Privacy Policy

This document sets out the rules regarding the processing of your personal data when you access the website sense4fitsummit.com, purchase a ticket, or participate in the Sense4Fit Summit. Its purpose is to inform you about what personal data we collect from you, how we use your personal data, your rights, and the steps you should take to protect your personal information when interacting with us via our website. 

If you require further information, please contact us at dpo@sense4fit.com and we will be happy to provide all necessary details. 

The Sense4Fit Summit 2025 is an event organized by Sense4Fit Operational SRL (hereinafter referred to as “Sense4Fit”), taking place in Bucharest on August 30–31, 2025. 

Sense4Fit is committed to protecting your rights and freedoms by ensuring that your personal data is processed securely and in accordance with all legal obligations. We value the safety of your personal information and are committed to maintaining its integrity and confidentiality. We adhere to the highest standards and, therefore, our policy is aligned with the requirements set forth in EU Regulation 2016/679 (GDPR). 

This Personal Data Protection Policy covers the information we collect about you when you register for the Sense4Fit Summit 2025. It also explains the choices you have regarding the personal data we process about you, including how you can object to processing, and how to access and update certain information. 

To reflect any changes in how we process your personal data or updates to legal requirements, periodic revisions and changes to this Policy will be posted on this page. 

Summary 

We encourage you to read the full Policy carefully, as it outlines what types of data we collect and why. However, if you’re in a hurry, here are some key points from the document: 

● We do not use your personal data for commercial purposes and we do not sell it to third parties. Your personal data is collected only to provide our services to you. 

● We collect only the minimum amount of personal data necessary to fulfill the purposes described below. 

● You may exercise any of your rights under the GDPR as described below. You can contact us at any time regarding your rights, and we will do our best to ensure they are respected. ● Your personal data may be shared with entities or individuals we have contractual relationships with, such as service providers, IT vendors, or online payment processors.

● If you have any questions regarding your rights or this policy, we encourage you to contact us at dpo@sense4fit.com. 

Who are we? 

Sense4Fit Operational SRL is a Romanian company headquartered in Voluntari, Sos. București Nord 15–25, Ilfov County, Romania, Tax Identification Number: 45892368, Commercial Registration Number: J23/4764/2022. 

For data protection purposes, we act as a data controller (the entity that determines the purposes and means of processing personal data) when we process your personal data as a data subject (an identified or identifiable natural person to whom the data relates). 

Sense4Fit is an independent project aiming to become a leader in the fitness and wellness industry, particularly by combining fitness training and activities with the benefits of blockchain technology and the SFIT Token. 

You may contact us at any time at dpo@sense4fit.com if you would like to learn more about our data processing activities. 

Your Personal Data 

Information We May Collect About You 

Personal data you provide to us: 

When you register for the Sense4Fit Summit 2025, we collect the information you provide through our registration forms, as well as when you complete an order form, sign up for a class or event, or subscribe to our newsletter. This personal data may include your full name, mailing address, email address, and credit card details required to purchase a ticket. For payment and registration, we use third-party services: Stripe and Oveit. 

In addition to ticket purchases, we may use your personal data (name, email) to send you emails regarding event logistics and to maintain communication for organizational purposes. 

When you sign up for a class or event, we also collect your name, email address, and phone number. When you sign up for games or prizes, we collect your email address. 

Personal Data Relating to Minors 

In cases where minors participate in the event, particularly in the designated children’s area or through the purchase of a Family package, we may collect the following categories of personal data: 

A. For children aged 4 to 14:

● Child’s full name; 

● Date of birth; 

● Relevant medical conditions or allergies (voluntarily provided by the parent); ● Confirmation of an accompanying adult; 

● Details of the parent or legal guardian registering the child. 

B. For minors aged 14 to 16 (where parental consent is required): 

As part of the Parental Consent process, we collect: 

● Parent/legal guardian’s full name; 

● Residential address; 

● Email address; 

● Phone number; 

● Handwritten or electronic signature (depending on the format); 

● Minor’s full name; 

● Minor’s date of birth; 

● Medical information or allergies (optional, if provided); 

● Date the consent form was completed; 

● Relationship of the adult to the minor (parent/legal guardian/authorized representative). 

All of this data is required to ensure the legal participation of the minor in the event, in accordance with the organizer’s obligations and applicable laws regarding the protection of minors and civil liability. 

