Privacy Policy
YOUR PRIVACY RIGHTS
Updated: May, 2018
Welcome to the privacy policy of the Honolulu Marathon Association
In this Privacy Policy (“Policy”), we describe the personal information that we collect from visitors to and users of our websites (“Site”), our blogs, our mobile applications (“Applications”), and online products and services including third party services (collectively, “Services”) and how we collect, use, and share personal information in the course of our business activities.
HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:
Direct interactions. You may give Us your Identity Data, Contact Data and Financial Data by filling in forms or by corresponding with Us by post, phone, email or otherwise. This includes personal data you provide when you:
1. apply for Our products or services;
2. create an account on the Site;
3. subscribe to Our service or publications;
4. request marketing to be sent to you;
5. apply to participate in one of our Events;
6. volunteer in some capacity at one of Our events;
7. sign up to charitable programs;
8. enter a competition, promotion or survey;
9. give Us some feedback;
Automated technologies or interactions. As you interact with the Site, We may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as analytics providers, advertising networks, technical, payment and delivery services, data brokers or aggregators. Please Contact Us to find out more about the various third parties and public sources from which We may receive personal data about you.
HOW WE SHARE PERSONAL INFORMATION WITHIN HONOLULU MARATHON AND WITH OUR SERVICE PROVIDERS, REGULATORS AND OTHER THIRD PARTIES
We also collect personal information from individuals who may refer you as a friend to our loyalty programs or products or services. We ask these individuals to confirm that you are happy to hear from us.
We will only collect, use, and share your personal information where we are satisfied that we have an appropriate legal basis to do this. The chart below summarizes when we collect personal information, the types of personal information we collect, how we use the personal information, and the legal basis for our use of such personal information.
| When We Collect Personal Information | The Types of Personal Information We Collect | How We Use Personal Information | The Legal Basis for Using Personal Information |
|---|---|---|---|
| Personal Information we collect by cookies or similar technologies (“cookies”) when you visit our Site. | We may collect data related to your use of our Sites including where you came from, login details, pages you looked at, duration of your visit, geographic location, and/or the links you click. Technical information collected includes your browser type and operating system, device information, your Internet Protocol (“IP”) address, and your unique ID which is given to each visitor and expiration of date of the ID. | We use this information to tailor our Sites for you, that is to show you recommendation, marketing, or content based on your profile and interests and to display Sites in a tailored way, for example to show you advertising we think you might like. This data allows our Sites and Applications to function properly, that is to ensure the proper display of content, create and remember your shopping chart, create and remember your account login details, interface personalization, improve our Sites, to ensure our Sites are secure and safe and to protect against fraud. This data is used to run statistics to avoid visitors being recorded twice, know users’ reaction to our advertising campaigns, to improve our offers, to allow sharing of our content on social media, to show online advertisements for products that may be of interest to you, based on your previous behavior, and/or ads and content on social media platforms or other sites. You can opt out of targeted advertising by using the function available on our Site (where applicable), or in your browser settings. For opting out of targeted advertising on social media platforms, please visit the relevant social media platform to explore the options they may provide. | Our legal basis to use this information includes (1) your consent (to store cookies on your device) and (2) our legitimate interests, including to improve our Sites and Services, to better engage with you, and to secure our Sites. |
| Personal Information we collect and use for personal account creation and management. | Where your personal information is collected during the creation or management of an account on our Sites or Applications, through a social media login or store, we may ask you to provide first and last name, email address and desired password, displayed name, date of birth, subscription preferences, information about your activities and interests, other profile data such as mailing address, phone number, occupation, and gender, physical activities or similar health related information, social media profile (where you use your social media login or share this personal data with us), user generated content, contact information of a friend (where you share this personal data with us), and payment information. | We use this information to manage your registrations, send you marketing communications (where you have asked us to) which may be tailored to your “profile” (i.e. based on the personal data we know about you and your preferences), offer you a loyalty program, offer personalized services based your characteristics, allow you to manage your preferences, monitor and improve our Sites and Applications, run analytics or collect statistics. We may use the information to secure our Sites and protect you and us against fraud, to respond to your questions and otherwise communicate with you about your use of our services, and to manage any competitions, promotions, surveys or contests you enter. | Our legal basis for using this information includes (1) performance of a contract so you can create and manage your account, (2) our legitimate interests including to improve our Sites and Services, better engage with you, to prevent fraud, and secure our Sites, and (3) consent so you can receive marketing communications from us. |
