Privacy Policy

Last updated: 31 August 2026

Gravel Birds Ultracycling (“Gravel Birds”, “we”, “us” or “our”) is organised by ACAN – Associação Ciclismo Aventura Natureza, which is responsible for the processing of personal data collected through the Gravel Birds website and event registration process.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, register for Gravel Birds, contact us or otherwise interact with the event.

1. Data Controller

The data controller responsible for the processing of your personal data is:

ACAN – Associação Ciclismo Aventura Natureza
Portugal
Email: [email protected]

For any questions regarding the processing of your personal data, please contact us using the email address above.

2. Personal Data We Collect

Depending on how you interact with Gravel Birds, we may collect:

  • Full name

  • Date of birth or age

  • Gender, where relevant for event administration

  • Email address

  • Telephone number

  • Country of residence

  • Emergency contact details

  • Information provided during event registration

  • Payment and transaction information

  • Information relating to your participation and results

  • Communications exchanged with us

  • Photographs and video recordings taken during the event

  • Technical information such as IP address, browser type, device information and website usage data

We only collect personal data that is reasonably necessary for the purposes described in this Privacy Policy.

3. How We Use Your Personal Data

Your personal data may be used to:

  • Process and manage event registrations

  • Communicate with participants before, during and after the event

  • Provide essential event information, updates and instructions

  • Manage participant safety and emergency contacts

  • Process payments and related transactions

  • Manage timing, tracking, results and rankings

  • Verify eligibility and compliance with event rules

  • Organise and operate Gravel Birds

  • Respond to enquiries and requests

  • Improve our website and participant experience

  • Communicate information about future Gravel Birds events, where permitted by law

  • Produce event reports and promotional materials

  • Prevent fraud, misuse or other unlawful activity

  • Comply with legal and regulatory obligations

4. Legal Basis for Processing

We process personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Portuguese data protection legislation.

Depending on the circumstances, processing may be based on:

  • Performance of a contract — for example, to process your registration and provide the services associated with participation.

  • Legal obligations — where processing is necessary to comply with applicable laws or regulations.

  • Legitimate interests — where processing is necessary for the organisation, security and development of Gravel Birds, provided that these interests do not override your fundamental rights and freedoms.

  • Consent — where your specific consent is required, including for certain marketing communications or optional uses of personal data.

Where processing is based on consent, you may withdraw your consent at any time.

5. Photography and Video

Gravel Birds is an outdoor sporting event and photographs and video recordings may be taken before, during and after the event.

These materials may be used for:

  • Event documentation

  • Event reports and results

  • The Gravel Birds website

  • Social media channels

  • Promotional and marketing materials

  • Communication and promotion of future editions of Gravel Birds

If you have concerns regarding the use of a photograph or video in which you are identifiable, please contact us at [email protected].

6. Sharing Personal Data

We may share personal data with trusted third parties where this is necessary to organise and operate the event or website.

These may include:

  • Registration and ticketing platforms

  • Payment service providers

  • Timing and tracking providers

  • Website hosting and technical service providers

  • Email and communication service providers

  • Event partners and service providers

  • Emergency or medical services where necessary for participant safety

  • Public authorities where legally required

Third-party service providers will only receive the information necessary to provide the relevant service and, where applicable, will be required to comply with applicable data protection legislation.

We do not sell your personal data.

7. International Data Transfers

Some of the service providers we use may process personal data outside the European Economic Area (EEA).

Where personal data is transferred outside the EEA, we will take appropriate measures to ensure that such transfers comply with applicable data protection legislation, including the GDPR.

8. Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

Participant and registration information may be retained after an event for purposes including administration, accounting, insurance, legal obligations, dispute resolution and maintaining historical event records.

When personal data is no longer required, it will be securely deleted or anonymised.

9. Cookies

Our website may use cookies and similar technologies to ensure its proper operation, understand website usage and provide certain functionality.

Cookies may be used for:

  • Essential website functionality

  • Website analytics

  • Performance monitoring

  • Remembering user preferences

  • Embedded third-party services

Where required by law, non-essential cookies will only be used with your consent.

You can manage or disable cookies through your browser settings and, where applicable, through our website's cookie settings.

10. Your Rights

Under the GDPR and applicable data protection legislation, you may have the right to:

  • Access your personal data

  • Request the correction of inaccurate or incomplete data

  • Request the deletion of your personal data

  • Request restriction of processing

  • Object to certain processing activities

  • Request data portability

  • Withdraw consent where processing is based on consent

To exercise your rights, please contact:

ACAN – Associação Ciclismo Aventura Natureza
Email: [email protected]

We may need to verify your identity before processing certain requests.

You also have the right to lodge a complaint with the competent data protection supervisory authority.

In Portugal, this is:

Comissão Nacional de Proteção de Dados (CNPD)

11. Data Security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.

However, no method of transmission or storage over the internet can be guaranteed to be completely secure.

12. Third-Party Websites and Services

The Gravel Birds website may contain links to third-party websites, platforms or services, including registration platforms, social media and event-related services.

ACAN – Associação Ciclismo Aventura Natureza is not responsible for the privacy practices, content or security of third-party websites. We recommend reviewing the privacy policies of any third-party service before providing personal data.

13. Children's Privacy

Participation in Gravel Birds is subject to the event's eligibility requirements.

Where participation by a minor is permitted, the processing of their personal data will be carried out in accordance with applicable legal requirements and, where necessary, with the consent or involvement of a parent or legal guardian.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal requirements.

The latest version will always be published on this page, together with the date of the most recent update.

15. Contact

For questions regarding this Privacy Policy or the processing of your personal data, please contact:

ACAN – Associação Ciclismo Aventura Natureza
Email: [email protected]

Last updated: 31 August 2026