Privacy policy

Last upda­ted: 11 Novem­ber 2025

For us who orga­ni­se the Elfs­borgs­mar­schen, 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 orga­ni­sa­tion respon­sib­le for hand­ling your per­so­nal data is:

Data con­trol­ler: Par­til­le Hemvärnsförening

Orga­ni­sa­tion 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 Elfsborgsmarschen.

a) When registering for the Elfsborgsmarschen

When you regis­ter for the Elfs­borgs­mar­schen (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 ful­fil 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 Elfs­borgs­mar­schen 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 Elfs­borgs­mar­schen 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 Elfsborgsmarschen.
  • 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 ful­fil 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 spe­ci­a­li­sed 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 orga­ni­se the Elfs­borgs­mar­schen, 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://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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