Personal Data Collected by Us 

When you contact us through the forms available on our website, via email, or through other communication channels, we may collect your full name, email address, and the subject of your inquiry in order to assist you or respond to your questions. 

We may also collect personal data relating to your use of our website. This may include your IP address, geographic location, device information, browser type, visit duration, operating system, page views, and other similar data used to improve our services. This personal data may be collected by a third-party service provider or through the use of cookies. 

We may also collect your image or voice through audiovisual content captured during the Summit. By attending our event, you acknowledge that you may appear in photographs or videos taken at the Sense4Fit Summit. If you wish to object to this processing, please contact us at dpo@sense4fit.com and we will do our best to accommodate your request. 

Personal Data Collected from Third Parties

We may collect your personal data from third-party service providers that assist us with specific services. Such providers may help us with the event registration process or with online payment systems. These third parties may share with us any personal data they collect from you on our behalf. Examples include: 

● Oveit (registration management); 

● Stripe (payment processing); 

● Interactive session tools (e.g., class scheduling apps); 

● Event support tools (e.g., ticketing, CRM, digital access). 

Cookies and Technologies Used to Collect Information About You 

We collect the following data both directly and through third parties, using technologies such as cookies. Please refer to our Cookie Policy for more information about your rights and responsibilities regarding cookies and similar technologies. If you have any questions about your rights under our Cookie Policy, please contact us at dpo@sense4fit.com. 

a. Cookies 

Cookies are small text files used to identify your computer while you are connected to a network. Certain cookies are used to identify specific users and improve their browsing experience. When you access our website, you have the option to refuse or accept browser cookies by enabling the relevant setting in your browser. However, if you refuse cookies, certain parts of the website may not function properly. 

b. Analytics 

We use tools such as Google Analytics to provide insights into website traffic and user behavior. Google may share this data with other services and use it to personalize ads within its advertising network. More details on how Google processes your data can be found in their privacy documentation. 

c. Mobile Application Technologies 

If you access our website from a mobile device, we may automatically collect information about your device, your phone number, and your physical location. 

d. Google Ads 

We use Google Ads to display relevant advertisements to visitors who have previously interacted with our website. This involves collecting data about your visits to show personalized ads through the Google Display Network. Google and other third-party providers may use cookies or device identifiers to display these ads based on your past interactions. You can opt out of personalized ads through your Google Ads Settings or manage your preferences in your device settings. 

e. Web Beacons 

Pages of our website may contain electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that, for example, allow us to count users who have visited certain pages and compile other related statistics (e.g., monitoring the popularity of specific content and verifying

system/server integrity). We also use these technologies to analyze traffic patterns, such as how often users visit different areas of the site. This may involve sending information either directly to us or to an authorized third party acting on our behalf. 

Our website uses retargeting pixels from Google, Facebook, and other advertising networks. We also use web beacons in HTML emails to determine whether the emails were opened and if links were clicked. 

Purpose of Data Processing 

The processing of your personal data is based on at least one of the following legal grounds: 

● the processing may be necessary for the conclusion and/or performance of a legal agreement/contract; 

● the processing may be necessary to comply with a legal obligation incumbent upon us (e.g., those related to managing tax documentation, reporting to public authorities, document retention obligations, etc.); 

● the processing is necessary for the purposes of our legitimate interests; 

● the processing is based on your consent. 

When you visit our website 

When you access the Sense4Fit Summit website, your browser automatically sends information to our servers. This information is collected automatically and includes data such as your IP address, browser type, date and time of access, etc. These data are used to ensure the connection to our site and for administrative purposes. We do not use these data to draw any conclusions about your identity. 

To provide our services 

Processing your personal data is essential for us to deliver our services and fulfill our contractual relationship with you. 

This means that we process your personal data when you purchase a ticket. Without your name, email address, mailing address, and credit card information, you would not be able to purchase the ticket required for your participation in the Sense4Fit Summit. We rely on the contractual basis as the legal ground for this processing. 

We also process your personal data for administrative and logistical purposes to ensure smooth access to the Summit. For example, we process personal data (such as your name) to issue badges that allow you to enter the Summit venue. This also falls under the contractual legal basis. 

We may use your personal data (name, email) to send you emails regarding event organization.

Your name, phone number, and email address will also be processed when you register for and attend workshops, classes, or sessions, in order to reserve your spot and manage logistical details. 

