Personal Data Protection & Privacy Charter

1. Institutional Data Controller

Personal information collected through this public service portal is processed under the direct responsibility of:

• Data Controller: ASS EQUESTRE DU RELAIS DU CHAUSSE
• Legal Entity: Association Loi 1901 (SIREN 427841481 • RNA W272001481)
• Official Address: LE CHEMIN DE CHAUSSE, 27800 SAINT VICTOR D'EPINE, France
• Privacy Liaison Officer: Hélène Mercier-Lemoine, General Secretary
• Privacy Contact Email: jomiralom26@gmail.com

2. Nature, Purpose and Legal Basis of Data Processing

In accordance with the principle of data minimization (Article 5.1.c of GDPR), we collect only the strictly necessary information required to fulfill our non-profit community missions:

• Volunteer Applications (Get Involved): Full name, email address, telephone number, availability, and motivation. Legal Basis: Legitimate interest in organizing non-profit volunteer activities and sports safety (Article 6.1.f GDPR).
• Contact Inquiries: Name, email address, subject matter, and inquiry text. Legal Basis: Processing necessary for responding to civic communications at the user's request (Article 6.1.b GDPR).
• Membership & Adapted Riding Registrations: Emergency contact information and medical certificates of non-contraindication for sports participation. Legal Basis: Compliance with French Sports Code safety mandates (Code du Sport) and explicit consent for health-related fitness data (Article 9.2.a GDPR).

3. Data Retention Periods

Personal data is preserved only for the duration strictly necessary for the purpose of collection:

• Contact Messages: Retained for a maximum of 12 months following resolution of the inquiry.
• Volunteer Records: Preserved for the duration of the volunteer's active engagement plus 2 years for insurance audit purposes.
• Sports Licensure & Participation Data: Preserved for 3 years following the end of the sporting season in accordance with the regulations of the French Equestrian Federation (FFE) and sports insurance policies.

4. Zero Commercial Sharing & Subcontractors

Under no circumstances is personal data sold, rented, or transferred to third-party commercial marketing platforms or behavioral advertising brokers. Data is accessible solely to authorized board members and instructors bound by confidentiality duties.

5. Your Rights Under European Law (GDPR)

In accordance with Articles 15 to 22 of the GDPR, you possess full legal rights regarding your personal information:

• Right of Access: You may obtain confirmation as to whether your data is processed and receive an electronic copy.
• Right to Rectification: You may request immediate correction of inaccurate or incomplete personal records.
• Right to Erasure ("Right to be Forgotten"): You may request the deletion of your personal data when it is no longer necessary for association administration.
• Right to Restriction of Processing: You may request temporary suspension of data processing while a contestation is reviewed.
• Right to Data Portability: You may request your data in a structured, commonly used, machine-readable format.

To exercise any of these rights, simply email our data liaison at jomiralom26@gmail.com or send a letter to: ASS EQUESTRE DU RELAIS DU CHAUSSE, LE CHEMIN DE CHAUSSE, 27800 SAINT VICTOR D'EPINE.

If you consider that our handling of your personal information violates applicable data protection regulations, you have the statutory right to lodge a formal complaint with the French supervisory authority: Commission Nationale de l'Informatique et des Libertés (CNIL), 3 Place de Fontenoy - TSA 80715 - 75334 PARIS CEDEX 07, or online at www.cnil.fr.