Privacy policy

Last updat­ed: Novem­ber 11, 2025

For us who orga­nize the Elfs­borg March, your per­son­al pri­va­cy is impor­tant. We want you to feel secure about how we han­dle your per­son­al data. This pri­va­cy pol­i­cy explains what infor­ma­tion we col­lect, why we do so, how it is han­dled, and what rights you have.

1. Data controller

The orga­ni­za­tion respon­si­ble for han­dling your per­son­al data is:

Data con­troller: Par­tille Hemvärnsförening

Orga­ni­za­tion num­ber: 802455–4407

Address: Lexbyvä­gen 69, 433 31 Partille

For ques­tions regard­ing your pri­va­cy or the pro­cess­ing of your per­son­al data, please con­tact us by email: info@elfsborgsmarschen.se.

2. How, why, and on what legal basis we process your data

We col­lect your data on var­i­ous occa­sions in order to be able to car­ry out and admin­is­ter the Elfs­borg March.

a) When registering for the Elfsborg March

When you reg­is­ter for the Elfs­borg March (via our part­ner MilQuest AB), we col­lect the infor­ma­tion nec­es­sary for you to participate.

  • What infor­ma­tion: First name, last name, street address, postal code, city, coun­try, tele­phone num­ber, email address, infor­ma­tion if you are under 20 years of age, and pos­si­bly team name.
  • Pur­pose: To admin­is­ter your reg­is­tra­tion, han­dle pay­ment, com­mu­ni­cate impor­tant infor­ma­tion before and dur­ing the march, draw up par­tic­i­pant lists, han­dle results lists, and admin­is­ter the medal sys­tem (where the num­ber of march­es com­plet­ed is recorded).
  • Legal basis: Ful­fil­ment of agree­ment. The pro­cess­ing is nec­es­sary for us to ful­fill our com­mit­ment to you as a reg­is­tered participant.

b) When contacting us

When you con­tact us via the con­tact form on our web­site or via email.

  • What infor­ma­tion: Name, email address, phone num­ber, and the con­tent of your message.
  • Pur­pose: To be able to answer your ques­tions and han­dle your case.
  • Legal basis: Legit­i­mate inter­est. Our inter­est in pro­vid­ing you with ser­vice and answer­ing your ques­tions out­weighs your pos­si­ble inter­est in not hav­ing your data processed for this pur­pose, as you your­self have ini­ti­at­ed the contact.

c) When subscribing to our newsletter

When you active­ly choose to sub­scribe to our newslet­ter on the website.

  • What data: Email address.
  • Pur­pose: To send you newslet­ters with infor­ma­tion and updates about Elfsborgsmarschen.
  • Legal basis: Con­sent. You active­ly give your con­sent when you sign up, and you can with­draw this at any time by unsub­scrib­ing (see link in the newsletter).

d) Photos and videos during the event

We take pho­tos and videos dur­ing the Elfs­borg March to doc­u­ment the event.

  • What data: Images and mov­ing images in which par­tic­i­pants, offi­cials, and pos­si­bly the gen­er­al pub­lic can be identified.
  • Pur­pose: To doc­u­ment the event, cre­ate a pos­i­tive feel­ing about the march, and to pro­mote the Elfs­borg March on our web­site and on social media (e.g., Face­book, Insta­gram, YouTube).
  • Legal basis: Legit­i­mate inter­est. After weigh­ing up the inter­ests involved, our inter­est in being able to doc­u­ment and pro­mote our pub­lic event out­weighs the gen­er­al infringe­ment of privacy.
  • Your rights: You always have the right to object to your per­son­al data (e.g., a pic­ture of you) being used for this pur­pose. Con­tact us at info@elfsborgsmarschen.se if you want us to remove a picture.

e) When publishing interviews or reports

We some­times pub­lish inter­views or reports fea­tur­ing spe­cif­ic indi­vid­u­als (e.g., par­tic­i­pants, offi­cials, or oth­er promi­nent fig­ures) on our blog or in our newsletters.

