Privacy policy

1. Who is responsible?

Max Twining-Ward, organiser of the proposed Søerne Backyard event, is the data controller.

Contact: maxtward@icloud.com

2. What do we collect?

The runner survey collects planning responses such as predicted yards, running experience, support arrangements, preferred season and a suggested entry price. It can be submitted without a name or email address.

If you actively request event updates, we also collect your first name, email address and your record of consent. Volunteer and sponsor forms collect the contact and proposal information needed to respond to the enquiry.

Please do not enter health information in free-text fields.

3. Why and on what legal basis?

Planning responses are used to assess demand, likely event duration, pricing, volunteer capacity and sponsorship possibilities. The legal basis is the organiser's legitimate interest in assessing and developing the event proposal (GDPR Article 6(1)(f)).

First name and email for event updates are processed only with your consent (Article 6(1)(a)). You may withdraw that consent at any time by emailing the address above. Withdrawal does not affect processing that took place before it was withdrawn.

4. Who receives the information?

Responses are accessible only to the organiser and any trusted organiser who later needs access to plan the event. Technical website, database and infrastructure providers process information on the organiser's behalf. Information is not sold or disclosed for unrelated marketing.

5. How long is it retained?

Survey responses and contact details are deleted no later than 12 months after collection, or earlier if the proposal is abandoned and the information is no longer needed. Update contact details are deleted promptly if you withdraw your consent. If the event proceeds and a separate participant, volunteer or sponsor relationship is established, you will receive new information about any further processing.

6. Your rights

Depending on the circumstances, you may request access to your information, correction, deletion, restriction or object to the processing. You may also receive information you provided in a portable format where the rules apply. Contact the email address above to exercise your rights.

You may complain to the Danish Data Protection Agency (Datatilsynet) at datatilsynet.dk.

7. Website data

The public website does not currently use advertising or analytics cookies. Hosting providers may process limited technical information, such as IP address, request time and browser information, to deliver and secure the website.