Privacy policy

1. Controller and contact

Raphael Equitz, Hundeschule Hot Dogs, Dorfstraße 31a, 16845 Ganzer, Germany, is responsible for the services described here. Contact: info@hundeschule-hotdogs.de, telephone 0171 6841493. The portal is used for Hot Dogs events. If another entity is independently or jointly responsible for a particular event, its event information must identify that entity.

2. Visiting the website and portal

Technical infrastructure processes your IP address, time, requested page, transfer volume, browser and device details, and possibly referrer and error information. We use this to deliver the pages, keep them stable and secure, and diagnose faults. The legal basis is Article 6(1)(f) GDPR, our legitimate interest in safe operation. We have not installed analytics or advertising tracking, and no external fonts are requested for display. Hosting providers may retain technical logs according to their own configurations.

The main website stores your language choice in the browser. The portal uses the essential __Host-hotdogs-session cookie for up to 14 days and hd_lang for your language choice for up to one year. Only a hash of the session value is stored on the server. The last selected day in a helper schedule may be stored locally in your browser. You can remove these values in browser settings; signing in requires the session cookie. The legal bases are Article 6(1)(b) and (f) GDPR.

3. Account registration

We collect title, first and last name, email address, chosen password, date and status of the registration request and approval. Organizers review accounts. Passwords are stored as derived hashes, not readable text. Login, password changes and resets use time limited session and reset values stored as hashes. Temporary technical counters help prevent repeated unauthorized attempts. Organizers may create a temporary password. These operations provide secure access and link your entries to your account under Article 6(1)(b) GDPR and, for security, Article 6(1)(f) GDPR.

4. People and dog profiles

You may save profiles for yourself and other competitors. They can include title, name, date of birth, email, street, house number, postal code, city, country, former registration address, club, association, membership number and an optional Para designation. Dog profiles can include call name, kennel name, breed, sex, date of birth, microchip number, size class, performance record number, regional association and studbook or registration number. Dogs may be entered with different competitors. When you manage another person's profile, your account's email generally remains the contact address. Please inform that person and enter only data you are entitled to use. A parent, guardian or other authorized person should manage a minor's information.

Dates of birth can be needed for age classes. A Para designation can reveal health related information. It is optional and should only be given if relevant to participation. Processing special category data additionally requires a condition under Article 9(2) GDPR; explicit consent must be obtained separately if relied upon. Do not send diagnoses or medical documents through general message fields. Profiles prefill future event entries and support correct competition administration under Article 6(1)(b) GDPR. Necessary administration of another person's data may also rely on our legitimate interest under Article 6(1)(f) GDPR.

5. Event entries

Each entry records the event, registration block and days, competitor, contact address, dog, performance and size class, club and association details, Para designation, camping request, receipt time and entry number. Organizers record whether an entry is received, confirmed, waitlisted, rejected or withdrawn, as well as changes. An entry is a separate record: later profile changes or account deletion do not automatically change a submitted entry. We use this information to check eligibility, allocate places, prepare schedules, run the registration desk, handle results and queries, and where needed transfer data to competition software or responsible sports associations. The bases are Article 6(1)(b) and (f) GDPR. Required details are needed to process an entry; additional profile information is optional unless required for the selected event.

6. Starter lists, helpers and camping

Signed in participants who qualify for an event can see its starter and waiting lists, including competitor and dog names and performance and size classes. Authorized users can see names, assignments and times in helper schedules. Camping records include the request, approval, dates, plot number, name, electricity, price and payment status. Eligible participants can see names on occupied plots; detailed payment information is limited to organizers and the person's own booking. Organizers can also enter manual plot and helper assignments. This supports event planning under Article 6(1)(b) and (f) GDPR.