For marketing purposes 

By attending our event, you acknowledge that your image and voice may be captured in photos or video recordings. We may use such recordings from the Sense4Fit Summit, which may contain your likeness, to promote our services. Additionally, your image may appear in our marketing materials or in promotional 

materials created by our sponsors related to the event. The legal basis for this processing is our legitimate interest. If you wish to exercise your right to object, please contact us at dpo@sense4fit.com. 

To improve user experience and optimize our marketing campaigns, we use tools such as Google Analytics and Google Ads to collect and analyze data on how you interact with our website. This helps us understand visitor behavior, monitor ad campaign performance, and display relevant ads based on your interests and preferences. The legal basis for this processing is our legitimate interest in improving and promoting our services effectively. 

When you provide your email address to participate in a prize-based campaign (such as a spin-the-wheel), we process your data strictly for the purpose of administering the game. If you have also given consent to receive marketing communications, we will use your email address to send you newsletters, updates, and promotional content. You may unsubscribe at any time by clicking the link in our emails or by contacting us at dpo@sense4fit.com 

To contact you 

You will be asked to provide your full name and email address when you complete contact forms on our website. We collect and process this data to respond to your inquiry or to record the feedback you provide. 

To keep you informed about our activities and services 

When you voluntarily subscribe to our newsletter by providing your email address, we use your personal data to inform you about our activities, services, products, and updates related to the Sense4Fit application. The legal basis for this processing is your consent, which you may withdraw at any time. 

To protect our legal interests 

Where required by law or where we deem it necessary to protect our legal rights, interests, or the interests of others, we may use the personal data you provide in connection with legal disputes, regulatory compliance, audits, or investigations. 

Participation of Minors and the Processing of Related Data

In cases where participants in the Sense4Fit Summit are minors (particularly in the Children’s Area or through the purchase of a Family package), we may process additional personal data about both the minors and the parents/legal guardians or designated representatives, for the following purposes: 

● ensuring the legal participation of the minor in the event, in compliance with laws protecting minors; 

● managing access to the children’s area and monitoring attendance; 

● fulfilling the responsibility and legal requirements of the accompanying adult, including where a Parental Consent Form is required (for minors aged 14–16); 

● handling medical incidents or emergencies where identification of the child and contact with the responsible adult is necessary; 

● issuing administrative documents (e.g., personalized access badges for children); ● complying with legal obligations, particularly those related to safety and security. 

Accordingly, we may process the following personal data: 

For the minor: 

● First and last name; 

● Date of birth; 

● Medical conditions, allergies, or restrictions (if provided); 

● Image or voice (in the context of media recordings); 

● Participation in workshops, classes, or children’s activities. 

For the parent/legal guardian/authorized representative: 

● First and last name; 

● Home address; 

● Email address; 

● Phone number; 

● Signature (electronic or handwritten); 

Capacity in which the adult is acting (parent/legal guardian/authorized representative); ● Responsibility declarations. 

The legal basis for processing in these cases includes: 

● contract performance (e.g., when purchasing tickets for minors); 

● our legitimate interest in organizing a safe event and ensuring the well-being of minor participants;

● and, in specific cases, the explicit consent of the responsible adult (particularly when parental consent is legally required). 

All data are processed in accordance with EU Regulation 2016/679 (GDPR), Romanian Law no. 190/2018, and any other applicable laws regarding the protection of minors. 

For how long do we keep your personal data? 

We will store your data safely, for as long as necessary to provide our services and contractual obligations. Generally, your personal data will be stored for a maximum period of 3 years, except for the cases in which we are required by law to store them for a longer period of time. 

The personal data you provide to us during your newsletter registration will be stored for as long as you are subscribed to the newsletter. Your email address will be deleted from the newsletter data based when you decide to unsubscribe. 

We may also need to store some of your personal data for a longer period in order to comply with legal or regulatory obligations, to prevent litigations or to resolve disputes. 

Protecting your personal data 

We have implemented the appropriate technical and organisational measures needed to ensure an adequate level of security and confidentiality to your personal data. 

