PRIVACY POLICY
PRIVACY POLICY

Contact form

The name, email address, subject and message entered in the contact form are sent to organisation@ultra-raid-des-3-vallees.com via FormSubmit so that the team can respond to your request. FormSubmit keeps submissions for 30 days. The form uses this service’s reCAPTCHA spam protection.

Volunteer applications

The form collects your surname, first name, phone number, preferred assignment, availability and any additional details. The organising team uses this information to organise your participation and contact you again.

This information is accessible only to authorised site administrators, who may export it to prepare the teams. It is not displayed publicly. To request its correction or deletion, contact the organisation via the Contact page.

Facebook and Instagram advertising · Meta Pixel

With your consent, Ultra Raid des 3 Vallées ASBL uses the Meta Pixel (Meta Platforms Ireland Limited) to measure the results of its Facebook and Instagram campaigns and enable advertising personalization. The events transmitted are page views, clicks through to Njuko and confirmation of a Backyard application. A click is not a paid registration. Our integration does not transmit names, email addresses, telephone numbers or form responses and disables automatic event configuration.

Meta may receive the IP address, browser information, the URL and referrer, cookie identifiers and the advertising click identifier, and then match them with its user accounts. The first-party cookies _fbp and _fbc (the latter when an advertising click identifier is available) usually have a maximum lifespan of 90 days. The local choice tdls-meta-consent-v1, required to remember your preference, is stored for 180 days. The pixel does not load before your consent; the Do Not Track and Global Privacy Control signals are respected.

You can refuse or withdraw your consent at any time using the « Cookies » button available on the public pages. Withdrawal stops our future tracking and deletes the Meta cookies accessible on our domain. It does not delete data already received by Meta or cookies placed on Meta’s domains; these are managed in your browser and Meta account. Processing and transfers outside the European Economic Area may take place in accordance with the safeguards and periods described by Meta. For information about your rights and the organiser’s contact details, also consult the articles in this notice.

Politique de confidentialité Meta · Politique de cookies Meta

Visitor statistics

We count viewed pages and certain clicks as daily totals: device type, browser, operating system, language, approximate country, referring website and campaign parameters. No statistical cookies, visitor IDs, IP addresses or individual journeys are retained in these statistics. The totals are kept for 13 months and are accessible to the site administrators. Do Not Track and Global Privacy Control signals disable this measurement. A technical anti-abuse counter, using a temporary fingerprint of the IP address, expires after one minute.

Subscribe to news about the Trail de la Sibérie

With your explicit consent, Ultra Raid des 3 Vallées ASBL records your email address and the language of the form in order to send you news and registration openings for the Trail de la Sibérie. The date, the registration page and the text of your consent are retained with your subscription. This information is accessible to authorised administrators and may be exported to prepare mailings. We use Brevo as a service provider for contact management and newsletter distribution: your email address, language, the originating page and the date of your consent may be transmitted to Brevo. The complete proof of your consent remains stored on our website. Your address is not verified by a confirmation email.

You can withdraw your consent at any time via the unsubscribe link associated with your subscription or by writing to organisation@ultra-raid-des-3-vallees.com. An unsubscribed address is removed from our Brevo newsletter list and excluded from exports intended for mailings, and is not reactivated by submitting the form again. The unsubscribe record is retained to respect your choice. You can request access to, rectification or deletion of your data at the same address.

Application for the Backyard

The form collects your surname, first name, date of birth, email address, phone number, preferred Pacte, any participation in the TDLS and your answers to the questions. The Ultra Raid des 3 Vallées ASBL team uses this information to assess your application and contact you about it.

Les candidatures sont aussi transmises via FormSubmit à organisation@trail-de-la-siberie.com pour permettre à l’équipe de les lire et de répondre directement au candidat. FormSubmit conserve les envois pendant 30 jours et utilise reCAPTCHA pour la protection antispam. Ces réponses sont accessibles aux administrateurs autorisés du site, qui peuvent les exporter pour la sélection des participants. Elles ne sont pas affichées publiquement et ne t’inscrivent pas à une newsletter. Pour demander leur correction ou leur suppression, contacte l’organisation via la page Contact.

Controller and scope

Ultra Raid des 3 Vallées ASBL (ULTRA RAID ASBL), rue de la Corne 21, 5620 Flavion (Florennes), Belgium, BCE 0707.634.301, is responsible for the processing activities it determines for the Trail de la Sibérie. Contact: organisation@trail-de-la-siberie.com · +32 499 22 77 93. This notice concerns participants, legal representatives and emergency contacts. Service providers may have different roles depending on their service: using Njuko does not transfer to the platform the organiser’s obligations for its own processing activities.