| Personal Information we collect and use if you register for an Event using our Sites or Services. | We collect first and last name, email address, physical address, phone number, personal description or preferences, transaction information including payment information, and purchase history. | We use this information to contact you to finalize your order where you have saved your shopping card or placed Events in your cart without completing the process, inform you when Service updates or new Services are available, process your order, manage payment (note: your payment information are not collected directly by us but by payment service providers), manage any contact you have with us about your purchase, secure your transactions against fraud (we may use a third party provider solution to detect fraud), if you place a purchase using a registered account, we will add this transaction to your profile so we can understand your interests and preferences and you will see a record of your transactions, manage any dispute relating to a purchase, run analytics or collect statistics, and to communicate with you about your use of our Services. | Our legal basis for using this information includes (1) performance of a contract so you can create and manage your account, (2) our legitimate interests which include to improve our Sites and Services, better engage with you, prevent fraud, and secure our Sites, and (3) to comply with a legal obligation (to keep information we are required to keep). |
| Personal Information we collect and use when you use our Applications. | We may ask you to provide first and last name, email address date of birth, information about your activities and interests, your current location (geolocation), other profile data such as contact information, occupation, and gender, physical activities or similar health related information, application or device usage data, social media data (where you use your social media login or share this personal data with us), and payment information. | We collect this information to provide Services requested, analyse your personal characteristics and identify and recommend appropriate Events based on location; monitor and improve our Applications, run analytics and statistics. | Our legal basis for using this information Lawful includes (1) consent (provide you with services requested) and (2) our legitimate interests, including to improve our Sites and Services, to better engage with you, and to secure our Sites. |
| Personal Information we collect during the registration for Events on Sites or Applications (these Sites are provided by third party vendors) | We collect first and last name, organization name, gender, professional and personal email address, professional and/or personal address, professional and/or personal email address, username and password, preferences, other information you have shared with us about yourself (e.g. via your “my account” page, by contacting us, a question via the chat function available on some websites, or by participating in a survey, etc.), and/or payment information. | We use this information to manage your purchases/order, send you marketing communications (where you have asked us to) which may be tailored to your professional “profile” (i.e. based on the personal data we know about you and your preferences), offer you a loyalty program, offer personalized services based on professional interests and characteristics, allow you to manage your preferences, monitor and improve our Sites, Applications and Services, run analytics or collect statistics, secure our Sites and protect you and us against fraud, respond to your questions and otherwise interact with you. | Our legal basis for using this information includes (1) performance of a contract so you can create and manage your account, (2) our legitimate interests which include to improve our Sites and Services, better engage with you, prevent fraud, and secure our Sites, and (3) consent so you can receive marketing communications from us. |
| Personal information we collect and use when you purchase products or services | We collect first and last name, email address, physical address, phone number, personal description or preferences, transaction information including purchases, payment information, and purchase history | We use this information to contact you about your orders of our Services, inform you when Service updates or new Services are available, process your order, manage payment (note: your payment information is not collected directly by us but by payment service providers), manage any contact you have with us about your events or registrations, secure your transactions against fraud (we may use a third party provider solution to detect fraud), if you place an order using a registered account, we will add this transaction to your profile so we can understand your interests and preferences and you will see a record of your transactions, manage any dispute relating to a purchase, run analytics or collect statistics. communicate with you about your use of our Services. | Our legal basis for using this type of information includes (1) performance of a contract so you can create and manage your account, (2) our legitimate interests including to improve our Sites and Services, better engage with you, prevent fraud, and secure our Sites, and (3) to comply with a legal obligation (to keep information we are required to keep. |