The purpose of these measures is to protect your personal data against accidental or unlawful destruction or alteration, accidental loss, unauthorised disclosure or access and against other unlawful forms of processing. The measures include but are not limited to: 

a. people who have access to our internal systems are only those nominated by Sense4Fit Development to access the system; they use individual accounts and passwords which are changed periodically. b. all our employees, collaborators and service providers who are in contact with personal data must act in accordance with the principles and policies regarding the processing of personal data. They were informed and they have assumed to respect the GDPR by signing Data Protection notices, confidentiality agreements or Data Processing Agreements. 

c. our employees and collaborators access personal data exclusively for the performance of their professional duties and only in accordance with the stated purpose of data collection. d. computers from which the system is accessed are password-protected and have antivirus, anti spam and firewall security updates and we use safe protocols for the encryption of data.

e. personal data is accessed only by authorised users, if it is necessary to perform our activity or to fulfill our legal obligations. 

Minors 

The Sense4Fit Summit is an event that allows the participation of minors; however, such participation is only permitted under strict conditions and in compliance with the legal provisions regarding the protection of minors. The participation of minors in the event necessarily involves the processing of personal data relating to them, as well as of the parents, legal guardians, or authorized representatives who register them, accompany them, or assume responsibility on their behalf. 

For children aged 4 to 14 who participate in the specially designated children’s area, we collect data such as: the child’s full name, date of birth, and any voluntarily disclosed information regarding allergies or relevant medical conditions (if declared by the parent). These data are necessary for access management, ensuring the child’s safety, and implementing appropriate measures in case of an emergency. 

For minors aged 14 to 16, participation is permitted only with a completed and signed Parental Consent Form, submitted by a parent or legal guardian. For this purpose, we collect the following data: the parent or guardian’s full name, address, email address, phone number, and signature, as well as the child’s full name and date of birth. This information is required in order to comply with the legal framework and to formally record the assumption of responsibility by the adult. 

We do not allow minors under the age of 14 to independently submit personal data via our website. Likewise, we do not allow minors under 16 to register directly on our online platforms, purchase tickets, or subscribe to newsletters without the involvement or verifiable consent of a parent or guardian. 

If you believe that a minor under the age of 16 has provided us with personal data via our website without the necessary authorization, please contact us at dpo@sense4fit.com, and we will take all necessary steps to delete such data in accordance with applicable legislation. 

All personal data relating to minors are processed in accordance with the General Data Protection Regulation (EU) 2016/679 – GDPR, as well as Law no. 190/2018 implementing the GDPR in Romania, particularly with respect to the protection of children in both digital and physical environments. 

To whom do we transmit your personal data? 

Where applicable, we may transmit or provide access to certain personal data of yours to various categories of suppliers, personnel, or other companies with which we may develop partnerships necessary for the conduct of our business, provided that there is a good reason. Presently, we are using external IT services providers, logistics services, payment services providers, accounting services, legal

services providers. If you wish to enquire about the full list of suppliers we collaborate with, please write to us at dpo@sense4fit.com. 

Your data is usually transmitted to third parties for the following purposes. 

● Processors according to Art. 28 GDPR 

● Online payments (e.g. payment service provider) 

● Accounting (e.g. tax consultant) 

● Litigations and legal services (e.g. attorney) 

● Communication service providers (e.g. email) 

● Authorities, when required by law. 

What are your rights? 

You have the following rights as a data subject: 

Access 

You can ask us to confirm whether we process your personal data, as well as to provide you with a copy of it and to present to you the data we have, what we use it for, to whom we disclose it, if we transfer it abroad, how we protect it, how long we keep it, what rights you have, how you can file a complaint, where we got your data from, to the extent that the information has not already been provided to you in this page. 

Rectification 

You may ask us to rectify or complete your inaccurate or incomplete personal data. It is possible to check the accuracy of the data before rectifying it. 

Data deletion 

You can ask us to delete your personal data, but only if: 

• they are no longer necessary for the purposes for which they were collected; 

• you have withdrawn your consent (if the data processing was based solely on your consent); • they were processed illegally; 

• exercise a legal right to oppose; 

• we have a legal obligation in this regard. 

We are not required to comply with your request to delete personal data in any circumstance. The most likely situations in which we could deny your request are: 

• for compliance with a legal obligation; 

• for establishment, exercising or the defense of a right in court. 

Restricting data processing

You can request that we restrict the processing of personal data only if: 

• their accuracy is challenge and we need to verify their accuracy; 

• they are no longer needed for the purposes for which they were collected, but you need them to establish, exercise or defense of a right in court; 

• processing is illegal, but you do not want the data to be deleted; 

• you have exercised your right to object, and the verification of our rights prevails is ongoing. We may continue to use your personal data following a request for restriction if we have your consent, or to ascertain, exercise or ensure the defense of a right in court or to protect the rights of Sense4Fit or another natural or legal person. 

