Privacy and use of data

HEMA Ratings Privacy Policy

This page was last updated on January 2nd 2025

This privacy policy will explain how our HEMA Ratings uses the personal data we collect from you when your data is submitted to us from a tournament you attend.

Topics:

What data do we collect?

HEMA Ratings collects the following data:

How do we collect your data?

We collect data and process data when you attend a HEMA event and participate in at least one tournament that gets submitted to us by the event organizer or someone else affiliated with or with an interest in the event.

This data may be collected in multiple ways:

Organizers' and submitters' names and contact information are submitted to us during the submission process.

On what basis do we process your data?

HEMA Ratings relies on two bases for processing your data:

  1. Legitimate interest (art. 6) - HEMA Ratings processes data based on legitimate interest to ensure accurate and fair representation of competitors within the HEMA (Historical European Martial Arts) community. The platform's purpose is to provide a valuable resource that tracks, analyzes, and publishes rankings and event results, fostering transparency and promoting competition. This data processing aligns with the interests of both competitors and event organizers, as it enhances visibility, creates benchmarking opportunities, and contributes to the growth and professionalism of the sport. The legitimate interest basis is carefully balanced against individual privacy rights, with measures in place to ensure the data is used responsibly and proportionately.
  2. Journalistic exemption (art. 85) - Under the GDPR's journalistic exemption, HEMA Ratings processes and publishes data as part of its function to inform and contribute to the public discourse about the HEMA community. This includes compiling and presenting information about competitions, rankings, and achievements to document the sport's development and history. The exemption recognizes that this activity is a form of journalistic work, serving the public interest by preserving transparency, supporting informed decision-making, and celebrating the community’s accomplishments. This basis ensures that data processing is lawful while respecting the fundamental principles of freedom of expression and information.

How will we use your data?

HEMA Ratings collects your data so that we can:

In order to help individuals and organizations doing research on HEMA, HEMA Ratings may upon request provide data sets that are of use to these organizations and individuals. To the extent it’s possible these data sets will be anonymized or pre-aggregated so that no individuals can be explicitly identified in the data set.

In order to further the goal of helping tournament organizers with registration and pool seeding, HEMA Ratings may share data with tournament organizers and tournament software providers. The sharing and use of this data will be regulated through an end-user license agreement (EULA) with each third-party, limiting what data the third-party may use, what the data may be used for and for how long the data can be stored.

How do we store your data?

The main HEMA Ratings site and the related data is stored in Microsoft Azure’s North Europe region. Point-in-time backups dating back 1 month are also stored in the same region.

Submitted event results are stored in the HEMA Ratings Dropbox account. (Dropbox data storage statement)

Emails and other communications are stored through Freshdesk. (Freshdesk data storage and security statement)

What are your data protection rights?

HEMA Ratings would like to make sure you are fully aware of all your data protection rights. Every person registered in HEMA Ratings is entitled to the following:

The right to access - You have the right to request HEMA Ratings for copies of your personal data.

The right to rectification - You have the right to request that HEMA Ratings correct any information you believe is inaccurate. You also have the right to request HEMA Ratings to complete the information you believe is incomplete.

The right to restrict processing - You have the right to request that HEMA Ratings restrict the processing of your personal data, under certain conditions, primarily relating to the accuracy of the data as mentioned above.

The right to data portability - You have the right to request that HEMA Ratings transfer the data that we have collected to another organization, or directly to you, under certain conditions.

If you would like to exercise any of these rights, please contact us at our email: mail@hemaratings.com

Privacy policies of other websites

The HEMA Ratings website may contain links to other websites. Our privacy policy applies only to our website and service, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

HEMA Ratings keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 2 January 2025.

How to contact us

If you have any questions about HEMA Ratings’ privacy policy, the data we hold about you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us at: mail@hemaratings.com

How to contact the appropriate authority

Should you wish to report a complaint or if you feel that HEMA Ratings has not addressed your concern in a satisfactory manner, you may contact your country’s information commissioner or similar agency.