the registration, the user is familiar with the handling of personal data and agrees that the controller processes and stores his personal data for 5 years from its last registration.
Data obtained on the basis of consent is kept until cancellation.
In cases where the retention period of personal data is mandated by law, the data is stored in accordance with legal regulations.
4. Who do we share your personal data with?
We use personal data for the needs of the successful execution of the Ljubljana Marathon event and other necessary communications (confirmation of registration). Data is collected from all runners, regardless of registration form. Data access and data processing will be carried out by the following legal entities:
- The Timing Ljubljana Association will use personal data for the purpose of successful execution of the event, registration for the event, issuing of invoices, for the purposes of recording and publishing the results of the run on the website. Results and sending SMS messages about the result of the run, sending e-news to individuals.
- Pica Group S.p.A. (Via Dell'Aprica, 12, 20158 Milan, Italy), the event photography contractor will use only your email address, exclusively for the purpose of sending photos.
- MEMENTO d.o.o. is the maintenance company of the Ljubljana Marathon website and also has access to the data.
- PROGRAMMING ATELJE A & Z, d.o.o. is the maintenance company of the application form website and also has access to the data.
5. Right of access to information
You have the right, upon your own request and free of charge, to receive information about which of your personal data we have stored. Furthermore, you have the right to request the correction, deletion or prohibition of the use of incorrect data. In certain circumstances, the deletion of data may be contrary to legal regulations, especially if the data is intended for accounting and bookkeeping purposes.
You can request at any time:
- To unsubscribe from receiving e-news by clicking on the marked link or unsubscribe in all e-mails received. When you log out, the administrator will move your personal data to the log of logged out users, where, to prevent errors and accidental logins, they will be kept indefinitely or until the user's consent is revoked.
- The correction of your personal data by sending a written request to info@timingljubljana.si.
- The permanent deletion of personal data that the administrator keeps about you by sending a written request to info@timingljubljana.si.
- The export and access to personal data in electronic form, which the controller keeps about you, by sending a written request to info@timingljubljana.si.
6. The right to file a complaint with the supervisory authority:
You can submit a complaint to the Information Commissioner (address: Dunajska 22, 1000 Ljubljana, e-mail: gp.ip@ip-rs.si, phone: +38612309730, website: www.ip-rs.si.
Date: 3 February 2023
