Effective Date: 1 October 2025
Mongolia Sunrise to Sunset (MS2S) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information in compliance with the EU General Data Protection Regulation (GDPR) and other applicable laws.
Data Controller
The data controller for your personal data is:
Mongolia Sunrise to Sunset (MS2S)
info@ultramongolia.org
ecoLeap foundation, c/o Lenz & Staehelin Avocats, Route de Chêne 30, 1208 Geneva, Switzerland
What Personal Data We Collect
We may collect:
- Identity data (name, date of birth, nationality, passport/ID details when required).
- Contact data (email, phone number, postal address, emergency contact).
- Health and fitness data (only when necessary for safe race participation, with your consent).
- Payment data (processed securely via third-party providers; we do not store full credit card numbers).
- Technical data (IP address, browser, cookies, device info, website usage statistics).
Legal Basis for Processing
We process your data on the following legal bases:
- Contractual necessity – to register and manage your participation in the race.
- Legitimate interests – to improve our services, ensure safety, and communicate with you.
- Legal obligation – to comply with safety, tax, or regulatory requirements.
- Consent – when processing sensitive data (e.g., medical information) or using cookies.
How We Use Your Data
We use your data to:
- Manage event registration and participation.
- Communicate important event updates.
- Process payments and donations.
- Provide safety and emergency support.
- Improve our website and services.
- Comply with legal requirements.
Cookies and Tracking
Our website may use cookies and similar technologies to improve user experience, analyze traffic, and support functionality. Where required, we request your consent before placing non-essential cookies. You can withdraw consent or adjust settings through your browser.
Data Sharing
We do not sell your data. We may share your data with:
- Service providers (e.g., payment processors, IT providers, race logistics partners).
- Authorities when required by law or for safety reasons.
- Medical staff in case of emergencies during the event.
International Transfers
Because our operations involve Mongolia and international participants, your data may be transferred outside the EU. We ensure appropriate safeguards are in place, such as contracts with data processors, to protect your data.
Data Retention
We keep your data only as long as necessary for the purposes described, or as required by law. Financial and registration records may be retained for up to 7 years.
Your Rights (GDPR)
You have the following rights under GDPR:
- Right to access your personal data.
- Right to rectification (correction of inaccurate data).
- Right to erasure (“right to be forgotten”).
- Right to restrict processing.
- Right to data portability.
- Right to object to certain processing.
- Right to withdraw consent at any time (without affecting prior lawful processing).
- Right to lodge a complaint with a supervisory authority (e.g., in your EU member state).
To exercise these rights, contact us at info@ultramongolia.org.
Security
We use appropriate technical and organizational measures to protect your personal data. However, no system is completely secure.
Updates to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on this page with the “Effective Date.”