Data, purposes and legal bases

Registration and organisation: identity, date of birth or age category, contact details, event, options, registration reference and payment status, on the basis of contract performance (Art. 6, § 1, b of the GDPR). Mandatory fields are limited to the information necessary and are identified in the form; failure to provide them may prevent registration or the relevant service. Administrative follow-up and supporting documents: transaction and billing data, and exchanges necessary for legal obligations (Art. 6, § 1, c) or for the defence of a right (legitimate interest, Art. 6, § 1, f). Full bank card details are intended for payment service providers, not volunteers. Timing and results: sporting identity, race number, category, time and ranking necessary for the chosen event. Publishing results limited to this information serves the legitimate interest of reporting on the competition; private contact details, full dates of birth and medical information are not included. Participants may exercise their right to object based on their particular situation. Practical messages: e-mails necessary for registration and safety fall under event management. Optional newsletters and marketing communications are subject to a separate choice and a simple option to unsubscribe. Data are not shared with sponsors for their marketing prospecting without an appropriate legal basis and prior information.

Emergency contact and health data

The name and telephone number of an emergency contact may be requested so that a close relative can be notified if necessary. Participants inform this person and provide them with this notice. This data is used in the legitimate interest of organising safety or, in an emergency situation, protecting vital interests. It is not used for marketing. The organisation does not request a diagnosis or a general medical file in a free-text registration field. If health data is necessary, dedicated information specifies the purpose, recipients, retention period and the applicable exception under Article 9 of the GDPR before collection. Emergency data is accessible only to authorised responders and healthcare professionals, according to their duties and professional confidentiality. Emergency processing may fall under the protection of vital interests; care is governed by the framework applicable to healthcare professionals. Accepting the regulations does not constitute general consent to the processing of medical data.

GPS tracking and location

If GPS tracking is implemented, specific information must identify the service provider, the data, the frequency, the recipients, the legal basis and the retention period before it is activated. Operational tracking intended for safety is distinct from a public display accessible to accompanying persons. Optional public sharing of the position requires a separate and revocable choice when it is based on consent. If a safety device is mandatory for a distance, its necessity and legal basis are explained before registration; purportedly optional consent cannot be used to conceal this obligation. These regulations alone do not authorise the activation of tracking or the publication of the location.

Recipients and service providers

Access is limited to people who need the data for their role: the organisation’s authorised team, registration and payment service providers, the timekeeper, emergency responders and, when activated, the tracking provider. Volunteers only have access to the information useful for their post. Information may be disclosed to authorities or insurers if a legal obligation or the justified handling of a case requires it. Njuko processes information as part of its registration service; its own policy is available via the link below. The roles and safeguards of other service providers must be specified in the form or notice for the service concerned before collection. Data may be transferred outside the European Economic Area only with the safeguards provided for by the GDPR and with information about the country and the applicable mechanism. Publications on social media may be viewed worldwide and are also subject to the processing carried out by those platforms themselves.

Retention and security

Data are retained according to their purpose, then deleted or anonymised when they are no longer necessary. The operational registration file is retained until follow-up for the edition has been closed and for a maximum of three years thereafter, excluding supporting documents subject to a legal retention obligation or information necessary for a dispute. Emergency contacts and raw location data are deleted no later than three months after the event, except in the event of an incident or a legal obligation justifying limited retention. Accounting documents follow the statutory retention period applicable to their category. Only the information necessary for a claim or for defending a right is isolated and retained until the matter is settled and the applicable time limits have expired. The medical records of healthcare professionals are subject to their own legal obligations. Results may be retained as a limited sports archive, without private contact details. Images used for routine communications are retained for a maximum of five years in accordance with the Right to one’s image article. Prospecting data are retained until withdrawal or, at the latest, three years after the last active contact. The organisation limits access, protects accounts and manages its service providers. These periods constitute the rules to be applied to the processing activities for the edition; any additional service must be covered by appropriate information and consistent configuration before it is opened.

Your rights and complaints

Depending on the processing activity and the legal conditions, you may request access to, rectification, erasure, restriction or portability of your data, or object to processing based on legitimate interest. You may withdraw consent at any time, without retroactive effect on lawful processing already carried out. Send your request to organisation@trail-de-la-siberie.com, specifying the processing activity concerned. A proportionate identity check may be requested in the event of reasonable doubt. A response will in principle be provided within one month; any legally justified extension will be announced within that period. You may lodge a complaint with the Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels, via autoriteprotectiondonnees.be. Lodging a complaint with the organisation is not a mandatory prerequisite for doing so.

Website, images and updates

Cookies and trackers that are strictly necessary for operation or security are subject to the regime applicable to them. Any addition of non-exempt audience measurement, advertising or third-party content that places non-essential trackers must be accompanied by the required information and collection of consent before they are placed. The exact retention periods and providers must be specified in the notice for the system concerned. The conditions for capturing and using images are detailed in the Right to one’s image article of the regulations. Acceptance of the regulations does not replace any optional consent. Version of 8 September 2026. Substantial changes to this notice are communicated to the persons concerned; a new purpose requiring consent cannot be implemented on the basis of the publication of an update alone.