Privacy policy.

Rotas Digital S.R.L., Str. Rotasului nr. 14, Bucharest, Romania, Trade Register J2022003185401, Cod Fiscal RO 45674754 (“we”), organises Transylvania Trail and is the controller of the personal data collected through transylvaniatrail.com and shop.transylvaniatrail.com (the “Site”).

We process personal data under the EU General Data Protection Regulation (Regulation (EU) 2016/679, “GDPR”) and Romanian Law 190/2018. You can reach us about your data at info@transylvaniatrail.com. See also the Terms of use.

• Registration. Name, email, phone, billing address and country, the package and jersey size you choose, and the order and payment status. We use them to register you, organise the event, contact you about it and issue your invoice. Without this data we cannot take your registration.
• Self-responsibility declaration. Full name, date of birth, ID or passport number and signature, on the declaration you sign at check-in, where we also check your ID. We use them to confirm who is riding and to keep a record of your declaration.
• Live tracking. During the event, your position from the live tracking service is shown on a public map with your name, so family, friends and other riders can follow the ride. It is used only for the event.
• Photos and videos. Photos and videos taken during the event, which may show you. We use them to give riders their photos and to present and promote the event, as the event rules describe. Ask us and we remove a photo or video of you.
• Participant list. First name, last name, country and package of each registered rider are shown on the Participants page, so riders can see who is coming. Write to us and we remove your name.
• Newsletter and guide. Name, email and language, plus your approximate location (city, region, country, postcode and timezone), looked up from your IP address with the ipapi.co service when you sign up. We use them to send the guide and event news, and to see where riders come from. We do not collect your exact address or precise position for this.
• Messages. What you write to us and your contact details, so we can answer.
• Analytics. Pages visited, device, browser and approximate location, through Google Analytics, only if you accept analytics cookies.
• Technical logs. IP address, browser and time of each request, kept by our host to keep the Site secure.

We rely on the registration contract for registration data, the declaration and live tracking, and on our legal duties on invoicing; on your consent for emails and analytics; and on our legitimate interest for the participant list, event photos and videos, the location lookup, messages and logs (GDPR art. 6(1)(b), (c), (a) and (f)).

We do not use your data for automated decisions or profiling with legal or similar effects.

We do not sell or rent personal data. We share it only with providers that work for us under data processing agreements:

• Hostinger (hosting of the Site and the shop)
• Klaviyo (emails)
• Google (Google Analytics, only after you accept)
• ipapi.co (location lookup from your IP address at guide sign-up)
• our live tracking provider (rider positions during the event)
• NETOPIA Payments (card payments; we never see or store your full card number)
• our invoicing software provider

We also disclose data to public authorities when the law requires it.

Klaviyo, Google and ipapi.co may process data in the United States. These transfers rely on the EU-U.S. Data Privacy Framework where the provider is certified, or on the European Commission’s Standard Contractual Clauses.

• Registration data: for the edition and 3 years after it, the general time limit for legal claims in Romania.
• Invoices and accounting records: as long as Romanian accounting law requires (currently up to 10 years).
• Self-responsibility declarations: for the edition and 3 years after it.
• Live tracking positions: while the event map is online.
• Photos and videos: as long as they are used to present the event, or until you ask us to remove one.
• Participant list: while the edition’s page is online, or until you ask us to remove your name.
• Newsletter and guide data: until you unsubscribe, or 3 years after your last interaction with our emails.
• Google Analytics data: 14 months.
• Messages: as long as needed to answer, then up to 2 years.
• Technical logs: for the short periods set by our host.

We use only the cookies below. Analytics cookies are set only after you click Accept in the cookie banner. You can change your choice at any time with the “Cookies” link at the bottom of every page.

• tt_consent (essential): remembers your cookie choice on the Site and the shop, 12 months.
• _ga, _ga_* (analytics, Google Analytics): count visits and pages, 2 years. Removed if you reject.
• WooCommerce cart and session cookies (essential, shop only): keep your registration in the cart during checkout, up to 2 days.
• Payment cookies (essential, checkout only): set by NETOPIA Payments to process your card payment securely.

You have the right to access your data, to have it corrected or deleted, to restrict its use, to receive it in a portable format, and to object to processing based on our legitimate interest, including your name on the participant list. Where we rely on your consent, you can withdraw it at any time, for example with the unsubscribe link in every email. Withdrawing does not affect processing done before.

To use any of these rights, email info@transylvaniatrail.com. It is free, and we answer within one month.

You can also complain to the Romanian data protection authority: Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP), B-dul G-ral. Gheorghe Magheru 28-30, Sector 1, 010336 București, www.dataprotection.ro, or to the authority in the EU country where you live.

Registration is open to people aged 18 or over. We do not knowingly collect data from children.

We use reasonable technical and organisational measures to protect personal data from unauthorised access, loss or misuse, and only people who need it for the event can access it.

We may update this policy when the law, the Site or our providers change. The current version is always on this page, with its date at the top.

For any question about your data, write to info@transylvaniatrail.com.