Privacy Policy

Hike and Fly Scoring System

Terms and Conditions & Privacy Policy

Last Updated: November 26, 2024

This Agreement is by and between:

(1) Hike and Fly Scoring System ("we”, “our”, “us”, “Service"), and
(2) The User ("you”, “your”, “User")

1. Definitions

"Platform" means the Hike and Fly Scoring System platform and all related services
"Race Director" means platform users who organize and manage races
"Pilot" refers to any individual participating in races managed through our Service
"Personal Data" refers to any information relating to an identified or identifiable natural person
"GPS Data" refers to tracking information collected during races
"Terms" means these Terms and Conditions
"Agreement" means these Terms and any additional agreements referenced herein

2. Acceptance of Terms

By using our Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you disagree with any part of these Terms, you may not use our Service.

3. Data Collection and Processing

3.1 Pilot Data

We collect and process the following information for pilots:

Full name and contact details
Date of birth and age verification information
Medical information relevant to race participation
Insurance details and policy numbers
Photographic identification
Emergency contact information
GPS tracking data during and after races

3.2 Race Director Data

For platform users who manage races, we collect and maintain:

Unique identifier and username
Password (stored using secure encryption)
Professional email address
First and last name
Contact telephone number
Role designation and account status
Account creation timestamp
Activity logs

3.3 Purpose of Data Collection

Your personal data will be processed for:

Race registration and verification
Safety monitoring and emergency response
Competition scoring and results publication
Event-related communications
Insurance verification
Platform improvement and optimization
Marketing communications (with consent)
Statistical analysis and research

4. Data Protection Framework

4.1 Core Principles

We adhere to the following data protection principles:

Lawfulness, fairness, and transparency
Purpose limitation
Data minimization
Accuracy
Storage limitation
Integrity and confidentiality
Accountability

4.2 Security Implementation

Our security framework includes:

End-to-end encryption for sensitive data
Regular security audits
Multi-factor authentication for administrators
Automated backup systems
Regular security training for staff
Incident response procedures

5. GPS Tracking Data

5.1 Collection Purposes

GPS tracking data is collected to:

Verify race participation and routes
Monitor safety and emergency response
Calculate scores and rankings
Analyze performance metrics

5.2 Retention and Processing

GPS data is:

Collected at regular intervals during races
Processed in real-time for safety monitoring
Stored securely with restricted access
Retained for 5 years from the race date
Archived in anonymized format for historical analysis

We currently share data with:

Race organizers and officials
Emergency services when required
Insurance providers for verification
Other participants (limited to public race data)

While we currently do not share data with commercial third parties, we reserve the right to do so in the future. Such changes may include:

Partnerships with sports analytics providers
Integration with training platforms
Marketing partnerships
Research collaborations

Any future data sharing will be:

Communicated to users with adequate notice
Subject to appropriate data protection agreements
Optional where not essential to service provision
Compliant with applicable data protection laws

7. User Rights

You have the right to:

Access your personal data
Request corrections
Request deletion ("right to be forgotten")
Restrict processing
Data portability
Object to processing
Withdraw consent

8. Data Retention Periods

We retain different types of data for specific periods:

Active account data: Duration of activity plus 2 years
Race results: Indefinitely for historical records
Medical information: Updated annually, previous records retained for 3 years
GPS data: 5 years after each race
Communication records: 3 years from last interaction
Technical logs: 1 year from creation

9. Pricing

9.1 Current Model

The platform is currently provided free of charge to all users.

9.2 Future Pricing

We reserve the right to:

Introduce paid features
Implement subscription models
Modify pricing structures
Offer premium services

Any introduction of fees will be:

Communicated with at least 60 days notice
Optional where possible
Clearly explained and documented
Subject to separate agreement

10. Contact Information

For all data protection matters, contact our Data Protection Officer:

Name: Simone Severini
Email: [email protected]
Website: www.hikeandfly.app

Response times:

General inquiries: 2 business days
Data subject requests: 30 days
Urgent security matters: 24 hours

11. Changes to Terms

We reserve the right to modify these Terms at any time. Changes will be:

Posted on our website
Notified to users via email
Effective 30 days after posting

12. Governing Law

This Agreement shall be governed by applicable laws of Switzerland, excluding its conflict of law provisions. The Parties submit to the exclusive jurisdiction of the Courts of Switzerland.

13. Liability

Except in cases of willful intent or gross negligence, we shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages resulting from your use of the Service or these Terms.

By using our Service, you acknowledge that you have read and understood these Terms and agree to be bound by them. If you have any questions, please contact our Data Protection Officer.