This policy describes how HCA Marathon collects and processes the personal data that you provide to us when registering for HCA Marathon events and programmes.
Contact details of the data controllers
HCA Marathon
Stadionvej 50E
5200 Odense V
Info@hcamarathon.dk
Tel. 30 59 24 44
HCA Marathon has data responsibility for the personal data that we collect and process in connection with events.
If you have any questions or comments about this privacy policy, or if you wish to exercise any of your rights described in section 5, please contact us.
When you visit the website, we collect information about your use of the website, such as the type of browser you use, your IP address, including your network location, and information about the device you use to visit the website, We also collect information about which pages you visit and where you click. The information is collected, among other things, by using cookies when you consent to it via our cookie banner.
3.1.1 Objective,
3.1.1.1 to compile statistics so that we can analyse how our customers use and navigate our website so that we can optimise the user experience and the functioning of the website,
3.1.2 The legal basis for the processing is Article 6(1)(a) of the EU General Data Protection Regulation.
When you register for HCA Marathon events and events, we collect the information you provide, e.g. name, address, e-mail address, telephone number, nationality, gender, age, club or company, expected finish time, product choice, e.g. transport, payment, payment method, information about time of purchase, and information about the IP address from which the registration was made.
3.2.1 Objective,
3.2.1.1 that we can register you as a participant and deliver the relevant product, a race number for the HCA Marathon events and events you have purchased and thereby fulfil our agreement with you, and
3.2.1.2 to display selected personal data on participant and result lists (name, gender, start number, club or company name, year of birth and nationality, and
3.2.1.3 to send you necessary race information leading up to the race, and
3.2.1.4 That we can comply with legal requirements, including bookkeeping and accounting.
3.2.2 The legal basis for the processing is Article 6(1)(b) and (c) of the EU General Data Protection Regulation.
When you sign up for our newsletter, we collect information about your name, email address, and preferred language. We also collect information about when you signed up for the newsletter, when you unsubscribed from the newsletter, information about whether you open the newsletter.
3.3.1 The purpose is
3.3.1.1 to deliver newsletters to you, and
3.3.1.2 to compile statistics to optimise the newsletters and for marketing our services, and
3.3.1.3 to be able to document your consent to receive the newsletter.
3.3.2 The legal basis for the processing is Article 6(1)(a) of the EU General Data Protection Regulation.
In connection with the organisation of HCA Marathon events and events, photos and video will be taken. When you participate in events, you will appear in some of these recordings. Media material in which participants appear as part of our events is presented e.g. on our website and on social media managed by HCA Marathon.
3.4.1 The purpose is
3.4.1.1 to deliver personalised live images and video on the participant's performance profile in the app and web as part of the agreement with the participant, and
3.4.1.2 To deliver recap video and mood shots from the race, and
3.4.1.3 Collect event images and video to market next year's event, and
3.4.2 The legal basis for the processing is Article 6(1)(b) and (f) of the EU General Data Protection Regulation.
Your personal data may be disclosed in the following contexts.
4.1.1 Data may be transferred to external partners who process the data on our behalf. We use external partners for website user statistics, media storage, as well as hosting, technical operation and administration of registration and participation platforms, advertising and newsletters. These companies are data processors and under our instructions and process data for which we are the data controller. The data processors are not allowed to use the data for any purpose other than fulfilment of the agreement with us and are subject to confidentiality. Four of these data processors are Google Analytics v/Google LLC, Flickr, Meta and Ultimate Sports Service.
4.1.2 Personal data may be disclosed to public authorities if we are required to do so by law, or to the police in the event of suspected offences or as part of the investigation of specific offences. Information about a purchase, including who made the purchase, may be disclosed to the card issuer if the cardholder reports that the card has been misused in connection with the specific purchase.
Your data is not transferred to insecure third countries or organisations outside the EU/EEA. However, information available on our public participant and result lists can be accessed.
In order to create transparency regarding the processing of your data, we, as data controller, must inform you of your rights.
If you want to exercise your rights, you can contact us. You can find our contact details under point 2.
You have the right to be informed, among other things, what information we have registered about you, what purpose the registration serves, what categories of personal data and recipients of information there may be, and information about where the information originates.
You have the right to have incorrect personal data about yourself corrected. You can correct your personal data that we have collected in connection with your registration for HCA Marathon events and events by logging in to your participant profile.
