01
Introduction
Follow The Coast (“FTC”, “we”, “us”, “our”) is an international running community organising long-distance relay running adventures, events and related community activities.
Participation in FTC involves the collection of personal information and the creation of photographs, videos and other audiovisual content documenting our adventures.
This policy explains how we collect, process, store and protect personal data, how we use images of participants, and the responsibilities of team leaders registering runners on behalf of their teams.
We are committed to complying with the European General Data Protection Regulation (GDPR — Regulation EU 2016/679) and applicable national data protection and image rights legislation.
Data controller: Cercatrova BV
Registered address: Kammenstraat 86, 2000 Antwerpen
Contact email: vanhaverbekecharles@gmail.com
Privacy requests: vanhaverbekecharles@gmail.com
02
Personal data we collect
When registering for or participating in FTC activities, we may collect the following information:
- Full name and contact details
- Date of birth or age, where necessary
- Nationality and country of residence
- Team name, team leader and team composition
- Emergency contact details
- Event registration and participation history
- Payment and transaction information
- Photographs, video footage and audiovisual recordings
- Running statistics, stage assignments and event results
- Health or medical information strictly necessary for participant safety, where separately and lawfully collected
We only collect information reasonably necessary for the organisation, safety, documentation and administration of FTC activities.
03
Purposes and legal basis for processing
FTC processes personal information for the following purposes:
Event organisation: Managing registrations, teams, routes, logistics, safety communications and participant information.
Legal basis: Performance of a contract and, where applicable, legitimate interests or legal obligations.
Safety and emergency management: Coordinating emergency assistance and responding to incidents during events.
Legal basis: Applicable legal obligations, vital interests where appropriate, and separate explicit consent or another valid exception where sensitive health information is involved.
Community communications: Providing updates about participation, event arrangements and community activities.
Legal basis: Contractual necessity, legitimate interests or consent, depending on the communication.
Photography and media: Documenting FTC adventures and publishing content through books, websites, social media, films, press materials and partner communications.
Legal basis: Consent where required, or another appropriately assessed lawful basis for particular documentary activities.
Legal and financial administration: Maintaining records required for accounting, compliance, insurance and legal purposes.
Legal basis: Legal obligations and legitimate interests.
04
Photography, video and image rights
Photography and storytelling are an integral part of Follow The Coast. Our adventures are documented through photographs, video footage, interviews, written stories and other creative content.
By separately accepting the Image Rights Authorisation during registration, each participant grants FTC a worldwide, non-exclusive, royalty-free licence of indefinite duration, subject to applicable law and the rights described below, to use their identifiable image, likeness, voice and recorded participation in FTC activities.
This authorisation includes use in:
- Printed publications: Photobooks, magazines, commemorative publications, editorial features and other physical publications.
- Digital channels: FTC’s official website, social media channels, newsletters and online publications.
- Films and documentaries: Event recaps, interviews, documentaries, promotional videos and other audiovisual productions.
- Press and public relations: Media articles, interviews, presentations and press releases.
- Partnership communications: FTC-related communications involving sponsors, supporters and event partners.
FTC may crop, edit, reproduce, publish, distribute and adapt authorised material for these purposes, provided that the material is not used in a defamatory, misleading, degrading or otherwise unlawful manner.
No additional remuneration or individual publication approval is required for uses falling within the authorisation, unless otherwise agreed in writing.
The authorisation does not transfer ownership of the underlying photographs or recordings, and does not authorise unrelated commercial exploitation of a participant’s identity.
4.1 Duration of image rights
The image rights licence is intended to remain valid throughout the participant’s lifetime and beyond, to the extent permitted by applicable law.
However, the duration of the licence does not restrict any mandatory rights under the GDPR or applicable image rights legislation.
4.2 Printed books and physical publications
FTC produces printed photobooks and other physical publications documenting its adventures.
Participants acknowledge that printed publications are permanent physical records that may be distributed internationally, sold, gifted, archived or retained by third parties.
