Privacy Policy

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This Privacy Policy describes how Vibrantbonesspin, operating through the website vibrantbonesspin.world, collects, uses, stores, and protects personal data in connection with our joint cycling event organization services and related products, including the Community Ride Day, Corporate Cycling Rally, and Festival Peloton Experience packages.

1. Data Controller

The data controller responsible for your personal data is Vibrantbonesspin, located at Suomalaistentie 7, 02270 Espoo, Finland. You may contact us regarding data protection matters by phone at +358442888040 or through the contact form available on our website. Our designated contact for privacy-related inquiries is available during standard business hours, Monday through Friday.

2. Scope of This Policy

This policy applies to all personal data processed by Vibrantbonesspin when you visit vibrantbonesspin.world, inquire about our cycling event packages, book our convoy organization services, register for a joint cycling event we manage, or otherwise interact with our business. It covers data collected through our website, email correspondence, telephone communications, event registration portals, and in-person interactions at events we organize.

3. Personal Data We Collect

3.1 Information You Provide Directly

When you use our contact form, book an event package, or register for a cycling convoy, we may collect the following categories of personal data:

• Full name and contact details including email address and telephone number
• Organization or company name when booking corporate cycling rally packages
• Event details including preferred dates, group size, route preferences, and special requirements
• Messages and correspondence you send to us through any communication channel
• Consent records confirming your agreement to data processing
• Payment and billing information when you purchase our convoy packages or add-on services
• Emergency contact information provided during event registration
• Health and fitness declarations relevant to participation in organized group rides, where voluntarily provided

3.2 Information Collected Automatically

When you visit vibrantbonesspin.world, we may automatically collect certain technical data through cookies and similar technologies, including:

• IP address and approximate geographic location
• Browser type, version, and operating system
• Pages visited, time spent on pages, and navigation paths
• Referring website or source that directed you to our site
• Device identifiers and screen resolution

For detailed information about cookies, please refer to our Cookies Policy.

3.3 Information from Event Participation

When you participate in a joint cycling event organized by Vibrantbonesspin, we may additionally collect:

• Registration and check-in records
• Participant waiver signatures and acknowledgments
• Photographs or video recordings taken during the event for promotional purposes, where consent has been obtained
• Feedback and survey responses submitted after the event
• GPS tracking data if you opt into our live event tracking feature during Festival Peloton Experience events

4. Legal Basis for Processing

We process your personal data on the following legal grounds under the EU General Data Protection Regulation (GDPR) and applicable Finnish data protection legislation:

• Contractual necessity: Processing required to fulfill our agreement with you when you book a cycling event package or register for an organized convoy.
• Legitimate interests: Processing necessary for our legitimate business interests, including improving our services, ensuring event safety, preventing fraud, and conducting internal analytics, provided these interests do not override your fundamental rights.
• Consent: Processing based on your explicit consent, such as marketing communications, non-essential cookies, and publication of event photographs featuring identifiable participants.
• Legal obligation: Processing required to comply with applicable laws, including tax regulations, accounting requirements, and event safety reporting obligations in Finland.

5. How We Use Your Personal Data

Vibrantbonesspin uses the personal data we collect for the following purposes related to our cycling event products and services:

• Processing and managing bookings for Community Ride Day, Corporate Cycling Rally, and Festival Peloton Experience packages
• Communicating with you about your inquiry, booking confirmation, event details, route updates, and safety briefings
• Coordinating event logistics including marshal assignments, support vehicle deployment, and rest stop arrangements
• Managing participant registration, waivers, and check-in procedures for joint cycling events
• Processing payments, issuing invoices, and managing billing for our convoy packages and add-on services
• Ensuring the safety and security of all event participants and staff
• Responding to your questions, complaints, and support requests
• Sending post-event surveys and collecting feedback to improve our event organization services
• Complying with legal and regulatory obligations applicable in Finland and the European Union
• Protecting our rights, property, and safety, as well as those of our clients and event participants
• With your consent, sending promotional communications about upcoming cycling events, new packages, and seasonal offers

