Privacy Notice

1. Data Controller

Company

BOSGYM Fitness Kft.

Registered office

1137 Budapest, Radnóti Miklós utca 38., Hungary

Tax number

32740877-1-41

E-mail

[email protected]

Telephone

+36 20 548 8726

Website

theboscup.com

2. Scope of this Privacy Notice

This Privacy Notice applies to the processing of personal data in connection with the BOS CUP / BEAST OF STATIC CUP VOL. 1 international calisthenics competition, including online registration, qualification, organisation and administration of the competition, event-related communications, entry-fee and ticket payments, and photography, video and audio recording at the event.

It applies to competitors, applicants and, in the case of a minor competitor, the minor’s legal representative.

3. Personal data processed

• first name and surname;
• Instagram username, where provided;
• date of birth;
• telephone number;
• e-mail address;
• T-shirt size;
• country represented;
• competition category and registration details;
• qualification video and related link or uploaded file;
• additional information voluntarily provided by the applicant;
• transaction data necessary to identify and reconcile payments;
• data appearing on invoices and accounting documents;
• photographs, video recordings and, where applicable, audio recordings made at the event.

We do not request health data or other special categories of personal data as part of the registration process.

4. Purposes, legal bases and retention

5. Qualification videos

Qualification videos submitted during registration are processed solely for qualification and selection purposes. Access is limited to BOS CUP organisers and judges involved in the qualification process.

Qualification videos are stored in the Google Sheets/Google Drive environment used by the organisers. They are not published to the public. They are retained for no longer than 90 days after the competition, except where longer retention is necessary for a legal claim.

6. Google Sheets and e-mail

Registration data and the organisers’ records relating to qualification videos are processed in the Google Sheets/Google Drive environment used by BOSGYM Fitness Kft. The applicable Google data processing terms and privacy rules apply to the use of those services.

Registration and event-related e-mails are sent through the e-mail system used by BOSGYM Fitness Kft.

7. Payment processing

Competitor entry fees may be paid by bank transfer, online through Stripe, or in cash at the venue. Spectator tickets may be purchased online in advance through Stripe; cash payment at the venue applies to competitor entry fees.

For bank transfers, the Controller may process the payer’s name, amount, payment reference, transaction date and other information appearing on the bank record that is necessary to identify and reconcile the payment.

For Stripe payments, Stripe processes the personal and transaction data required for payment. BOSGYM Fitness Kft. does not store full card details when they are entered directly into Stripe’s payment environment. Stripe’s own privacy notice applies to its processing.

Where invoices or accounting documents are issued, the Controller processes and retains the legally required data.

8. Photography, video and audio recordings

Photographs, video and, where applicable, audio recordings are made at the BOS CUP. The purposes are event documentation and the presentation, communication, advertising and promotion of BOS CUP and BOSGYM.

Recordings may appear on BOS CUP and BOSGYM websites, Instagram, Facebook, YouTube, other social media platforms, in press coverage, television broadcasts or programmes, and in advertising and promotional materials.

Separate voluntary consent is obtained for identifiable, featured or promotional use of recordings. Refusal to provide or withdrawal of consent does not affect registration or participation in the competition.

Following withdrawal of consent, BOSGYM Fitness Kft. will take reasonable measures to stop further use. Complete removal of material already lawfully published, copied, shared or archived by third parties cannot always be guaranteed.

9. Minor competitors

Persons under 18 may participate in the BOS CUP. Registration and participation of a minor require a declaration from the person exercising parental responsibility.

Advertising and promotional publication of photographs, videos or audio recordings of a minor requires appropriate documented consent from the person exercising parental responsibility.

Where GDPR Article 8 applies to an online service based on consent, parental authorisation is required for children under 16.

10. Recipients and processors

Personal data may be accessed, to the extent necessary for their duties, by persons involved in organising and administering the BOS CUP, judges involved in qualification, and service providers required for registration, payment, accounting, website, IT and communication services.

• Google services – storage and administration of registration data and qualification videos;
• Stripe – online payment processing;
• banks and financial service providers – bank transfers and payment processing;
• accounting service provider – invoicing and accounting;
• website, IT and e-mail service providers – operation of the website and communications.

Processors handle personal data only to the extent necessary to provide their services.

11. International transfers

Use of Google and Stripe services may involve transfers of personal data to, or access to personal data from, countries outside the European Economic Area. Where GDPR safeguards are required, such transfers are carried out on the basis of an applicable adequacy decision or appropriate safeguards such as the European Commission’s Standard Contractual Clauses.

12. Data subject rights

• request information about and access to their personal data;
• request rectification of inaccurate data;
• request erasure where the legal conditions are met;
• request restriction of processing where the legal conditions are met;
• exercise the right to data portability where applicable;
• object to processing based on legitimate interests;
• withdraw consent at any time where processing is based on consent.

Requests and data protection enquiries may be submitted to [email protected]. Requests are handled within the time limits required by the GDPR.

13. Complaints and remedies

A data subject may lodge a complaint with the National Authority for Data Protection and Freedom of Information (NAIH) in Hungary.

NAIH: 1055 Budapest, Falk Miksa utca 9–11.; postal address: 1363 Budapest, Pf. 9.; e-mail: [email protected]; website: naih.hu.

A data subject may also seek judicial remedy under the GDPR and applicable Hungarian law.

14. Data security

BOSGYM Fitness Kft. applies appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, loss, destruction and unlawful disclosure.

15. Marketing communications

BOSGYM Fitness Kft. does not operate a separate BOS CUP newsletter or marketing e-mail subscription based on the registration form. Operational e-mails necessary for registration and event administration, such as registration confirmations, schedules and technical information, are sent as part of the organisation of the competition.

16. Registration declarations

• I have read and acknowledge the BOS CUP Privacy Notice.
• I consent to BOSGYM Fitness Kft. using and publishing photographs, video and audio recordings of me made at the BOS CUP for the presentation, communication, advertising and promotional purposes of BOS CUP and BOSGYM, including on BOS CUP and BOSGYM websites, Instagram, Facebook, YouTube, television broadcasts and other media. I understand that I may withdraw my consent at any time.
• For a minor participant, I declare that I exercise parental responsibility over the minor or am the minor’s legally authorised representative and that I am authorised to make the declarations required for registration.