| Personal Information we collect and use when you subscribe to receiving our marketing communications. | We collect first and last name, email address and desired password, displayed name, date of birth, personal description or preferences, order details, social media profile (where you use your social media login or share this personal data with us), user generated content, other information you have shared about yourself (e.g. via your “my account” page, by contacting us, a question via the chat function available on some websites, or by participating in a contest, game, survey, etc.), subscription preferences, contact information of a friend and payment information. | We use this information to send you marketing communications (where you have asked us to) which may be tailored to your “profile” based on the personal data we know or learn about you and your preferences, show you marketing communications on other websites, including social media platforms. Note that you may also see our ads on other websites, including on social media sites, but these may not be tailored to you. We use this information to keep an up to date suppression list if you have asked us not to be contacted, to run analytics or collect statistics, to send content on your behalf to your friends and/or family. | Our legal basis for using this information include (1) consent or (2) our legitimate interests which include to improve our Sites and Services and to better engage with you. |
| Personal Information we collect and use when you ask questions relating to our Services, your orders, account or rights, and customer support. | We collect first and last name, email address, phone number, date of birth, information about your activities and interests, and other information you have shared with us about yourself in relation to your enquiry (which may include activities and interests). | We use this information to communicate with you about your use of our Services | Our lawful basis to use this information includes (1) consent to provide you with the service you have requested or (2) our legitimate interests which include to improve our Services, to better engage with you and to secure our Sites. |
| Personal Information we collect and use during a competition, game, contest, promotional offer, sample request, survey, etc | We collect first and last name, email address and desired password, displayed name, date of birth, subscription preferences, information about your activities and interests, other profile data such as contact information, occupation, and gender, physical activities or similar health related information, social media profile (where you use your social media login or share this personal data with us), user generated content, other information you have shared with us about yourself (e.g. via your “my account” page, by contacting us, a question via the chat function available on some websites, or by participating in a survey, etc.). | We use this information to complete tasks that you have asked us to, for example to manage your participation in the promotion, including to take into account your feedback and suggestions, to run analytics and statistics, add your participation to your profile so we can understand your interests and preferences. | Our legal basis to use this information is (1) performance of a contract so you can create and manage your account and (2) our legitimate interests including to improve our Services and to better engage with you. |
| Personal Information we collect and use if you create a page to collect donations. | We may collect information from you surrounding the charitable event or your request for donations. In addition, if you donate to a particular Event/cause, we may collect your name, contact information, and credit card information. | This information is used to create a page on certain of our Sites to collect donations for your participation in a charity event (e.g., you want to raise money for running in a marathon), a particular charity, or for other purposes | Our legal basis to use this information is (1) consent and (2) performance of a contract. |
| Personal information and personal timing data based on your race performance | We collect data on your performance such as timing, when you participate in one of our events. | To facilitate and publish the results of Our events | Legitimate Interests (We need the ability to publish and store the results, rank individuals, challenge results after the Specific Event and keep a historic log of this data all for the purpose of staging the event(s) and for archival and historic research. This also allows participants to rank themselves against other participants) |
| Personal identity data captured on film during Our Events | We may film, photograph, record sound of you during any of the events, including concerts, expo, athletic events that we organize | To televise, film and/or otherwise record Our events and to take photographs and record footage of Our events | Legitimate Interests (We need the ability to publish, display, sell and distribute Our events by means of film, television, radio, print media, internet, publicity material or any other media now or in the future) |
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, We will use your personal data in the following circumstances:
• Where We need to perform the contract We are about to enter into or have entered into with you.
• Where it is necessary for Our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests.
