This policy explains how we process personal data of users of katowicecup.pl and participants of the Jadwiga Jędrzejowska International Tennis Tournament “Katowice Cup” (ITF World Tennis Masters Tour, MT200). It also serves as the full privacy notice referred to in the tournament entry form.
1. Data controller
The controller of your personal data is Śląski Związek Tenisowy, Piłsudskiego 83, 41-800 Zabrze — the co-organiser of the Katowice Cup tournament and publisher of katowicecup.pl.
For any matter concerning personal data, write to: itf.karol@gmail.com
2. What data we process, why and on what legal basis
Contact form
When you write to us via the website form (categories: entries, accommodation, sponsorship, general), we process your name, e-mail address and the content of your message — in order to reply and handle your request. The legal basis is our legitimate interest, i.e. communication with people who contact us (Art. 6(1)(f) GDPR), and where the matter leads towards a contract (e.g. sponsorship cooperation) — taking steps prior to entering into a contract (Art. 6(1)(b) GDPR). After sending the form you will receive an automatic confirmation to the address provided.
Newsletter
If you give your consent, we use your e-mail address to send information about the tournament and its future editions. The legal basis is your consent (Art. 6(1)(a) GDPR). You can withdraw it at any time — just send a message to the address in section 1 or click the unsubscribe link in the footer of any newsletter. Withdrawal does not affect the lawfulness of e-mails sent before.
Tournament entry
In connection with your entry we process the data from the entry form: name and surname, date of birth, nationality, IPIN number, contact details, selected events and doubles partner details, as well as the declarations and consents given. We do this to handle the entry, prepare the seeding and schedule, and run the tournament (Art. 6(1)(b) GDPR).
The formal tournament entry is made via the ITF system (IPIN account). For data processed in that system, the International Tennis Federation (ITF) is a separate controller — see the ITF privacy policy at itftennis.com.
Entry lists, draws and results
We publish names, nationality, age category and match results — on the tournament website, in ITF systems, on the results board at the venue and in materials provided to the media. The legal basis is our legitimate interest: organising and documenting sports competition and reporting on its course (Art. 6(1)(f) GDPR).
Tournament archive (Hall of Fame)
We keep and publish the sporting results of past editions — including the names of winners since 1990 — indefinitely, as the tournament’s historical archive (Art. 6(1)(f) GDPR). You may object to this processing on grounds relating to your particular situation.
Photos and tournament coverage
We use participants’ images in information and promotional materials on the basis of the voluntary consent given in the entry form (Art. 6(1)(a) GDPR) — you can withdraw it at any time. Crowd shots from a public event (stands, ceremonies, spectators) are published on the basis of Art. 81(2) of the Polish Copyright Act and our legitimate interest (Art. 6(1)(f) GDPR). If you would like a specific photo showing you to be removed — write to us.
Server logs
When you use the website, the server automatically records the IP address, request time and browser data. We use these solely to ensure the security and stability of the service (Art. 6(1)(f) GDPR) and keep them for up to 90 days.
3. Who we share data with
Recipients of the data are: Hetzner Online GmbH (website hosting — servers located in the EU, under a data processing agreement), the International Tennis Federation (ITF), the Polish Tennis Association (PZT), tournament officials, and IT service providers acting on our behalf. Entry lists, draws and results are by their nature publicly available.
4. Transfers outside the EEA
Participants’ data is transferred to the ITF, established in the United Kingdom — a country covered by a European Commission adequacy decision. Beyond that, we do not transfer data outside the European Economic Area.
5. How long we keep data
Contact form messages — for the time needed to handle the matter, then up to 12 months (in contract-related matters — until legal claims become time-barred). Newsletter addresses — until consent is withdrawn. Entry data — until the tournament is settled and legal claims become time-barred. Sporting results — indefinitely, in the tournament archive. Server logs — up to 90 days. Cookies — as set out in the table in section 7.
6. Your rights
You have the right to: access your data, rectify it, erase it, restrict its processing, data portability, object to processing based on legitimate interest, and withdraw consent at any time (without affecting the lawfulness of processing carried out before withdrawal).
To exercise these rights, write to the address given in section 1. You also have the right to lodge a complaint with the President of the Polish Personal Data Protection Office (UODO, ul. Stawki 2, 00-193 Warsaw, uodo.gov.pl).
7. Cookies
The website uses only necessary and functional cookies:
| Name | Purpose | Retention |
|---|---|---|
| pll_language | remembers the selected language version of the site (Polylang) | 1 year |
| wordpress_test_cookie | checks whether the browser supports cookies | session |
We do not use analytics or marketing cookies. You can manage cookies in your browser settings — blocking them may, however, affect some site functions (e.g. remembering your language).
[EDITOR’S NOTE — remove before publishing: if you later enable analytics (e.g. Matomo, GA4) or social media pixels, add the relevant entries to the table, an analytics section and a cookie consent banner.]
8. Do you have to provide data
Providing data is voluntary but necessary to achieve the given purpose: without an e-mail address we cannot reply to your message, and without entry data we cannot accept your tournament entry. The consents (newsletter, image) are entirely voluntary and are not a condition of taking part in the tournament.
9. Automated decision-making
We do not make automated decisions about you and we do not profile your data.
10. Changes to this policy
We may update this policy, for example when site features change. The current version is always available on this page, with the effective date shown at the top.
