Note on languages: This is an English translation of our German "Datenschutzerklärung", provided for convenience only. In the event of any discrepancy or ambiguity between this English translation and the German original, the German version shall prevail and is the sole legally binding text.
The controller within the meaning of the General Data Protection Regulation (GDPR) and other national data protection laws of the member states, as well as other data protection provisions, is:
Jens Wiesner Ewaldistraße 11 50670 Köln, Germany Email: regatta@jury-manager.de
No data protection officer has been appointed, as the legal requirements for doing so (§ 38 of the German Federal Data Protection Act, BDSG) are not met.
We process your personal data only to the extent necessary to provide a functioning application and our content and services. Processing of your personal data generally only takes place with your consent or on another legal basis.
Where we obtain your consent for processing operations involving your personal data, Art. 6(1)(a) GDPR serves as the legal basis.
For processing necessary for the performance of a contract or pre-contractual measures (e.g., to organize and carry out your assignment as an umpire at regattas), Art. 6(1)(b) GDPR serves as the legal basis.
Where processing is necessary to comply with a legal obligation (e.g., retention obligations under commercial or tax law), Art. 6(1)(c) GDPR serves as the legal basis.
Where processing is necessary to safeguard a legitimate interest, and provided your interests, fundamental rights, and freedoms do not override that interest, Art. 6(1)(f) GDPR serves as the legal basis (e.g., for the secure operation of the application).
For the processing of health data (information on allergies for the purpose of catering planning), Art. 9(2)(a) GDPR applies: this information is processed only on the basis of your explicit, voluntary consent.
Your personal data is erased or restricted as soon as the purpose of storage no longer applies. Storage may continue where required by European or national legislators. Specific retention periods for individual categories of data are set out in Section 3.
Each time you access our application, the system automatically collects data and information from the computer system accessing it (e.g., IP address, date and time of access, page accessed). Temporary storage of the IP address is necessary to deliver the application to your device. Storage in log files takes place to ensure the functionality of the application and to safeguard the security of our IT systems. The legal basis is Art. 6(1)(f) GDPR. This data is erased as soon as it is no longer required for the purpose for which it was collected, and at the latest after 60 days.
Using the application requires registration with your email address. No password is used: at login, you are sent a one-time code by email, valid for ten minutes. After successful login, a session is created that contains your user identifier.
The legal basis is Art. 6(1)(b) GDPR, insofar as registration serves the performance of a contract to which you are a party, or the implementation of pre-contractual measures.
The login code becomes invalid and is deleted automatically after it expires (10 minutes) or is used once. Your account and session data is stored for as long as your user account exists.
To organize and carry out your assignment as an umpire at regattas, we process the following categories of data:
This purpose also includes the creation of duty rosters: based on your stated availability and previous assignments, a rule-based system (the "roster generator") produces a proposed distribution of positions, which aims for even utilization across the various positions and incorporates a random element. This proposal is reviewed by the responsible coordinating person and adjusted before publication where necessary; it therefore does not constitute a decision based solely on automated processing within the meaning of Art. 22 GDPR (see also Section 16).
The legal basis for the categories of data listed above is Art. 6(1)(b) GDPR (performance of a contract or pre-contractual measures), with the exception of information on allergies. For this data, Art. 9(2)(a) GDPR applies: it is processed exclusively on the basis of your explicit consent, which you may withdraw at any time with effect for the future, without affecting the lawfulness of processing carried out before your withdrawal.
This data is used exclusively within the application to plan your assignment, and may be shared with individuals responsible for organizing the respective regatta (e.g., coordinators), to the extent necessary for assignment planning.
This data is stored for as long as your user account exists or you remain available for assignments, and is removed at your request or upon deletion of your user account, unless legal retention obligations require otherwise.
To plan your travel to and from the event as well as your accommodation during the regatta, we process your travel details (arrival and departure times) as well as your accommodation preference (e.g., single or double room).
The legal basis is Art. 6(1)(b) GDPR (performance of a contract).
This information is transmitted to the respective organizer or organizing committee of the regatta for the purpose of booking your accommodation. Where necessary for the booking, your address is also transmitted. The organizer or organizing committee processes this data under its own responsibility as an independent controller; its own privacy policy applies in this respect.
This data is stored for as long as it is required for planning the respective assignment, and is deleted afterwards, unless legal retention obligations require otherwise.
To process your travel expense reimbursement, we temporarily collect your bank details (account holder, IBAN, and BIC where applicable) as well as the receipts you submit (e.g., tickets, receipts).
The legal basis is Art. 6(1)(b) GDPR (performance of a contract).
