3.4 If you participate in our competitions, events, or promotions

At a glance:

• You can register for and participate in our competitions, events, and promotions. We will then need your personal data for your participation, managing the competition, event, or promotion. If you do not provide your personal data, it will not be possible to participate.
• We promote our  competitions, events, and promotions, including on our website and on social media, such as by posting racing or other event results, photos, and videos, and interacting with you on social media. If you participate in a competition or event, your personal data may be processed, including on our website and on social media.
• If you make use of our special or temporary promotions for certain products or services, we will need your personal data to check whether your eligibility for the promotion campaign and fulfill all promotion campaign rules, and where relevant send or provide you the promotion products or services.

Who is responsible for the processing of your personal data?

We are the data controller responsible for the processing of your personal data if you participate in our competitions, events, or promotions, such as our product launches, demos and tours, riding classes, and special or temporary product or services promotions.

Authorized dealers and distributors: your authorized dealer and national independent distributor of your country of residence will process your personal data to help organize competitions, events, and promotions, maintaining contact and communicating with you, and promote the sale of our products and services. Authorized dealers will also provide your personal data to us if you make use of a special or temporary promotion for certain of our products or services, so we can check your eligibility and provide you the promotion. These dealers and distributors will also be data controllers responsible for the processing of your personal data, jointly with us for the purposes specified hereunder.

How did we obtain your personal data?

We collect and process your personal data in relation to competitions, events, and promotions from the following sources:

• If you register as a participant to a competitions, event, or promotions and provide your personal data to us.
• Other participants providing your personal data to us.
• Distributors and other business partners of ours and contacts of involved with the organization of the competition, event, or promotion.
• If you make use of a special or temporary promotion for one of our products or services at your authorized dealer. The dealer will provide your information to us, so when can check your eligibility and provide you the promotion product or service where relevant.

If you participate in our competitions, events, or promotions

Which personal data do we process about you?

If you participate in our competitions, events, or promotions, we process the following personal data:

• Full name.
• Postal address (work and/or private).
• Email address.
• Mobile phone number.
• Job title and other work details.
• Age.
• Images (photo and video) in relation to your participation in the competition, event, or promotion.
  Nationality and spoken language.
• If you make use of a special or temporary promotion for one of our products or services at your authorized dealer:
  • The relevant promotion and product or service you bought at the dealer
  • Vehicle identification number
  • Whether you comply with the promotion campaign rules and are eligible to receive the promotion
  • Your authorised dealer
  • Your address and contact details to provide you with the promotion.
• Other information you provide to us in your communications with us.

Why do we process this personal data and what are the legal grounds for processing your personal data?

We use your personal data for the following purposes, based on the following legal grounds applicable to the listed purposes:

Purposes	Legal grounds
For registration purposes, to process and confirm your participation in the competition, event, or promotion. For administrative purposes, to enable you to participate with, attend, or be involved with the organization of any event activities. To maintain contact with you regarding the event activities you registered for or are involved in. To check whether you are eligible and comply with the promotion campaign rules, and if so, provide you with the promotion product or service. To provide you with our sponsorship equipment and promotion, if you are sponsored by us.	Performance of a contract with you: We process your personal data to allow you to participate in the competition, event, or promotion. If you do not provide your required personal data, it will not be possible to participate.
To inform you of upcoming similar competitions, events, or promotions. To invite you to our competitions, events, or promotions and send you information after the competition, event, or promotion. To take and use images (photo and video) in relation to your participation in the competition, event or promotion.	Consent: You can withdraw your consent at any time at the bottom of every marketing message, such as newsletter, you receive, via the privacy settings on your account, or by contacting us using the contact details below. Withdrawing your consent will not affect the lawfulness of our use of your personal data before your withdrawal. Please also note that the processing of personal data of children who are under the relevant age for data protection consent requires the consent of the parents and the consent for the processing of their children's data can be withdrawn at any time.
Monitoring and ensuring compliance with the event requirements, regulations, and statutory obligations. To organize and publicly promote the event, including on our websites and social media. To improve the quality of our products and services in the context of and your experiences with our competitions, events, or promotions. To contact you or your emergency contacts in case of emergencies. To exercise or defend against legal claims. To handle and document your questions, requests, or complaints.	Legitimate interests: We may process your personal data as necessary for achieving our and/or others' legitimate interests. We have a legitimate interest in further developing, improving, and resolving issues in relation to our (racing) competitions, events, and promotions. We have a legitimate interest in analysing the performance of participants during and promoting the event, and our products and services We and other participants have a legitimate interest in monitoring compliance with the event requirements. We have a legitimate interest to properly handle any requests, questions, or complaints made to us, where necessary together with your authorised dealer and distributor, and monitor and verify the proper handling thereof. We will also have a legitimate interest to process your personal data in case of any disputes, and to respond to, handle and document your inquiries and requests.
To maintain the security of our competitions, events, or promotions. To comply with a legal obligation, including court order or request from an authority, and accounting and archiving requirements.	Legal obligation: We process personal data when necessary to comply with one of our legal obligations.
To handle immediate emergencies, such as severe accidents.	Vital interest Processing is necessary to protect your vital interests or those of someone else. This ground applies if we need to process certain personal data in case of an accident or other emergency, and we cannot rely on one of the other grounds above.

How long do we retain your personal data? 

We will not retain your personal data longer than necessary in relation to the purposes for which the data are processed. This means that:

• We will retain your personal data until 1 year after your participation in the (racing) competition, event, or promotion. We will retain your information longer if you still wish to receive information on upcoming competitions, events, or promotions.
• We will retain your personal data longer then stated above, if we still need your personal data to comply with the applicable law, or for the establishment, exercise, or defense of legal claims, or it concerns any promotional or historical materials in relation to the event and your participation therein, such as published on our website, social media, and (promotional) print materials.

Who will have access to your personal data?

Your personal data will be processed by persons working for or on behalf of us on a need-to-know basis for the purposes described above. We also use the services of third parties who process your personal data on our behalf, acting as a data processor, such as for providing hosting services. In each case, we have concluded appropriate data processor agreements in line with the applicable data protection laws. In addition, the following parties may receive your personal data as (joint) data controllers or processors:

Category of recipient

Dealer and distributor: to help organize competitions, events, and promotions, maintain contact and communication with you, and promote the sale of our products and services.

• Social media provider: we may post information on social media to promote the event and our products and services.
• Event organizer: third parties assisting us with organizing and managing the competition, event, or promotion.
• Competent authorities: in the event, your information is requested if you committed traffic violations.