Hardloop.Events B.V.

This contains information about the way in which Hardloop.Events B.V. (hereinafter: “we” or “Hardloop.Events”) processes personal data in the context of its business operations. We do this, among other things, via our website www.hardloop.events.

For the processing of this data, we are the so-called data controller within the meaning of the General Data Protection Regulation (“GDPR”).

We process your data carefully and in accordance with applicable privacy legislation, including the GDPR.
If you have any questions after reading our privacy statement, or in a more general sense, or if you wish to contact us, you can do so via the contact details listed at the end of this privacy statement.

Personal data we process

Hardloop.Events B.V. only processes personal data that is adequate, relevant, and limited to what is necessary for the purposes of processing (Article 5 GDPR). We primarily process personal data of our participants, but also personal data of (contact persons at) our clients, applicants, volunteers, suppliers, and other relations, as well as website visitors. We obtain your data (i) from you yourself, (ii) from third parties (such as customers and chain partners), or (iii) from public sources, such as the Chamber of Commerce.

Below you will find an overview of the personal data we may process from our candidates:

• basic information such as your first and last name, date of birth, gender;
• contact details such as your email address, telephone number, (if applicable) the company you work for, and (if applicable) emergency contact details;
• financial information, such as IBAN/bank account number and billing details;
  • personal data you provide to us when you apply to us, such as a cover letter, CV, date of birth, education, and career details;
• any voluntarily provided medical information, solely for safety purposes;
• technical data such as IP address, browser data, and device information;
• all other personal data we obtain from or about you and which we use for the purposes mentioned below.
  We do not always process all the above data; this depends on the type of relationship, the service involved, and (if applicable) the consent you have given us.

For what purpose we process personal data

Hardloop.Events processes the above personal data for one or more of the following purposes (partly depending on our relationship with you):

Marketing and acquisition purposes

We may process your personal data to send newsletters, invitations to our events, and other marketing communications that may be relevant to you. We also take photos and video recordings during our events. We use this visual material to record the event and to promote future events.

Execution of an agreement

We process your data insofar as necessary in the context of the services we provide. This includes participation registration, recording performances such as time registration, and publishing results.
We process your data insofar as necessary to comply with legal obligations. Depending on our relationship with you, the law obliges us, for example, to provide information to the tax authorities, public registers, and regulators.

Applications and recruitment

The data you share with us if you apply to us (via email/post, our website, or via social media) is processed to contact you for the purpose of our application procedure and to handle your application.

Other processing

We also process your data to handle any questions or complaints.
If personal data is processed for other purposes, this will only take place if it is compatible with the original purposes and is justified by a valid legal ground.

On what basis we process personal data

• The processing of your personal data only takes place on the basis of one or more of the legal grounds mentioned in Article 6 GDPR:
  execution of an agreement;
• compliance with a legal obligation;
• consent of the data subject;
• legitimate interest of Hardloop.Events B.V., provided that a balancing of interests has taken place.
  If processing is based on consent, this can be withdrawn at any time without affecting the lawfulness of previous processing.

Security of your personal data

We take the protection of your personal data seriously and take appropriate security measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification. For example, access to personal data is protected by access control and authorization management, and we use secure connections.

The security measures are periodically evaluated and adjusted where necessary. If you have the impression that your data is not properly secured or if there are indications of misuse, please contact us via our contact details.

Retention periods

We store your personal data in accordance with the GDPR and specific mandatory legal retention periods. The data is not stored longer than is strictly necessary to achieve the goals for which the data was collected and to comply with legal obligations. After the retention period has expired, personal data is deleted or anonymized.

Your privacy rights

Under the GDPR, you have a number of rights. You have the right to request access, rectification, deletion, restriction, and portability of your personal data. You also have the right to object to the processing of your personal data. If you wish to exercise these rights, please contact us. Our contact details can be found at the end of this privacy statement. If necessary, Hardloop.Events B.V. may verify the identity of the data subject before processing the request.

It is possible that we cannot (or are unable to) comply with your request. For example, because the processing of certain personal data is required to comply with our legal obligations, or due to other exceptions, such as the rights and freedoms of third parties or the legitimate interests of Hardloop.Events. Should we be unable to comply with a specific request, we will of course inform you of the reasons.

Insofar as the processing of your personal data is based on consent, you have the right to withdraw this consent at any time. Any withdrawal of your consent does not affect the lawfulness of previous processing based on it.

If you believe there is a grievance, we would appreciate it if you contact us first so that we can see if we can resolve it together. Of course, you also have the right to file a complaint with the supervisory authority: the Dutch Data Protection Authority (“AP”). More information about this can be found on the AP website (https://autoriteitpersoonsgegevens.nl/).

Sharing your personal data

In some cases, we share your personal data with third parties. We will only do this when we deem it necessary or when we are obliged to do so based on laws and regulations. We only share your data with reliable parties and ensure that the process of sharing this data is surrounded by appropriate safeguards. We may share your personal data with:

• government agencies such as the tax authorities;
• clients and customers of Hardloop.Events;
• chain partners and event-related service providers such as banks, insurers, time registration partners, and other advisors;
• external suppliers such as IT service providers, hosting and cloud service providers, or other suppliers to whom we outsource supporting services.

When the third party with whom your data is shared is designated as a processor within the meaning of the GDPR, we will also conclude a processing agreement with this third party.

Transfer of personal data outside the European Union

Personal data may be transferred to parties outside the European Economic Area (“EEA”). When we do this directly ourselves, we will take appropriate measures necessary to comply with applicable privacy legislation and ensure that the personal data of the data subject is adequately protected.

Cookies
We use cookies and/or similar techniques on our website. A cookie is a small text file that is stored on the device (computer, tablet, or smartphone) with which you visit our website. We use cookies to personalize content and advertisements, to offer social media functions, and to analyze website traffic. We only use functional, analytical, and tracking cookies.

The functional cookies we use are necessary for the proper functioning of our website and ease of use. For example, they ensure that the website works properly and remember preferences.

With the help of analytical cookies, we collect statistical data about the use of our website so that we can improve our services. The analytical cookies we use are from Google Analytics. We use these to gain insight into your website activities to continuously analyze and improve the user experience of our services.

Through tracking cookies, we collect information about the surfing behavior of visitors so that we can offer tailored content and advertisements. This requires the visitor’s consent. Consent can be withdrawn at any time via the cookie settings.

You can disable the placement of cookies via your browser. However, it may be that certain functionalities of our website no longer work properly.

Changes to this privacy statement

We may change this privacy statement from time to time. Changes will be published on our website. It is therefore advisable to consult this privacy statement regularly to stay informed of any changes.

Organizer Contact Details:
Hardloop.Events B.V.
Trasmolenlaan 12, 3447 GZ Woerden, The Netherlands
Chamber of Commerce: 64791637
Email: info@hardloop.events

Any questions or complaints regarding this privacy statement can only be directed to Hardloop.Events B.V., via the contact details as mentioned above.

Version: October 2026.