• Where We need to Comply with a Legal or Regulatory Obligation.
• PleaseContact Usto find out more about the types of lawful basis that We will rely on to process your personal data.
• Generally, We do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by Contacting Us.
MARKETING
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
PROMOTIONAL OFFERS FROM US
We may use your Identity Data, Contact Data, Technical Data, Usage Data and Profile Data to form a view on what We think you may want or need, or what may be of interest to you. This is how We decide which products, services and offers may be relevant for you.
You will receive marketing communications from Us if you have requested information from Us or purchased goods or services from Us or if you provided Us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
THIRD-PARTY MARKETING
We will get your express opt-in consent before We share your personal data with any company outside the Honolulu Marathon Association for marketing purposes.
OPTING OUT
You can ask us to adjust your marketing preferences by following the opt-out links on any marketing message sent to you or by Contacting Usat any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of product/service purchase, product/service experience or other transactions.
COOKIES
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Site may become inaccessible or not function properly. For more information about the cookies We use.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which We collected it, unless We reasonably consider that We need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please Contact Us.
If We need to use your personal data for an unrelated purpose, We will notify you and We will explain the legal basis which allows Us to do so.
Please note that We may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
CHILDREN’S DATA
We may collect and process the personal data of children below the age of 13 for the purposes of administering the following areas of our business, in which case we will always ensure that consent is given or authorized by the holder of parental responsibility over that child:
Events in which children may participate. We require the child’s details in order for them to participate;
To televise, film and/or otherwise record Our events and to take photographs and record footage of Our events; and
To facilitate and publish the results of Our events.
DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with third parties set out below for the purposes set out in the table above.
External Third Parties such as:
1. Service providers acting as processors provide various services such as event entry, entry management and supporting services, grant management services, timing services, services with respect to the dissemination of photos, videos and other memorabilia, facilitation services for graphical representation of results, data analysis services, publication of race results services and IT and system administration services. Please Contact Us to find out more about the various third parties who may process your personal data.
2. Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
3. Regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.
4. Third party athletic bodies and affiliations such as:
1. Boston Athletic Association to allow them to validate who is entitled to an entry to their events based on performance
5. Broadcasters to allow them to commentate on Our events.
6. Where you have consented to pass your personal data to third parties (for example, hotel groups about accommodation in relation to Our events or charities where you have initially been unsuccessful in your event application).
7. Media where We deem that there is a human-interest story about your participation at one of Our events.
Specific third parties listed in the table above.
Third parties to whom We may choose to sell, transfer, or merge parts of Our business or Our assets. Alternatively, We may seek to acquire other businesses or merge with them. If a change happens to Our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data.
1. Request accessto your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data We hold about you and to check that We are lawfully processing it.
2. Request correctionof the personal data that We hold about you. This enables you to have any incomplete or inaccurate data We hold about you corrected, though We may need to verify the accuracy of the new data you provide to Us.
3. Request erasureof your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for Us continuing to process it. You also have the right to ask Us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where We may have processed your information unlawfully or where We are required to erase your personal data to comply with local law. Note, however, that We may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
4. Object to processingof your personal data where We are relying on a Legitimate Interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where We are processing your personal data for direct marketing purposes. In some cases, We may demonstrate that We have compelling legitimate grounds to process your information which override your rights and freedoms.
5. Request restriction of processingof your personal data. This enables you to ask Us to suspend the processing of your personal data in the following scenarios: (a) if you want Us to establish the data’s accuracy; (b) where Our use of the data is unlawful but you do not want Us to erase it; (c) where you need Us to hold the data even if We no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to Our use of your data but We need to verify whether We have overriding legitimate grounds to use it.
6. Request the transferof your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for Us to use or where We used the information to perform a contract with you.
7. Withdraw consent at any timewhere We are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, We may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
NO FEE USUALLY REQUIRED
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, We may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, We may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help Us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up Our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, We will notify you and keep you updated.