6. Data Sharing and Disclosure

We do not sell your personal data to third parties. We may share your information with the following categories of recipients when necessary for the delivery of our cycling event services:

• Event staff and trained marshals who require participant information for safety and coordination purposes
• Payment processors who handle transaction processing on our behalf
• IT service providers who host our website and registration systems under strict data processing agreements
• Catering and equipment suppliers who need participant counts and dietary requirements for rest stop provisioning
• Local authorities and municipal bodies when permit applications require organizer and participant information
• Medical and emergency services when necessary to protect the vital interests of event participants
• Professional advisors including accountants and legal counsel bound by confidentiality obligations
• Law enforcement or regulatory authorities when required by applicable law or valid legal process

All third-party service providers processing personal data on our behalf are required to implement appropriate technical and organizational security measures and process data only according to our documented instructions.

7. International Data Transfers

Vibrantbonesspin primarily stores and processes personal data within the European Economic Area. If we transfer personal data to countries outside the EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission, or transfers to countries recognized as providing adequate data protection by the European Commission.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including:

• Contact form inquiries: up to twenty-four months from the date of submission unless a business relationship is established
• Booking and contract data: for the duration of the contract plus seven years to comply with Finnish accounting and tax obligations
• Event registration and waiver records: for the duration of the event plus three years for liability and insurance purposes
• Marketing consent records: until you withdraw consent, plus a reasonable period to document the withdrawal
• Technical and access logs: up to twelve months unless required for security investigations
• Photographs and promotional materials: until you withdraw consent or request removal, subject to our legitimate interest in maintaining an event portfolio

When personal data is no longer needed, we securely delete or anonymize it in accordance with our data retention schedule.

9. Your Rights

Under the GDPR and Finnish data protection law, you have the following rights regarding your personal data:

• Right of access: Request a copy of the personal data we hold about you.
• Right to rectification: Request correction of inaccurate or incomplete personal data.
• Right to erasure: Request deletion of your personal data where there is no compelling reason for continued processing.
• Right to restriction: Request limitation of processing in certain circumstances.
• Right to data portability: Receive your personal data in a structured, commonly used, machine-readable format.
• Right to object: Object to processing based on legitimate interests or for direct marketing purposes.
• Right to withdraw consent: Withdraw consent at any time where processing is based on consent, without affecting the lawfulness of prior processing.
• Right to lodge a complaint: File a complaint with the Office of the Data Protection Ombudsman in Finland if you believe your data protection rights have been violated.

To exercise any of these rights, please contact us using the details provided in Section 1. We will respond to your request within one month, which may be extended by two additional months for complex requests.

10. Data Security

Vibrantbonesspin implements appropriate technical and organizational measures to protect personal data against unauthorized access, alteration, disclosure, or destruction. These measures include encrypted data transmission via HTTPS, access controls limiting data access to authorized personnel, regular security assessments of our systems, secure storage of physical documents at our Espoo office, and staff training on data protection principles.

While we strive to protect your personal data, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security but are committed to promptly addressing any data breach in accordance with applicable notification requirements.

11. Children

Our cycling event packages are generally intended for adult organizers and participants aged sixteen and above. Minors under sixteen may participate in events organized by Vibrantbonesspin only with the consent and supervision of a parent or legal guardian. We do not knowingly collect personal data from children under sixteen without appropriate parental consent. If you believe we have collected data from a child without proper authorization, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our cycling event services, legal requirements, or data processing practices. The updated policy will be posted on vibrantbonesspin.world with a revised date. We encourage you to review this page periodically. Material changes affecting how we process your personal data will be communicated through appropriate channels where required by law.

13. Contact Information

For any questions, concerns, or requests regarding this Privacy Policy or our data processing practices related to our joint cycling event products and services, please contact:

Vibrantbonesspin
Suomalaistentie 7, 02270 Espoo, Finland
Phone: +358442888040

message@vibrantbonesspin.world