7. Messages and contact

The internal inbox records sender or recipient, subject, message, sending time and read status. Removing a message from one view does not necessarily erase the other person's copy immediately. Organizers may send event messages to selected groups. An email draft can be opened in the organizer's email program and is sent only from there. If you contact us by email or phone, we use your contact details and message to handle the enquiry, under Article 6(1)(b) or (f) GDPR. Registration alone does not grant consent to unrelated advertising.

8. Fees, bank transfers and PayPal

The portal records charges, amounts paid, exemptions, team status, payment method and allocation to entries and camping. For bank transfers it displays recipient, IBAN, amount and payment reference for copying. Organizers check the actual bank receipt and record it in the portal. A PayPal checkout sends a unique reference, event name and, where space allows, entry number, competitor and dog name, together with the amount in euros. The portal records order and transaction IDs, items, amount, time and status and books verified completed payments automatically. PayPal processes its payment data under its own privacy policy. We do not receive or store the payer's complete PayPal login or card details in the portal. The legal bases are Article 6(1)(b) and, where accounting obligations apply, (c) GDPR.

9. Exports and recipients

Organizers can export entries and camping information in Excel, CSV or a day specific Simple Agility participant TXT file. Depending on the format, these may contain names, contact details, date of birth, address, club, association, membership number, dog details including microchip number, entry number, class, status, attendance and payment details. Exports support competition software, the registration desk and event operation. Downloaded copies are outside the portal and must be protected and deleted separately. Access is limited to authorized organizers and, where necessary, event service providers, judges, associations or public authorities. Complete export files are not intended for publication.

10. Hosting and international processing

The sites and portal are provided through ChatGPT Sites, using Cloudflare infrastructure and a database for portal records. Hosting and payment providers may act as processors or independent controllers. Email and bank transfer providers also handle their respective transactions. Processing outside the European Economic Area cannot be ruled out. Where international transfers take place, they must rely on an adequacy decision or suitable safeguards under Chapter V GDPR. You can request details of the applicable contracts and safeguards from the controller.

11. Retention

Profiles remain available for future entries until changed or the account is deleted. Sessions last at most 14 days, reset links usually one hour, and technical login limits until they expire. We keep entries, messages, helper and camping records and payment evidence for as long as needed for the event, queries, claims or statutory obligations. There is currently no general automatic deletion date for completed entries; we review deletion requests individually. Accounting records may have longer legal retention periods. Technical logs and backups follow the infrastructure's retention settings. Deleted data may remain temporarily in backups under controlled restoration and is not used in normal operations; it is removed as backup cycles expire where technically and legally possible.

12. Delete your account and request further erasure

You can delete your participant account at any time in “My profile” using “Delete my profile”. This removes the account, access, additional people profiles, stored dog profiles and internal messages associated with the account from active account management. Submitted event entries, camping and payment records are not all automatically erased by that button. Downloaded exports and records held by PayPal, banks or other recipients are not erased by it either.

For erasure of remaining personal data, email info@hundeschule-hotdogs.de or write to the address above. Give the email used for the account and, if helpful, the event. Do not send passwords. We will check records outside the account and erase them when no current event processing, valid claim or legal retention requirement prevents this. If full immediate erasure is not possible, we will explain why and restrict processing where appropriate. We may need to verify your identity to prevent someone else deleting your data.

13. Your rights and complaints

Subject to the GDPR, you may request access, correction, erasure, restriction and data portability. You may object to processing based on legitimate interests for reasons specific to your situation. Consent can be withdrawn for the future. Contact info@hundeschule-hotdogs.de. You may complain to a data protection authority, including the Brandenburg Data Protection Commissioner, Stahnsdorfer Damm 77, 14532 Kleinmachnow, Germany.

14. Automated decisions and changes

There is no automated decision with legal or similarly significant effects under Article 22 GDPR and no advertising profiling. Technical checks such as matching a verified PayPal payment assist bookkeeping; organizers can review discrepancies. We update this policy when functions, recipients or legal bases change. The version published here applies.

Updated: 10 November 2026. The German text is the original version.