This policy explains how the Carpathian Classic regularity rally processes your personal data. It describes what this website actually does — nothing more, nothing less.
Who we are
The data controller is ACS Klausen Retro Legends (CUI 50815060), Str. Livezii 63, Cluj-Napoca, Romania — the organiser of the Carpathian Classic. For any data-protection matter write to [email protected]. We have not appointed a data protection officer.
What we collect and why
Entering the rally
When a crew submits the entry form we collect, for both the driver and the co-driver: name, email address, phone number, date of birth (to check the minimum age of 18), postal address (street, city, postcode, country), an optional social-media handle, t-shirt size and any allergies or dietary needs. We also collect the crew's short résumé, the car's make, model, year, engine size and registration plate, one to eight photos of the car, the entry fee estimate shown to you, the language you used, and the seven declarations you accept, each with the time you accepted it. We record the browser used to submit the form (its "user agent") to detect abuse. We do not store your IP address.
Allergy and dietary information is health-related and therefore special-category data. It is optional, collected only with your explicit consent, used solely to plan catering, and kept to the minimum you choose to tell us.
While you fill in the form, an unfinished draft (without photos) is saved in your own browser's local storage so you can come back to it. It never leaves your device until you submit.
Waiting list
If you sign up to be notified when entries open, we keep your name, email address, the time of your consent, your language and your browser's user agent. We email you once, when entries open.
Contact form
We keep the name, email address, subject and message you send, your language and the time you consented, so the organisers can reply.
Organiser accounts
Members of the organising team have admin accounts (name, email, password hash, preferred language). Their actions in the admin area are logged (who did what and when, and the browser used) for security and accountability.
Technical data
Our hosting provider keeps standard server logs. Our error-monitoring service (Sentry) receives a report when something goes wrong on the site or in our servers; a report can include the page you were on, your browser and, transiently, your IP address, and is used only to fix the fault. Google Analytics runs only if you accept analytics cookies, with IP anonymisation switched on — see the Cookie Policy.
Legal bases
- Performance of a contract (GDPR art. 6(1)(b)): processing your entry, communicating about it, and running the rally you entered.
- Legal obligation (art. 6(1)(c)): accounting records for the entry fees you pay, and obligations towards the sporting authorities.
- Legitimate interests (art. 6(1)(f)): keeping the site secure and free of abuse, monitoring errors, keeping the rally's participation history, and publishing the entry list and event photos and videos to promote the rally. You can object at any time.
- Consent (art. 6(1)(a) and 9(2)(a)): allergy and dietary information, the waiting list, the contact form, and analytics cookies. You can withdraw consent at any time; this does not affect what was done before.
Public display and event media
Once an entry is confirmed, the driver's and co-driver's names, the car (make, model, year, class) and the cover photo you uploaded appear on the public entry list and in the starting grid and results of that edition. Photos and video recorded during the rally — including of participants, crews and cars — may be published on this website, on the rally's social-media channels and in press material to document and promote the event. If you do not want to appear in such material, tell us at [email protected] and we will take reasonable steps to comply.
Who we share data with
We use service providers who process data on our behalf and under our instructions:
- hosting and email delivery of the notifications the site sends you;
- Sentry (Functional Software, Inc.) for error monitoring;
- Google Ireland Ltd. for Google Analytics 4 — only after you accept analytics cookies;
- YouTube (Google) for the videos embedded on the site — the player runs in privacy-enhanced mode and sets cookies only when you press play, but the preview image is loaded from Google's servers when the page opens;
- Banca Transilvania, which processes the bank transfer when you pay the entry fee.
Where a provider is established outside the European Economic Area (Sentry and Google are in the United States), transfers rely on the EU–US Data Privacy Framework or the European Commission's standard contractual clauses. We do not sell personal data and we do not share it with anyone else, unless the law requires it.
How long we keep it
We keep an entry's full details for as long as we maintain the rally's participation history, so past editions stay complete and returning crews can be recognised. Waiting-list signups are removed once they are no longer needed. You can ask us to erase your data at any time (see your rights below): we then reduce the entry to the driver and co-driver names, competition class and ranking, and delete the car photos.
Contact messages are kept until the organisers have handled them and are deleted on request. Admin activity logs are kept for 12 months. Your cookie choice is stored for 6 months. Accounting records are kept for the period required by Romanian law.
Your rights
You have the right to access your data, to have it rectified or erased, to restrict or object to its processing, to receive it in a portable format, and to withdraw any consent you gave. Write to [email protected] from the email address you used with us; we answer within one month. You may also lodge a complaint with the Romanian supervisory authority, the Autoritatea Națională de Supraveghere a Prelucrării Datelor cu Caracter Personal (ANSPDCP, dataprotection.ro).
Cookies and changes
Cookies and similar technologies are described in our Cookie Policy. The terms under which you use this site and enter the rally are in our Terms & Conditions. We update this policy when the site changes; the date of the last update is shown at the top of the page.