Data portability 

You can ask us to provide you with personal data in a structured, commonly used and automatically readable format, or you can request that it be ported directly to another data controller, provided that the processing is based on on your consent or on the conclusion or execution of a contract with you and to be done by automatic means, as well as to make the porting technically possible. 

The opposition 

You may object to the processing of your data at any time if you believe that your fundamental rights and freedoms prevail over our legitimate commercial interest. 

Automated decisions 

You may request that you not be subject to a decision based solely on automatic processing when that decision: 

• produces legal effects on you; 

• it affects you in a similar way and to a significant extent. 

This right will not apply where the decision was reached by following automated decision-making: • we are required to enter into or enter into a contract with you; 

• is authorized by law and there are adequate guarantees for your rights and freedoms; • is based on your explicit consent. 

Complaints 

You have the right to submit a complaint regarding the processing of your personal data and we assure you that we will make every effort to resolve any issues in a reasonable and peaceful way. 

You may contact us by email at dpo@sense4fit.com. We promise to respond to any valid requests within a maximum of 30 days, unless this is particularly complicated or if you have made multiple requests, in which case we will respond within a maximum of 60 days, prior to which you will be contacted about the delay. 

Alternatively, you can also submit your request to exercise your rights by post, at the following address: Sense4Fit Operational SRL

Voluntari, Sos. București Nord 15-25, Ilfov County, Romania, 

Links to other websites 

Our website contains links to other websites such as Google, Facebook, Instagram, Twitter, our sponsors’ websites and our partners’ websites. Once you click those links, you leave the realm of our app, which means our policies no longer apply, but instead, those websites’ policies apply. Our Privacy Policy does not apply to those companies’ web sites, you should refer to each of those sites to obtain information on their privacy policies. If you cannot find the privacy policy on any of these sites once you have arrived at their site via a link from our site, you should contact that site directly for more information or you can e-mail at us dpo@sense4fit.com 

We are not responsible for the contents of those sites and they will process your personal data in accordance with their privacy policy. 

Cookies 

Our website uses cookies. A cookie is a small file of letters and numbers that we put on your computer if you agree. These cookies allow us to distinguish you from other users of our website, which helps us to provide you with a good experience when you browse our website and also allows us to improve the website. 

Cookies are not viruses. These files do not contain code, which is why they cannot be executed, nor can they access other files or folders on your computer. 

As a user, you can configure your browser to reject cookies. You can also set your browser to block cookies or display a warning notification before a cookie is stored on your computer. Disabling and refusing to receive cookies may make certain sections/ pages impractical or difficult to visit. 

The use of cookies is necessary for secure user authentication. We only use secure cookies. You can learn more about the Cookies used on our website by accessing our Cookie Policy. 

Photography & Video Recording 

In some cases involving participation in physical events organized by Sense4Fit, such as the summit, party, or classes, photo and video materials may be created in which you may appear. 

We will use these materials for public communications about the events, specifically by publishing photos and videos on Sense4Fit’s digital brand promotion channels, social media, and other online platforms, based on our legitimate interest in promoting our brand image. If you do not wish to appear in group photos, you have the option to decline participation. If you prefer not to be photographed, please let us know, and we will do our best to respect your decision. However, it is still possible that you may appear in the background of some photos or videos due to your participation in the event.

For close-up photos, you have the option to refuse photography at any time, without any consequences. If you wish to withdraw your consent, even after the photo or video materials have been published, please feel free to contact us at any time at dpo@sense4fit.com. 

The photos and video materials will be used exclusively for the purpose of promoting the Sense4Fit brand and will not be sold to third parties. 

Changes to this Policy 

We reserve the right to make changes to this Policy on the protection of personal data at any time by notifying users on this page or – as far as technically and legally possible- sending a notification to users through any contact information available to us. It is strongly recommended that you check this page frequently, referring to the date of the last change listed under the title. 

If the changes affect the processing activities performed based on the User’s consent, we will collect a new consent from the User, if necessary. 

Contact 

We are always open to finding out your thoughts and views and to provide you with any additional information you may need regarding the processing of your data. If you have any questions about the content of this document or wish to exercise your rights, please do not hesitate to contact us by email at our address: dpo@sense4fit.com