Privacy statement

Updated: 28.05.2023

This privacy statement explains what personal data the Equestrian Federation Information Platform (FIPA) processes, how FIPA processes it, and for what purposes.

1. Data controller and service provider:

Norges Rytterforbund Postboks 5000 0840 Oslo, Norway Tlf: 21 02 90 00, e-post: nryf@rytter.no

2. Data processor:

Fipatech OÜ Fortuuna 35-21 Tartu 50603, Estonia E-post: martin.kiilo@fipatech.com

3. Name of the register: Equestrian Federation Information Platform (FIPA), domain: https://nryfstevne.no/

4. What is the basis and purpose for the processing of the personal data?

Background: The Equestrian Federation Information Platform offers various operational services to its members enabling organisation of the equestrian sports events, including competitions, trainings and other relevant activities. Through the Platform the organisers of the equestrian events schedule and set up events, open events for registration, process payments, payouts and refunds, prepare registrations´ data to run a show, document the results, enter and publish the results. The results´ data is processed to calculate qualifications, rankings, publish statistics, prepare and publish reports. Through the Platform, Norges Rytterforbund facilitates entries of athletes to FEI events, approves or rejects entries, exchange data with FEI, receives results from FEI database that are used to calculate e qualifications, rankings, publish statistics. Results´ data as well as personal data such as age, membership or affiliation to certain club or regional organization is processed to validate athletes´, horse´and combinations´ eligibility to enter equestrian events.

The Norges Rytterforbund registers horses to database, processes horse registration, licencing, ownership change, pony measurements documentation, FEI passport applications and payments for these applications and services. The Norges Rytterforbund processes FEI licences applications for athletes participating in international events. The Norges Rytterforbund collects and processes data on organisers of the equestrian events, including managing the permissions and access of the organisers to their own and participants´ data as configured based on the Norges Rytterforbund´s regulations. Norges Rytterforbund collects and processes data regarding equestrian events, such as subjective evaluation of quality of services provided by officials and representative of riders. Norges Rytterforbund manages the process of renewal of professional qualifications (authorizations) of equestrian officials and trainers in equestrian sports.

Basis of personal data processing:

Participating in equestrian event is a paid service, where participant enters contractual relations with organiser of event.
To participate in the equestrian event a licence for an athlete and/or a horse might be required. The licencing process entails collection and processing personal data.
To participate in the international (FEI) questrian event a licence for an athlete and/or a horse might be required. The licencing process entails collection and processing personal data and submitting it to FEI.
Submitting an application to the Norges Rytterforbund is a paid service, where applicant enters contractual relations with service provider.

Purpose of personal data processing: organisation of equestrian events, publication of results, administrative activities in equestrian sports.

Processing of personal data: The Norges Rytterforbund collects personal data for athletes and horses´s owners if they potentially wish to participate in the equestrian events. Data collection takes places through licencing process or when processing any of horses´ related applications. Organiser of the equestrian event collects if needed additional personal data from participants upon registration to the event. Organiser processes data during the event and after the event to document and publish the results. The results are publicly available and may include also ranking points, qualifications and data on awards, including monetary and in-kind awards received for winning the competition. Results may also include data on withdrawals, not participating or changing the competitions. All competition outcomes (including detailed results or eliminated, retired, voided etc) will be documented and published through the Platform. All suspensions and other penalties (yellow cards, red cards) will also be documented and stored in the system. In case the Norges Rytterforbund´s regulations require the suspensions and penalties will be made public and/or known to organisers and officials at the equestrian events.

In case the Help Desk services or feedback services are used, we collect, store and use personal data to be able to use logs to spot the problem or defect and to communicate to solve the problem or answer the question.

5. Data we collect and process

We collect the following data for the purpose of facilitating the organisation of equestrian events and managing the equestrian sports:

