What do we do with your personal data?

The information provided to us by participants is used for registration purposes and associated correspondence. During the 4Days Marches, this data (coded in the form of a registration number) is used to collect and process information relating to participants’ start and finish times, so that it is clear whether or not a participant has finished at the end of each day and is entitled to a medal at the end of the week. In subsequent years, your email address is used once only to inform you when registration will be opening for that year's 4Days Marches.

Yes, personal data is shared. In some cases, it is not actively shared: for example where it is processed by an IT or software company who needs access to the data to carry out their operational activities. We do not actively share data with these companies, but they do have access to it.

In some circumstances, of course, data is indeed actively shared: 
• Participant data is shared with the builder of our app in order to provide a properly functioning app.
• If a participant orders items from LOWA during registration, the order details and the participant’s name and address will be shared so that LOWA can send them the items.
• If a participant orders a certificate during registration, the participant’s name and address and walking number will be shared with the printer so that they can produce and send a personalised certificate.
• If a participant is a member of the Dutch Walking Association (KWBN), the participant’s KWBN number and the distance will be shared so that the discount can be applied and information about the KWBN rest stop can be provided.
• If a participant wishes to register for the 4Days Marches Sponsored Walk, the registration number will be used during registration for the Sponsored Walk to check whether the participant has an active registration for the 4Days Marches. No personal data will be shared.
• At the request of the Dutch Ministry of Defence, military participants must provide additional information during the registration process. This information is required so that military participants can access and stay at Camp Heumensoord.

We have concluded a data processing agreement with these companies and organisations stating what data will be shared and for what purposes, and when the data must be destroyed. The guiding principle is that we will never share more information than is strictly needed for the specific purpose or service in question.

No, we never provide media representatives with the personal information of our participants, that’s to say unless we have the explicit permission of the participant concerned to do so. 

We will have designated a number of participants as special participants. They might be, for example, the oldest or youngest participant or from a special group or of a notable nationality, or someone who, for another reason, may be of interest to the press. These participants will be contacted directly to seek their permission to share their personal details with the press if requested. The details that will be shared are specified in the consent document.

We retain the personal information (and the associated participation details) of every participant who has ever registered to take part in the 4Days Marches. This enables us to maintain proper records, which is required when awarding a royally-approved decoration, as well as to produce statistical data. Only personal data from the current year may be shared: personal data from past years will not be shared with anyone.

Should you fall ill or require medical assistance during the 4Days Marches, an employee of the 4Days Marches’ medical services (including the Dutch Red Cross) may need or wish to record your personal information in order to treat you. Legally, data concerning health must be retained for 15 years. This data is retained by the Dutch Red Cross.

You will find our privacy regulations on the Regulations page. Please feel free to contact us if you have any questions or would like more information.