In certain cases, you have the right to have all or some of your personal data deleted or anonymised by us.
5.4.1 Deletion
5.4.1.1 When you participate in HCA Marathon's events and activities, you have the right to have your personal data deleted by us after your participation in the event (either by cancelling your registration or after the race day), after which you will be GDPR-deleted and all your data will be deleted. Please note that this also means that you will no longer appear on participant and result lists and this cannot be restored later. You must contact us in accordance with point 2 to be GDPR deleted.
5.4.1.2 You have the right to have live photo and video material of you taken at HCA Marathon events deleted. HCA Marathon events and events. Live images and video can be deleted via your participant profile.
5.4.1.3 If you withdraw your consent to cookies or the newsletter, we will delete your data. However, we will keep documentation of your subscription for 2 years after the last newsletter has been sent.
5.4.2 Anonymisation
5.4.2.1 When you participate in HCA Marathon's events, you have the right to have your data anonymised at any time on publicly available platforms before and after race day. Upon anonymisation, your name will appear only as initials on all public participant and results pages and your first name will not appear on your bib number. You can anonymise your data via your participant profile.
5.4.2.2 Your personal data is automatically anonymised 36 months after race day in our participant and registration platform. However, you will still appear on participant and result lists unless you actively anonymise your registration via your participant profile.
In certain cases, you have the right to have the processing of your personal data restricted to storage only. In that case, we may only process the data with your consent or for the establishment, exercise or defence of legal claims.
In certain cases, you have the right to receive personal data that you have provided to us in a structured, commonly used format.
You have the right to object at any time:
5.7.1.1 our processing of the image and video material taken by you in connection with HCA Marathon's events and events. This includes both personal live images and video as well as images and video taken by professional photographers on race day.
5.7.1.2 our processing of your personal data in connection with your participation in HCA Marathon's events and programmes. Please note that there are several options for deletion and anonymisation of your personal data in connection with your participation in HCA Marathon's events and activities, see section 5.4.
5.7.1.3 object, on grounds relating to your particular situation, to the processing of your personal data carried out by us on the basis of our legitimate interests as mentioned in point 3.
5.8.1 You have the right to withdraw your newsletter consent or cookie consent you have given us at any time. A revocation of consent in connection with. Registration will result in a cancellation of your participation in HCA Marathon's events and events if it is before the race date, as it will not otherwise be possible for us to deliver the product without your personal data.
5.9.1 You have the right to lodge a complaint with the Danish Data Protection Agency at any time if you are dissatisfied with the way we process your personal data. You can find a complaint form and contact details at datatilsynet.dk.
Your personal data will be deleted:
6.1.1 Information collected about your use of the Website, cf. section 3.1. will be deleted when the cookie expires after 2 years at the latest.
6.1.2 Information collected in connection with your subscription to our newsletter, cf. section 3.3, is deleted when your consent to the newsletter is withdrawn. However, we may store documentation of your consent for 2 years after we last sent you electronic marketing.
6.1.3 Information collected in connection with your registration for HCA Marathon events and events cf. section 3.2 will be anonymised 36 months after the race day but will be retained in its anonymised state for statistical purposes. Please note that your personal data (name, gender, age group, club, nationality and result) will continue to appear on participant and result lists unless you GDPR-delete or anonymise your registration. However, data may be stored for longer if we have a legitimate need for longer storage, for example if it is necessary for legal claims to be established, asserted or defended, or if storage is necessary for us to fulfil legal requirements. Accounting material is stored for 5 years until the end of a financial year to fulfil the requirements of the Bookkeeping Act.
6.1.4 Image and video material taken by professional photographers will be retained unless objected to, after which the image/video will be removed if justified. Live images and video are automatically deleted after 36 months.
7.1.1 We have implemented appropriate technical and organisational security measures against accidental or unlawful destruction, loss, alteration or deterioration of personal data and against unauthorised disclosure or misuse.
7.1.2 Only employees who have a genuine need to access your personal data in order to perform their work have access to it.
8.1 If we make any changes to the Privacy Policy, you will be informed of this on the website.
8.2 If you have registered for HCA Marathon events and events, you will be informed about the changes in the policy by sending information to your registered email address
This is version 1 of the Privacy Policy dated 10 June 2025.