  • What infor­ma­tion: Name, pho­to or video (if applic­a­ble), quotes, and oth­er infor­ma­tion rel­e­vant to the arti­cle that the indi­vid­ual has shared.
  • Pur­pose: To cre­ate edi­to­r­i­al con­tent that informs about and gen­er­ates inter­est in the Elfs­borg March.
  • Legal basis: Con­sent. The per­son being inter­viewed or pro­filed gives their active and informed con­sent for us to pub­lish the mate­r­i­al. A per­son always has the right to with­draw this con­sent at any time by con­tact­ing us.

f) To comply with legal requirements

We are required to store cer­tain infor­ma­tion due to manda­to­ry legislation.

  • What infor­ma­tion: Infor­ma­tion relat­ed to pay­ment transactions.
  • Pur­pose: To ful­fill our oblig­a­tions under the Account­ing Act.
  • Legal basis: Legal obligation.

g) To manage your cookie consents

In order to man­age the choic­es you make in our cook­ie ban­ner (your con­sents for cook­ies, track­ing pix­els, etc.), we use a spe­cial­ized tool called “Real Cook­ie Banner.”

  • What data: The tool saves your choice (your con­sent or refusal) along with tech­ni­cal infor­ma­tion nec­es­sary to prove which choice you have made. This data is stored local­ly in our own data­base and is not shared with the provider of v

2. How, why, and on what legal basis we process your data

We col­lect your data on var­i­ous occa­sions in order to be able to car­ry out and admin­is­ter the Elfs­borg March.

a) When registering for the Elfsborg March

When you reg­is­ter for the Elfs­borg March (via our part­ner MilQuest AB), we col­lect the infor­ma­tion nec­es­sary for you to participate.

  • What infor­ma­tion: First name, last name, street address, postal code, city, coun­try, tele­phone num­ber, email address, infor­ma­tion if you are under 20 years of age, and pos­si­bly team name.
  • Pur­pose: To admin­is­ter your reg­is­tra­tion, han­dle pay­ment, com­mu­ni­cate impor­tant infor­ma­tion before and dur­ing the march, draw up par­tic­i­pant lists, han­dle results lists, and admin­is­ter the medal sys­tem (where the num­ber of march­es com­plet­ed is recorded).
  • Legal basis: Ful­fil­ment of agree­ment. The pro­cess­ing is nec­es­sary for us to ful­fill our com­mit­ment to you as a reg­is­tered participant.

b) When contacting us

When you con­tact us via the con­tact form on our web­site or via email.

  • What infor­ma­tion: Name, email address, phone num­ber, and the con­tent of your message.
  • Pur­pose: To be able to answer your ques­tions and han­dle your case.
  • Legal basis: Legit­i­mate inter­est. Our inter­est in pro­vid­ing you with ser­vice and answer­ing your ques­tions out­weighs your pos­si­ble inter­est in not hav­ing your data processed for this pur­pose, as you your­self have ini­ti­at­ed the contact.

c) When subscribing to our newsletter

When you active­ly choose to sub­scribe to our newslet­ter on the website.

  • What data: Email address.
  • Pur­pose: To send you newslet­ters with infor­ma­tion and updates about Elfsborgsmarschen.
  • Legal basis: Con­sent. You active­ly give your con­sent when you sign up, and you can with­draw this at any time by unsub­scrib­ing (see link in the newsletter).

d) Photos and videos during the event

We take pho­tos and videos dur­ing the Elfs­borg March to doc­u­ment the event.