contact information of event organisers (legal persons)
data on registrations of participants to events, including data on their horses, starting and result lists, rankings and qualifications
data on club members (in case of minors also data on their legal guardians) under the Norges Rytterforbund, officials and staff members of organisers (physical persons)
data on licencing and club membership of club members under the Norges Rytterforbund (physical persons)
data on suspensions and penalties imposed on participants and/or officials (physical persons)
data on payments of fees and processing of returns, including date and time of transactions, sum of transaction, receipts that include personal data of payer (legal or physical persons)
data on monetary and in-kind awards paid to participants (physical persons)
data on officials´ professional qualifications (name of qualification, type and expiration date) and professional experience of working for organiser during the events, i.e. as judge, steward etc and their contact information (physical persons)
horse breeder, owner information or horse representative data that could be used to contact horse representative at the event venue (legal or physical persons)
horse data, such as breed, date of birth, competition results and registrations
data on applicants for functions linked to horse´s registration, change of owner, submitting pony measurements, applying for FEI passport or its renewal, licencing of horses (legal or physical persons)
copies of documents enclosed to horse applications, including copies of horse´s passports, ownership certificates, veterinarian certificates, copies of contracts certifying buying or selling a horse (legal or physical persons)
texts, documents, pictures etc related to organisers, events, horses, persons in the system (legal or physical persons)

We collect and process the following types of personal data:

For club members under the Norges Rytterforbund and other physical persons in the system name, address, e-mail address, phone number, e-mail address or/and phone and name of a legal guardian or representative in case of a minor, birth date, IP address. Birth date is used to determine the age of participant to group participants to age-based classes and determine the eligibility of users for various services or discounts (i.e. right to purchase a licence). Contact data is used by event organisers and register administrators to contact participants in connection to their participation in the equestrian events. In addition, data on licencing (licence type, payment date), club membership (including date of joining or leaving the club), suspensions and penalties imposed (red cards, yellow cards, suspensions from events, start date, end date and reason) is collected and processed. In cases determined by the data controller, these types of data may be publicly available.
For horse related applications, an applicant or/and horse owner and/or horse representative name, address, e-mail address, phone number, IP address are collected and processed. For horse owners, the share in horse ownership (in percentage) and the start date and end date of horse ownership is collected.
Organisers collect and manage the data on staff and officials acting on behalf of the organiser in different roles associated with the organisation of the events. The data on staff and roles has start dates and end dates and will be used to document and validate the staff´s and officials´ professional experience, i.e. judge qualification.
For receipts, payer name, address, e-mail and phone number are collected.
Username and passwords are collected for all users of the system.

6. Sources of personal data

We obtain personal data directly from users and from the cooperation partners, including such services as NIF club members´ register, Horsepro system, STRIPE, HelpScout, Surveymonkey, BuyPass SSO and Equipe APP. We might change the cooperation partners services or add more services if needed provided they are compliant with the Personal Data Protection regulations.

7. Disclosure of personal data

The data controller or data processor or their cooperation partner(s) may use or disclose the personal data only in the way the person would expect, i.e. for the purpose of organisation and facilitation of the equestrian events, including to complete the transactions that have been initiated or to provide services that have been requested, within the limits set up in the respective legislation and the limitations established by the data controller.

The following exceptions may apply:

The person has consented the secondary use of data or disclosure
Disclosure of data to the Member clubs within the framework of the terms and conditions laid down in the privacy statement and pursuant to the data controller regulations
The Norges Rytterforbund can use the data to communicate to the participants, their guardians, horse owners, events organisers´ staff, officials and other categories of users the important information regarding the developments in equestrian sports and/ or about the operational matters, i.e. reminders regarding the debts for registrations, reminders to change registrations etc
The subcontractors with whom the Norges Rytterforbund or its cooperation partner enter the service provision contracts with full respect of the Personal Data Protection regulations.

We do not disclose data outside the EU /EEA.

8. Access and control of personal data

Personal data can be controlled by accessing the user´s profile page in the system. The access is protected by either the username and password or the BuyPass services. User can control personal data that has been collected and stored, and exercise data protection rights, by contacting the Norges Rytterforbund. In case the data source is the third party system, the data should first be corrected in this system and transferred to the Platform in a correct version.

The Norges Rytterforbund is responsible for reviewing the data access permissions configurations in the Platform and managing the creation of the users´ accounts.

Competition data, i.e. registrations, results, rankings etc, will not be destroyed as its retention is justified due to historical documentation reasons.

The needs for data are assessed regularly and necessary steps are taken to correct or destroy outdated, incompatible or outdated personal data.

9. Rights of data subject

The data subject has the right to inspect the personal data collected and stored in database and the right to demand correction of incorrect data and deletion of data. Relevant requests must be submitted in person or in writing to the Norges Rytterforbund. The data subject has the right to object or request restricting the processing of their data and make a complaint regarding processing of personal data by the supervisory authority.