Privacy Policy

1. Who are we?

Crossing Belgium is a 4-day expedition raid from the Belgian coast to the Ardennes, organised by Climbing Managers.

Data controller:

Climbing Managers BV
Cootveld 16
9080 Lochristi
BE 1027.146.361
administratie@climbingmanagers.be

In this Privacy Policy, “we”, “us” and “Crossing Belgium” refer to Climbing Managers BV as the organiser of Crossing Belgium.

2. Which personal data do we process?

• first and last name
• email address
• phone number when you provide it
• address details
• company name and invoicing details
• VAT number
• team name and data of team members
• age or age category when needed for participation conditions
• chosen package, payment status and reference
• communication through forms, email or phone
• practical information you provide
• photos and videos taken during the event
• technical data such as IP address, browser, device, visited pages and cookie preferences

If we ask for medical or health information, we only do so when necessary for safety, emergency response or practical organisation. Such data is limited to what is necessary, handled confidentially and only processed with your explicit consent, in line with GDPR Art. 9.

3. Data of team members

When you register a team and provide data of other team members, you confirm that you have informed them and that you are allowed to provide this data.

4. Why do we use your data?

• to answer contact form questions
• to register teams for Crossing Belgium
• to manage participation, packages, payments and invoicing
• to send practical information, updates and preparation material
• to manage participant lists and team composition
• to support the safety and organisation of the event
• to comply with legal, accounting and tax obligations
• to send newsletters or commercial communication when you consented
• to use event photos and videos for reporting and communication
• to secure and improve the website
• to analyse website visits via Google Analytics, only with consent

5. Legal basis

• performance of a contract (team registration)
• legal obligation (accounting and invoicing)
• legitimate interest (event organisation, safety, customer communication, fraud prevention, security)
• consent (newsletters, non-essential cookies, Google Analytics, certain marketing)
• vital interest (emergency situations)

You can withdraw consent at any time without affecting processing carried out before the withdrawal.

6. Google Analytics

Google Analytics is only activated after you give consent via the cookie banner. We may combine Google Analytics with Google Signals and advertising features. This allows us to review aggregated demographic and interest data and to use anonymised audiences for remarketing and personalised advertising through Google services, only after your consent.

7. Who do we share data with?

• website and hosting partners
• form and email providers
• accounting and administrative partners
• payment and banking services
• insurance partners when relevant
• logistics, medical or safety services required for the event
• Google Analytics, after consent
• professional advisers
• competent authorities when legally required

We do not sell personal data to third parties.

8. International transfers

Some technical suppliers such as Google may process personal data outside the EEA. Where this happens, we rely on appropriate legal mechanisms such as adequacy decisions or standard contractual clauses.

9. Retention

• contact requests: up to 24 months after last communication
• registration and participant data: as long as needed for organisation, follow-up, safety and disputes
• invoicing and accounting: as legally required
• newsletter data: until you unsubscribe
• cookie data: see the Cookie Policy
• photos and videos: as long as relevant for communication about Crossing Belgium

10. Photos and videos

General atmosphere and group images may be used based on our legitimate interest. For recognisable individual portraits or targeted commercial campaigns, we may ask for additional consent. Contact administratie@climbingmanagers.be to object.

11. Your rights

Within legal conditions: access, rectification, erasure, restriction, objection, portability, withdrawal of consent and objection to direct marketing. Exercise your rights via administratie@climbingmanagers.be.

12. Automated decision-making

We do not take decisions based solely on automated processing that produce legal effects on you.

13. Complaints

Please contact us first. You also have the right to lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels — www.dataprotectionauthority.be.

14. Security

We take appropriate technical and organisational measures to protect personal data.

15. Changes

We may update this Privacy Policy. The latest version is always available on this page.