  • What data: Images and mov­ing images in which par­tic­i­pants, offi­cials, and pos­si­bly the gen­er­al pub­lic can be identified.
  • Pur­pose: To doc­u­ment the event, cre­ate a pos­i­tive feel­ing about the march, and to pro­mote the Elfs­borg March on our web­site and on social media (e.g., Face­book, Insta­gram, YouTube).
  • Legal basis: Legit­i­mate inter­est. After weigh­ing up the inter­ests involved, our inter­est in being able to doc­u­ment and pro­mote our pub­lic event out­weighs the gen­er­al infringe­ment of privacy.
  • Your rights: You always have the right to object to your per­son­al data (e.g., a pic­ture of you) being used for this pur­pose. Con­tact us at info@elfsborgsmarschen.se if you want us to remove a picture.

e) When publishing interviews or reports

We some­times pub­lish inter­views or reports with spe­cif­ic indi­vid­u­als (e.g., par­tic­i­pants, offi­cials, or oth­er pro­files) on our blog or in our newsletters.

  • What infor­ma­tion: Name, any image or video, quotes, and oth­er infor­ma­tion rel­e­vant to the arti­cle that the indi­vid­ual has shared.
  • Pur­pose: To cre­ate edi­to­r­i­al con­tent that informs about and gen­er­ates inter­est in the Elfs­borg March.
  • Legal basis: Con­sent. The per­son being inter­viewed or pro­filed gives their active and informed con­sent for us to pub­lish the mate­r­i­al. A per­son always has the right to with­draw this con­sent at any time by con­tact­ing us.

f) To comply with legal requirements

We are required to store cer­tain infor­ma­tion due to manda­to­ry legislation.

  • What infor­ma­tion: Infor­ma­tion relat­ed to pay­ment transactions.
  • Pur­pose: To ful­fill our oblig­a­tions under the Account­ing Act.
  • Legal basis: Legal obligation.

g) To manage your cookie consents

In order to man­age the choic­es you make in our cook­ie ban­ner (your con­sents for cook­ies, track­ing pix­els, etc.), we use a spe­cial­ized tool called “Real Cook­ie Banner.”

  • What data: The tool saves your choice (your con­sent or refusal) along with tech­ni­cal infor­ma­tion nec­es­sary to prove which choice you have made. This data is stored local­ly in our own data­base and is not shared with the tool provider. You can read more about how the “Real Cook­ie Ban­ner” tool works on their web­site: https://devowl.io/rcb/data-processing/.
  • Pur­pose: To col­lect and man­age your con­sent in a legal and trace­able man­ner, so that we respect your settings.
  • Legal basis: We rely on two grounds. First­ly, legal oblig­a­tion (GDPR Art. 6.1 c), as we are required by law (LEK) to obtain and store your con­sent for non-essen­tial cook­ies. Sec­ond­ly, legit­i­mate inter­est (GDPR Art. 6.1 f) in hav­ing a sta­ble and func­tion­ing sys­tem for man­ag­ing these consents.

Sav­ing your choice is nec­es­sary for us to respect your set­tings and com­ply with our legal obligations.

3. How long we store your data

We do not store your per­son­al data longer than nec­es­sary for the respec­tive pur­pose, or as long as required by law.

  • Reg­is­tra­tion data: We store your name and results indef­i­nite­ly in our records. This is to enable us to admin­is­ter our medal sys­tem (which requires a his­to­ry of 10+ years) and to pre­serve results lists as part of the even­t’s his­to­ry. How­ev­er, we do not use your data for active mar­ket­ing (e.g., email cam­paigns) if you have not par­tic­i­pat­ed in the pre­vi­ous 3 years.
  • Account­ing records: Stored for 7 years plus the cur­rent year, in accor­dance with the Account­ing Act.
  • Mes­sages (con­tact form/​email): Nor­mal­ly delet­ed with­in 30 days after your case has been closed.
  • Newslet­ter: We store your email address for as long as you choose to subscribe.
  • Pho­tos and video: Stored indef­i­nite­ly as his­tor­i­cal doc­u­men­ta­tion and for mar­ket­ing pur­pos­es, or until you object to publication.