Your fully completed travel expense reimbursement form, including bank details and receipts, is transmitted to the respective organizer of the regatta for review and payment. The organizer processes this data under its own responsibility (as an independent controller within the meaning of Art. 4(7) GDPR) and is, in particular, subject to its own retention obligations under commercial and tax law (e.g., § 147 of the German Fiscal Code (AO), § 257 of the German Commercial Code (HGB)), which may require multi-year retention of payment receipts. We have no influence over the nature, scope, or duration of this processing by the organizer; the organizer's own privacy policy applies in this respect. For questions regarding processing after transmission, please contact the organizer of the respective regatta directly.
Within this application, your bank details and submitted receipts are stored exclusively for the period required for processing until they are transmitted to the organizer, and are deleted afterwards. No further retention of this data takes place within our system.
Within the application, we provide you, as an umpire, with documents (e.g., rules of racing, handbooks) as well as links to external content (e.g., start lists and results). If you mark individual documents as a favorite, this assignment is stored linked to your user account so that the relevant documents can be shown to you again. The legal basis is Art. 6(1)(b) GDPR. External links lead to third-party offerings over whose data processing we have no influence; the respective provider's own privacy policy applies in this respect.
To facilitate cooperation within the umpire team on-site, your mobile phone number (also used as a contact method via WhatsApp), your email address, and your profile photo are visible within the application to other umpires assigned to the same regatta.
The legal basis is Art. 6(1)(f) GDPR (legitimate interest in smooth coordination and reachability within the umpire team during the event).
You can deactivate the visibility of your mobile phone number and email address to other umpires at any time in the application's settings. Independently of this, you have the right to object under Art. 21 GDPR (see Section 16).
Visibility applies for the duration of your assignment to the respective regatta and ends upon its conclusion or upon deactivation by you.
Our application is operated by the following hosting provider:
Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany
The servers are located in Germany and/or the European Union. A data processing agreement under Art. 28 GDPR is in place with Hetzner. The legal basis for processing is Art. 6(1)(f) GDPR (legitimate interest in the secure and reliable operation of the application).
For sending system emails (e.g., login codes, notifications), we use the service Resend (Resend, Inc., USA). This involves processing your email address and the content of the respective email.
Since Resend, Inc. is based in the USA, a transfer of personal data to a third country takes place. This transfer is based on EU Standard Contractual Clauses pursuant to Art. 46(2)(c) GDPR, as well as Resend's certification under the EU-US Data Privacy Framework (DPF). A data processing agreement under Art. 28 GDPR is in place with Resend. The legal basis for processing is Art. 6(1)(b) and/or (f) GDPR.
Our application uses only strictly necessary cookies or comparable storage technologies (e.g., to maintain your login session). These are technically required for the operation of the application. The legal basis is Art. 6(1)(f) GDPR and/or § 25(2) No. 2 of the German Telecommunications-Telemedia Data Protection Act (TTDSG). Consent is not required for this, as these are strictly necessary cookies.
No analytics, tracking, or marketing tools are used.
Beyond the processors named in this policy (hosting, email delivery), we do not disclose your personal data to third parties unless we are legally obliged to do so or you have previously consented. Exceptions are:
In each case, the organizer or organizing committee acts as an independent controller and is not a recipient within the meaning of a processing arrangement. The visibility of certain data to other umpires (Section 9) does not constitute disclosure to third parties within the meaning above, as this concerns other users of the same application; the relevant principles are set out separately in Section 9.
Under the GDPR, you have the following rights:
To exercise these rights, please contact the email address given in Section 1.
Certain personal data is required to enable your registration and your participation as an umpire. Without this data, use of the application or assignment planning is not possible. Providing information on allergies is voluntary.
To support the creation of duty rosters, we use a rule-based system (the "roster generator") that produces a proposed distribution of positions based on your availability and previous assignments (see Section 5.1). No characteristics or evaluations of you as a person are taken into account in this process; the distribution is rule-based, aims for even utilization, and incorporates a random element.
This proposal is always reviewed by the responsible coordinating person and adjusted before publication where necessary. Accordingly, no decision-making based solely on automated processing that produces legal effects concerning you, or similarly significantly affects you, within the meaning of Art. 22 GDPR takes place.
We take appropriate technical and organizational measures to protect your data against accidental or intentional manipulation, loss, destruction, or access by unauthorized persons. Transmission takes place in encrypted form (TLS).
We reserve the right to amend this privacy policy to ensure it always complies with current legal requirements or to reflect changes to our services. The privacy policy in effect at the time of your next visit shall apply.