Privacy policy · Overload

OVERLOAD Association – Privacy Statement

We respect your privacy and are committed to protecting your personal data. This privacy statement tells you how we handle your personal data and about your privacy rights. Please read it carefully before using the OVERLOAD services.

Terms used in this privacy statement:
Services means any products, services, content, features, technologies or functions, and all related web pages, applications and services we offer you.
Platform means the web pages and applications through which we offer our services.

1. Who are we?

The OVERLOAD Association is a non-profit organisation based at Bulevardul Victoriei 28, Sibiu, Romania.

2. What data do we collect about you?

When you register to use our services, we may collect the following information about you:
– full name;
– email address;
– gender;
– age;
– home address;
– nickname;
– the airsoft club you belong to, and other information about your participation in national and international airsoft events;
– mobile phone number.

When you pay for OVERLOAD services, we receive the following data:
– your name;
– the bank account you pay from.

At check-in we receive the following data:
– your first and last name;
– the series and number of your identity card.

When you visit our platform:
– your IP address and technical data about the device and browser you use.

Cookies:
– We use cookies to manage user sessions and to store your language preference. “Cookies” are small text files that a web server transfers to your device’s storage. Cookies can be used to collect the date and time of your visit, your browsing history, your preferences and your user name. You can set your browser to refuse all or some cookies, or to warn you when web pages set or access cookies. If you disable or refuse cookies, please note that some parts of our services may become inaccessible or may not work properly.

Data from third parties or publicly available sources:
We receive personal data about you from various third parties and public sources, as follows:
– certain technical and usage information from analytics providers such as Google Analytics. Google has its own privacy policy;
– IP address, geolocation and email account activity from Mailchimp and other WordPress plugins.

3. Processing of personal data

We will use your personal data in accordance with the regulation on the protection of personal data, and afterwards store only the necessary data for the period required by law. Restricting data is essential to protecting information, and the OVERLOAD Association has taken thorough measures to restrict access to the personal data collected to authorised persons only.

Your personal data will be used in the following situations:
– identity verification at check-in;
– payment for participation in OVERLOAD events;
– building the event lists and promoting OVERLOAD services;
– where necessary for our legitimate interests in improving OVERLOAD services;
– when we must comply with a legal or regulatory obligation.

4. Your rights over your data

– The right to be informed: you have the right to know whether your personal data is processed, what data is collected, where it comes from, and why and by whom it is processed.
– The right of access: you have the right to access the data collected from or about you. This includes your right to request and obtain a copy of the personal data collected.
– The right to rectification: you have the right to request the correction or deletion of personal data that is inaccurate or incomplete.
– The right to erasure: in certain circumstances you can ask for your personal data to be deleted from our records. This does not apply to data we must keep for administrative, legal or security reasons.

– The right to restrict processing: where certain conditions apply, you have the right to restrict the processing of your personal data.
– The right to object to processing: in certain cases you have the right to object to the processing of your personal data, for example for direct marketing.
– The right to object to automated processing: you have the right to object to automated processing, including profiling, and not to be subject to a decision based solely on automated processing. This right can be exercised whenever profiling produces legal effects that concern you or significantly affect you.
– The right to data portability: you have the right to obtain your personal data in a suitable format or, where possible, as a direct transfer from one processor to another.
– The right to complain: if we refuse your request under the rights of access, we will give you the reason. If you are not satisfied with how your request was handled, please contact us.
– The right to lodge a complaint about a breach of the GDPR with the supervisory authority: you have the right to the help of a supervisory authority and to other remedies, such as claiming compensation.
– The right to withdraw consent: you have the right to withdraw any consent you gave to the processing of your personal data. You can withdraw your consent to the processing of personal data; however, data that must be collected for the event to take place can only be deleted after the period set by law has passed. Data that is not essential to the event can be deleted as soon as you expressly ask for it.

5. How will we tell you about changes to our privacy statement?

We may change this privacy statement from time to time. We will publish changes on this page and inform you by email or through our platform. If you do not agree with the changes, you can ask us to delete your information from our database.

6. Communication and marketing

We will communicate with you by email, by SMS or through social media about our services or platform, to confirm your registration, to inform you about changes or to promote our services. You can ask us to stop sending communications at any time by contacting us.

– We do not use your personal data in relation to third-party companies, partners or other persons outside the organisation.
– We will not disclose your personal data to third parties or public institutions unless we are legally required to do so. We may disclose your personal data to third parties if you have given your consent or if there are other legal grounds for doing so.

8. Where do we store your data, and for how long?

The data we collect about you will be stored and processed both inside and outside the EEA, on secure servers, to offer users the best possible experience. Data collected outside the EEA is stored responsibly and only in accordance with the national data protection laws of the country outside the EEA. For example: for the fast delivery of web pages.

We will keep your personal data for as long as necessary to fulfil the purposes for which we collected it, including to meet any legal or reporting requirements. If you have questions about how long your data is kept, please contact us.

9. Technical and organisational measures and security of processing

All the information we receive about you is stored on secure servers, and we have implemented appropriate and necessary technical and organisational measures to protect your personal data. We use secure protocols for communication and data transfer (such as HTTPS). We use anonymisation and pseudonymisation where appropriate. We monitor our systems for possible vulnerabilities and attacks.

Please note that, despite the measures we have implemented to protect your data, transferring data over the Internet or other open networks is never completely secure, and there is a risk that your personal data could be accessed by unauthorised third parties. That is why, in the event of a security breach, we will notify the data protection authority within 72 hours, and you will be informed about the breach and kept informed about how its cause is resolved.

10. Links to third-party websites

Our platform may contain links to third-party websites or applications. If you click one of these links, note that each of them has its own privacy policy. We do not control these websites or applications and are not responsible for their policies. When you leave our platform, we encourage you to read the privacy notice of every website you visit.

11. Contact details

For any further information, or to exercise your rights, please contact us. You can also contact the Romanian National Supervisory Authority for Personal Data Processing (ANSPDCP).