4. Personal data processors

Par­tille Hemvärns­fören­ing nev­er sells your per­son­al data. How­ev­er, in order to con­duct our busi­ness and orga­nize the Elfs­borg March, we need to engage exter­nal sup­pli­ers who process data on our behalf (who become our per­son­al data proces­sors). We have agree­ments with all proces­sors that ensure that they han­dle your data secure­ly and in accor­dance with our instructions.

Your data is shared with the fol­low­ing parties:

  • Knt­nt Swe­den AB: Man­ages the oper­a­tion and admin­is­tra­tion of our website. 
    • Sub-proces­sor to Knt­nt: Het­zn­er (Ger­many), which pro­vides serv­er ser­vices with­in the EU.
    • Sub-proces­sor to Knt­nt: Post­mark (USA), which han­dles the web­site’s email.
  • MilQuest AB: Man­ages our reg­is­tra­tion sys­tem and stores reg­is­tra­tion data.
  • Stripe: Han­dles all card pay­ments. We do not store any card details ourselves.
  • Net­Con­nec­tion i Göte­borg AB: Pro­vides our email solu­tion (e.g., info@elfsborgsmarschen.se).
  • Meta (Facebook/​Instagram) & Google (YouTube): When we pub­lish pho­tos and videos from the event on these platforms.

5. Transfer of data outside the EU/​EEA

We always strive to process your per­son­al data with­in the EU/​EEA. For exam­ple, our web serv­er is locat­ed in Fin­land (via Hetzner).

How­ev­er, some of our sup­pli­ers are based in the US (e.g. Stripe, Post­mark, Meta and Google). When your data is processed by them, it may be trans­ferred to the US.

Such trans­fers are always car­ried out in a secure and legal man­ner. We rely on the Euro­pean Com­mis­sion’s Stan­dard Con­trac­tu­al Claus­es (SCC) and, where applic­a­ble, on the recip­i­ent being affil­i­at­ed with the EU‑U.S. Data Pri­va­cy Frame­work (DPF). This ensures that your data receives a lev­el of pro­tec­tion equiv­a­lent to that with­in the EU/​EEA.

6. Your rights

Under the Gen­er­al Data Pro­tec­tion Reg­u­la­tion (GDPR), you have sev­er­al rights regard­ing the pro­cess­ing of your per­son­al data.

  • Right to access: You have the right to know what infor­ma­tion we hold about you.
  • Right to rec­ti­fi­ca­tion: You have the right to have inac­cu­rate or incom­plete infor­ma­tion about you corrected.
  • Right to be for­got­ten: You have the right to request that we delete your data. (Please note that we can­not delete infor­ma­tion required for medal his­to­ry if you wish to con­tin­ue par­tic­i­pat­ing, or infor­ma­tion that we are required to store by law, e.g. the Account­ing Act).
  • Right to with­draw con­sent: If our pro­cess­ing is based on your con­sent (e.g. newslet­ters), you always have the right to with­draw it.
  • Right to object: You have the right to object to pro­cess­ing based on “legit­i­mate inter­est” (e.g., our pub­li­ca­tion of pho­tos of you).

If you wish to exer­cise any of your rights, please con­tact us at info@elfsborgsmarschen.se.

You also always have the right to lodge a com­plaint with the Swedish super­vi­so­ry author­i­ty, the Swedish Data Pro­tec­tion Author­i­ty (IMY), if you believe that we are han­dling your data incorrectly.

7. About cookies

This pri­va­cy pol­i­cy does not describe how we use cook­ies. Infor­ma­tion about cook­ies and sim­i­lar tech­nolo­gies is han­dled in our sep­a­rate Cook­ie Pol­i­cy, which you can find here: https://www.elfsborgsmarschen.se/en/cookie-policy/

8. Changes to the policy

This pol­i­cy may be updat­ed. The lat­est ver­sion is always pub­lished at https://elfsborgsmarschen.se/en/privacy-policy/.

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