Privacy policy and image rights of volunteers

I - PERSONAL DATA

UTMB Group is committed to preserving the confidentiality of your personal information and attaches great importance to protecting the privacy of volunteers. The purpose of the Privacy Policy is to define the rules applicable to the collection and processing of your personal information. Registering as a volunteer requires your full and complete acceptance of this Privacy Policy.

1. Our commitment to compliance

The processing of volunteers' personal data is subject to European Regulation 2016/679 of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (known as the "GDPR") and to Law No. 78-17 of 6 January 1978 on information technology, data files and civil liberties, as amended (known as the "French Data Protection Act") (hereinafter the "Regulations").

Within the meaning of the Regulations, UTMB Group is the controller of volunteers' personal data processing and undertakes to comply with the legal and regulatory obligations incumbent upon it.

2. What personal data do we collect and on what occasions?

Via the online form, we collect the Personal Data of volunteers who wish in particular to:

• Take part in the HOKA UTMB Mont Blanc event as volunteers;
• Register for services accessible online (e.g. creation of a volunteer account);
• Receive our newsletters;

Prior to the event, Personal Data may also be collected by post managers.

The Personal Data we collect and process includes, for example:

• Identification data
• Photograph
• Data relating to professional life (e.g. RPPS number)
• Driver's license (and its number, but only for course marshals)
• T-shirt size (which must be worn by each volunteer during the event so as to be recognizable)
• Accommodation during the event (for logistical purposes)
• Existence of allergies or dietary restrictions (to facilitate the organization of meals during the event)
• Languages spoken
• Skills and know-how (to justify post assignments)
• Preferred post assignment (to be held during the event)
• Available time slots/days during the event
• Schedule during the event and associated activities
• Expenses related to the event and IBAN (in order to obtain reimbursement).
• Login data for the online "Volunteers" area, such as the IP address and connection logs.

3. Why do we use your personal data?

We collect and process information about you for the following reasons:

• To manage your registration request, plan post assignments and, in general, ensure the proper organization of the HOKA UTMB Mont Blanc event;
• To share with you, before, during and after the HOKA UTMB Mont Blanc event, the information necessary for it to run smoothly;
• To send newsletters matching your selected criteria, by email, by telephone or via the internet;
• To improve the quality of our services;
• To ensure the security of Personal Data (e.g. to prevent digital identity theft);
• To resolve any dispute or settle any issue arising in connection with your participation in the HOKA UTMB Mont Blanc event.

Regarding your image, the photographs you send us may be used to produce a volunteer directory with photos, which facilitates the organization of the event. Likewise, the photographs taken by our photographers during the event are intended to ensure the promotion of the event.

4. On what legal basis is your data processed?

The processing of your Personal Data is justified by different grounds (legal bases) depending on how we use it.

Among the applicable legal bases:

• Contract: the processing of Personal Data is necessary for the performance of the contract binding you to UTMB Group, to which you consented when registering (e.g. the Volunteer Charter).
• Consent: you agree to the processing of your Personal Data through express consent (checkbox in the registration form).
• Legitimate interest: UTMB Group has an interest in collecting and processing certain of your data to ensure the safety of the HOKA UTMB Mont Blanc event and therefore its smooth running.
• Legal obligation: the processing of your Personal Data is made mandatory by a legal text.

5. How long is your personal data kept?

We collect and process your personal data before, during and just after the HOKA UTMB Mont Blanc event.

We then keep it for a maximum of 3 years from the year of your last registration. The photographs you send us when you register will be deleted the year following your participation in our event.

We will not keep your Personal Data for longer than necessary and, when we no longer need it, we will securely destroy it in accordance with our internal policy or anonymize it.

6. With whom do we share your personal data?

As part of our activities, we share your Personal Data with:

• The association Les Amis de l'UTMB Mont Blanc (surname, first name, and photographs);
• Municipalities and their staff, subject to your prior agreement;
• Third parties involved in providing our services (e.g. technical and hosting providers, software publisher dedicated to volunteers, security incident management).
• UTMB Group undertakes to share your Personal Data only with authorized and trusted service providers, who process it on our behalf, according to our instructions.

7. How do we ensure the security of your personal data?

We implement organizational and technical measures to protect your Personal Data against unauthorized access and disclosure, modification, alteration, damage, accidental loss or accidental or unlawful destruction, as well as against any other form of unlawful processing or disclosure to unauthorized persons.

8. What are your rights regarding personal data?

The list of your rights Every volunteer has the following rights:

• Right of access (e.g. to check the data we hold about you and obtain a copy of it)
• Right to rectification (e.g. to update or correct your data if it is incomplete or incorrect)
• Right to object at any time to the collection and processing of all or part of your data for commercial prospecting purposes, for example, including profiling to the extent that it is linked to such prospecting. This right thus gives you the possibility to change your notification preferences at any time;
• Right to restriction (e.g. in certain cases provided for by law, and if you challenge the processing of some of your data, you may request that we restrict its use while our dispute is being handled);
• Right to portability (e.g. you have the right to retrieve your data or to require its transmission to third-party providers);
• Right to erasure (e.g. you may request the permanent deletion of your User account);
• Right not to be subject to a decision based solely on automated processing, including profiling, producing legal effects concerning you or similarly significantly affecting you.
• Right to lodge a complaint with the supervisory authority, namely the CNIL (https://www.cnil.fr/).
• How to exercise your rights

You may exercise these rights at any time by sending your requests: • By email to the following address: dpo@utmb.world or benevoles@utmb.world. • By post to the following address: UTMB Group, 31 Rue du Lyret, 74 400 – CHAMONIX, for the attention of the Personal Data Department.

If you exercise these rights, we will endeavor to respond as soon as possible and, in any event, within the legal period of 1 month from receipt of your request.

Any volunteer registered as such for the HOKA UTMB® Mont-Blanc agrees that UTMB® Group and Les Amis de l'UTMB Mont-Blanc (hereinafter "UTMB") may use, reproduce and exploit their surname, first name, image, voice and the associated attributes of their personality through the photos and videos taken during the performance of their volunteer mission.

This authorization is given to UTMB exclusively for use in connection with the HOKA UTMB Mont Blanc event and its promotion.

This authorization includes the possibility for UTMB's Communication Department to carry out, or to have carried out, the following operations: capturing, recording, modifying, adapting, retouching, distributing and deleting images, videos and sound recordings.

This authorization also includes the possibility for UTMB to use certain photographs for internal purposes, such as producing a volunteer directory with photos.

This authorization is valid worldwide and on all tangible and intangible media, in all formats known or unknown to date, and in particular, without this list being exhaustive: Intranet, internal communication media (video, brochure, etc.). This is the case, for example, of the website and Facebook page published by the association Les Amis de l'UTMB.

This authorization is mandatory because it is materially impossible for us to ask the photographers to blur a photo or to identify and avoid every person who must not be photographed.

The organization of the HOKA UTMB® Mont-Blanc will ensure at all times that the images and videos published do not undermine the dignity, honor and reputation of the volunteers concerned.