Terms of Membership & Privacy Notice

1. Who we are and what these Terms cover

These Terms of Membership and Privacy Notice (“Terms”) govern membership in RCT International, z.s. (a voluntary association registered in the Czech Republic) and participation in its activities, including rides, runs, training, events, and community initiatives. By applying for membership and/or participating in club activities, you acknowledge and accept these Terms.

Contact for all matters (including privacy): info@rct-prague.de. The club operates internationally; the primary applicable law is Czech law. For data protection, we comply with GDPR (EU) including German rules where relevant.

2. Membership admission and status

1. Eligibility. Anyone supportive of the club’s aims may apply; minors require legal guardian consent.
2. Application & approval. Submitting the online membership form creates an application. Admission is subject to board approval at its discretion (e.g., alignment with club values, safety, capacity). The club may decline applications without stating reasons, within the bounds of anti-discrimination laws.
3. Start of membership. Membership begins once the board approves your application and you receive confirmation.
4. Fees (if introduced). Membership fees, if applicable, will be announced transparently and collected lawfully. Non-payment may lead to suspension or termination in line with statutes.
5. Changes to details. You must keep your details (e.g., contact, medical alerts relevant to safety) accurate and up to date.

3. Participation rules & code of conduct

• Safety first. Participate only if you are medically fit. Follow traffic rules and local regulations at all times.
• Equipment responsibility. You are responsible for your own equipment (e.g., bicycle, shoes, helmet, lights), ensuring it is safe and roadworthy.
• Respect & integrity. Uphold fair play, no harassment or discrimination, follow reasonable instructions of ride leaders and officials.
• No doping / substance misuse. The club supports clean sport. Substance misuse is prohibited at all club activities.
• External links. The club uses platforms like Strava and Atlans for community coordination. Their terms and privacy apply when you use them.

4. Liability waiver & risk assumption

You acknowledge that participation in cycling, running, and associated activities involves inherent risks (e.g., accidents, weather, road conditions, third‑party conduct). You participate at your own risk.

To the maximum extent permitted by law, the club, its board members, volunteers, and leaders are not liable for accidental injury, property damage, or losses arising from participation, except in cases of intent or gross negligence. Mandatory statutory rights (e.g., under Czech civil law or German BGB) remain unaffected.

You are responsible for your adequate health and accident insurance. The club does not provide personal insurance cover.

5. Minors

Applicants under 18 require the express consent of a legal guardian (name, email, consent and signature collected). Guardians confirm that the minor is fit to participate and that adequate supervision and insurance exist as appropriate. The club may set participation limitations for minors for safety reasons.

6. Media, name use, and publicity

During activities, photos and videos may be created for the club’s public relations (website, social media, print). By opting in on the application form, you consent to the creation and publication of such media and to the use of your name in that context. You derive no rights (e.g., remuneration) from such use. You may revoke consent at any time with effect for the future; upon revocation, we will remove media from channels we control. Content shared by third parties or in media outside our control may persist.

7. Data protection (GDPR)

7.1 Controller

RCT International, z.s. (Czech Republic). Contact: info@rct-prague.de.

7.2 Personal data we process

• Identification/contact: name, email, phone, address, nationality, date of birth.
• Membership data: application details, approvals, roles/committee membership, payment records (if applicable).
• Activity data: voluntary activity logs relevant to club events (e.g., attendance), Strava profile link (if provided).
• Guardian data (minors): guardian name, email, consent, signature.
• Technical meta: submission timestamps, IP (for fraud/security), user agent.

7.3 Purposes & legal bases

• Membership administration (Art. 6(1)(b) GDPR – performance of a contract; Art. 6(1)(c) – legal obligations; accounting/record‑keeping).
• Safety & event coordination (Art. 6(1)(f) – legitimate interests, e.g., safe group rides, participant lists).
• Public relations media (Art. 6(1)(a) – consent for photos/videos and name publication; revocable at any time).
• Minors (Art. 6(1)(a) – guardian consent; additional safeguards under national law).

7.4 Recipients & processors

Access is limited to board members and designated volunteers who need it. We use reputable service providers (e.g., Google/Firebase) under data‑processing agreements. External platforms you choose to use (e.g., Strava, Atlans) process data under their own terms.

7.5 International transfers

Where data are stored or accessed outside the EEA, we rely on GDPR mechanisms (e.g., Standard Contractual Clauses). We aim to use EU/EEA data centers where feasible.

7.6 Retention

• Core membership records: for the duration of membership and for up to 10 years thereafter to meet legal/accounting obligations.
• Media with consent: until consent is withdrawn, then removed from channels we control.
• Guardian data: retained while the member is a minor and for a reasonable period thereafter for legal protection.

7.7 Your rights

You have the rights of access, rectification, erasure, restriction, portability, and objection (Art. 15–21 GDPR). You may withdraw consent at any time, without affecting prior processing. You can complain to your local authority; for the Czech Republic: Úřad pro ochranu osobních údajů (UOOU); in Germany: your competent state authority or the BfDI.

8. Discipline & termination

Breaches of these Terms or the Statutes may lead to warnings, suspension, or termination by the board. You may resign by written notice; statutory and fee rules (if any) apply.

9. Changes to these Terms

We may update these Terms to reflect legal or operational changes. The latest version is published here. Material changes will be highlighted; continued participation after notice indicates acceptance.

10. Priority & language

These Terms are provided in English, Czech, and German. In case of doubt, the Czech version may guide interpretation together with the club statutes.