Privacy Policy

Effective Date: 24 January 2024

Inspire Through Sport Sàrl

Chemin du Miroir,

47 1090 La Croix sur Lutry

Switzerland

Email: ultraswim333@gmail.com

Introduction

This Privacy Policy outlines how Inspire Through Sport Sàrl (“we”, “us”, “our”) collects, uses, and protects your personal data in relation to UltraSwim 33.3 events, services, and communications.

1. Who We Are

We are Inspire Through Sport Sàrl, a Swiss-registered company organising endurance sports experiences including UltraSwim 33.3. We act as the data controller for all personal data you provide to us.

2. Data We Collect

We may collect the following information:

• Identity data: name, date of birth, nationality, ID/passport details (for travel purposes)

• Contact details: email, phone number, mailing address

• Health data: medical conditions or allergies (with consent, for safety during events)

• Participation data: swimming history, performance, training inputs

• Payment data: invoices, transactions (note: we do not store card details)

• Marketing data: your communication preferences and event interest

3. Why We Collect Your Data

We use your data to:

• Register and manage your participation in UltraSwim 33.3

• Coordinate event logistics, accommodation, and safety

• Communicate updates, schedules, and marketing (with your consent)

• Process payments and issue receipts

• Meet legal, tax, and insurance obligations

• Improve our service delivery and overall participant experience

4. Legal Basis for Processing

We rely on the following legal bases:

• Contractual necessity – to deliver services you’ve requested

• Consent – for processing sensitive data or sending marketing materials

• Legal obligation – compliance with Swiss laws and regulations

• Legitimate interest – event planning, internal reporting, service improvements

5. Third-Party Services and Data Sharing

To operate efficiently, we share limited personal data with trusted third-party service providers. These include, but are not limited to:

• Monday.com – project and participant management

• Stripe – payment processing

• Xero – accounting and invoicing

• Third-party hotel booking systems – to manage your accommodation

• GPS tracking and timing software – to track swim performance and ensure event safety

All providers are contractually bound to handle your data securely and only as necessary to deliver their services.

We may also share data with Swiss authorities if required by law.

6. Data Retention

We retain personal data only as long as necessary, typically:

• Up to 10 years for financial, tax, or contractual documentation

• For the duration of your involvement with UltraSwim 33.3

• Until you withdraw consent for optional communications

7. Your Rights

Under Swiss data protection law (and the GDPR, if applicable), you have the right to:

• Access your data

• Request correction or deletion

• Object to or restrict certain uses

• Withdraw consent at any time

• Lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC)

To exercise these rights, please contact us at ultraswim333@gmail.com

8. Data Security

We implement appropriate technical and organisational measures to protect your data, including:

• Encrypted digital storage

• Access restrictions within our team

• Staff training and confidentiality agreements

9. International Data Transfers

If any of our third-party providers process data outside Switzerland or the EU (e.g. cloud services), we ensure appropriate legal safeguards are in place, such as:

• Standard Contractual Clauses

• Transfers to jurisdictions with recognised adequacy status

10. Policy Updates

This Privacy Policy may be updated occasionally. Changes will be posted here and, where appropriate, communicated to you directly.