Accordingly:
- Withdrawal of authorisation does not retroactively invalidate lawful publication or distribution undertaken before withdrawal.
- FTC is not required to retrieve, recall, destroy or alter physical copies lawfully printed and distributed before receiving a valid withdrawal request, except where required by applicable law.
- Existing physical copies may remain in circulation indefinitely.
- FTC may retain copies where a valid legal basis exists, including for legitimate archival, evidentiary or legal purposes.
Future print runs, revised editions and new physical publications following withdrawal will be assessed under applicable law and will not automatically be authorised by the original consent.
4.3 Digital publications and withdrawal
Participants may withdraw their consent for consent-based digital use of their identifiable image by contacting FTC at vanhaverbekecharles@gmail.com.
Upon receiving a valid request, FTC will:
- Identify the relevant content using the information provided by the participant.
- Remove or anonymise applicable content from FTC-controlled websites and social media accounts without undue delay, subject to applicable law.
- Cease new consent-based digital publications featuring that participant.
- Where appropriate, notify relevant processors or recipients of the withdrawal.
FTC cannot guarantee deletion of independently shared copies, third-party publications, screenshots, archived material or content outside its control. Where legally required and reasonably possible, FTC will take appropriate steps concerning such material.
Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.
4.4 Third-party media and sponsors
FTC may collaborate with photographers, filmmakers, publishers, media organisations and commercial partners.
Such parties may receive authorised media material where necessary for FTC-related activities, subject to appropriate contractual arrangements and applicable law.
Use of a participant’s identifiable image for unrelated advertising, independent brand endorsements or separate commercial campaigns requires an appropriate legal basis and, where necessary, additional authorisation.
05
Team registration and team leader responsibilities
Participation in FTC events is organised through teams.
Each team is registered by a designated team leader, who acts as the primary contact between FTC and the participating runners.
By submitting a team registration, the team leader confirms and undertakes that:
- Every registered participant has received access to the current FTC Privacy, Data Protection & Image Rights Policy before registration.
- Every participant has had a reasonable opportunity to read and understand the policy.
- Every participant has individually acknowledged the policy and provided any separately required authorisations.
- The team leader has accurately communicated each participant’s registration information and authorisation status.
- The team leader will not falsely represent that any participant has provided consent.
- The team leader will promptly inform FTC of any participant who has not agreed to the required registration terms or has withdrawn an authorisation.
- The team leader will cooperate with FTC in obtaining verifiable evidence of individual acknowledgement and consent where required.
The team leader expressly confirms that each individual runner has read, understood and accepted the applicable participation terms and has separately provided the required image rights authorisation.
Where a team leader collects confirmations on behalf of FTC, they must retain reliable evidence of each participant’s affirmative acceptance and provide it to FTC upon reasonable request.
A team leader’s declaration does not replace individual consent where such consent is legally required.
FTC may require direct individual confirmation before finalising a runner’s registration or publishing identifiable material on a consent basis.
07
International data transfers
FTC operates internationally, and its events may take place outside the European Economic Area.
Where personal data is transferred internationally, FTC will ensure that an appropriate legal basis and any required safeguards are in place, including adequacy decisions, standard contractual clauses or other legally recognised mechanisms.
09
Participants’ GDPR rights
Subject to applicable legal conditions and exceptions, participants have the right to:
- Access their personal information.
- Request correction of inaccurate information.
- Request deletion of personal information.
- Restrict certain processing activities.
- Object to processing based on legitimate interests.
- Request portability of eligible personal information.
- Withdraw consent at any time where processing relies on consent.
- Lodge a complaint with a competent data protection supervisory authority.
Requests can be submitted to vanhaverbekecharles@gmail.com.
FTC will respond within the legally applicable timeframe, generally within one month, subject to permitted extensions.
12
Changes to this policy
FTC may update this policy to reflect changes in its activities, legal requirements or data processing practices.
Material changes will be communicated through appropriate channels.
Where changes require renewed consent or authorisation, FTC will request it before undertaking the relevant processing.
