Data Protection
Data protection
Data protection
Engadin Ultra Trail
As of 2025
We, the Trail Sport Samedan Association (OK Engadin Ultra Trail), take the protection of your personal data very seriously. This privacy policy provides you with transparent and comprehensive information about what personal data we collect when you use our website engadinultratrail.ch and during the organization and execution of the Engadin Ultra Trail, for what purposes we process it, how long we store it, and what rights you have as a data subject. This policy applies to the website (including all subpages) as well as to all related data processing activities in connection with the event.
​1. Data Controller
The entity responsible for processing your personal data is:
Trail Sport Samedan Association (OK Engadin Ultra Trail)
Promulins Arena
7503 Samedan
Switzerland
Email: info@engadinultratrail.ch
Phone: +41 81 851 07 47
Authorized representative: Reto Franziscus, President
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​2. What personal data do we process?
2.1 When visiting the website (automatically)
- IP address (anonymized or truncated)
- Date and time of access
- Browser type and version, operating system
- Referrer URL (previously visited page)
- Subpages accessed
- Technical cookies (see Section 6)
2.2 When registering for the event
- Through the RaceResult registration portal (managed by Ovento GmbH, Pontresina), we collect the following information:
- First and last name
- Address (street, ZIP code, city, country)
- Date of birth
- Gender
- Email address
- Phone number
- Emergency contact
- Club / Nationality
- Performance data (e.g., personal bests, category)
- Payment information (via RaceResult’s payment service provider)
2.3 When signing up for the newsletter or using the contact form
- Email address
. First and last name (optional)
. Additional information you voluntarily provide to us
2.4 During the event itself
. Bib number, timing data, rankings
. Photos and videos (from official photographers / drones / participants)
. Medical emergency data (if necessary)
2.5 Additional data
Social media (e.g., Instagram), if you contact us via these channels or share content.
3. Purposes of data processing
- Processing registration, conducting, and following up on the event
- Creating and publishing starter and results lists (on our website and on RaceResult)
- Communication with participants (confirmations, information, post-event reports)
- Payment processing and accounting
- Creating and publishing photos/videos for reporting and promotion
- Sending newsletters (only with consent)
- Improvement of the website and statistical analysis
- Compliance with legal obligations (e.g., liability, insurance, taxes)
- Security and fraud prevention
4. Legal Basis (nDSG)
Processing is based on:
- Performance of a contract (Art. 31(1)(a) nDSG) – Registration and participation
- Consent (Art. 31(1)(a) nDSG) – Newsletter, photos/videos (unless legitimate interests apply)
- Legitimate interest (Art. 31(1)(b) nDSG) – Website operation, marketing, publication of results
- Legal requirements (Art. 31(1)(c) nDSG)
5. Disclosure of personal data / Data processors
We only disclose data if this is necessary for the purposes mentioned above:
- Ovento GmbH, Pontresina (RaceResult platform) – as a data processor for all participant management
- Timing and results service providers (RaceResult)
- Payment service providers (via RaceResult)
- Official photographers / media partners (for image material)
- Authorities or insurance companies in cases of legal obligation or liability issues
- Hosting providers (website)
All data processors are contractually obligated to comply with data protection regulations. Data transfer abroad
RaceResult and any other tools (e.g., Google services, if used) may transfer data to the U.S. or other third countries. We ensure that adequate protection is in place (e.g., Standard Data Protection Clauses or an Adequacy Decision). Details available upon request.
6. Cookies and Tracking Technologies
Our website uses cookies and similar technologies:
Technically necessary cookies (e.g., session cookies, language settings) – no consent required
Analytics cookies (if Google Analytics, Matomo, or similar tools are used)
Marketing cookies (e.g., social media pixels, if present)
A cookie banner informs you on every visit and allows you to make a selection. You can delete or block cookies in your browser at any time. You can find the current list of cookies and tools used in the cookie banner or upon request.
7. Retention Period
We store personal data only for as long as necessary for the respective purpose or to comply with legal retention requirements:
Registration data: up to 10 years after the event (for accounting and liability purposes)
Results lists and photos: generally indefinitely (legitimate interest); deletion possible upon request
Newsletter data: until consent is revoked
Server logs: maximum 6–12 months
8. Your Rights (Art. 25 et seq. nDSG)
You have the right at any time to:
- Access your stored data
- Correct inaccurate or incomplete data
- Request erasure (provided there is no legal obligation to retain the data)
- Restrict processing
- Object to processing (particularly in cases of legitimate interest or marketing)
- Data portability
- Withdrawal of consent (effective only for the future)
To exercise your rights, please contact us at info@engadinultratrail.ch. We process requests free of charge and typically within 30 days. For complex requests, an extension of the deadline or a small fee (max. CHF 100) may apply. Complaint to the Federal Data Protection and Information Commissioner (FDPIC): edoeb.admin.ch
9. Data Security
We take appropriate technical and organizational measures (e.g., encryption, access restrictions, regular updates) to protect your data from unauthorized access, loss, or misuse.
10. Changes to this Privacy Policy
We reserve the right to amend this policy as necessary (e.g., in response to new tools or legal changes). The current version can be found on this page.
11. Contact
If you have any questions regarding data protection, please contact:
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(Trail Sport Samedan Association – Data Protection)
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