Rules

(updated 2.12.2025)

 

• Tervahiihto Terms and Conditions
• Register and Privacy Policy

 

Tervahiihto Terms and Conditions – 28.2.2026

If Tervahiihto must be canceled due to difficult snow conditions or any other reason beyond the organizer’s control (e.g., epidemic, natural disaster, or prohibition, order, or recommendation by authorities), the participation right will be transferred to the following year’s Tervahiihto event.

If the route must be shortened due to difficult snow conditions or another reason beyond the organizer’s control, the participation fee will not be refunded, and the participant is not entitled to a price reduction or any other compensation.

The organizer will announce the cancellation of the event through media and online.

A participant or their organization that cancels participation is not entitled to a refund of the participation fee. However, a participant who cancels by 31 December 2025 may transfer 50% of the paid participation fee to the following year. All cancellations must be reported to the Tervahiihto office.

 

Illness Cases

In case of illness, the participation fee will be refunded minus a 15€ office fee, provided that an official medical certificate (issued by a doctor or nurse) is submitted to the Tervahiihto office no later than 31 March 2026.

The refundable portion of a participation fee paid with sports vouchers will be transferred to the following year’s Tervahiihto.

The organizer requests that illness notifications be made no later than the start of the competition.

The medical certificate can be sent by post or emailed as a scanned or photographed copy to the Tervahiihto office. The last part of the personal identity number must be covered.

 

Register and Privacy Policy

This is Tervahiihto’s register and privacy statement in accordance with the Finnish Personal Data Act (§10 and §24) and the EU General Data Protection Regulation (GDPR). Prepared on 24 May 2018. Last update on 28 October 2019.

1. Data Controller
   Tervahiihto / Oulun Hiihtoseura ry
   Sammonkatu 6, 90570 Oulu
2. Contact Person Responsible for the Register
   Tervahiihto Director: Anne Talvensaari-Mattila
   Email: toimisto(at)tervahiihto.fi
   Tervahiihto Office: Maaret, Tel. 044 986 2361, toimisto(at)tervahiihto.fi
3. Name of the Register
   Tervahiihto Customer and Results Register
4. Legal Basis and Purpose of Processing Personal Data
   The legal basis for processing personal data under the GDPR is the individual’s consent, given when they choose to participate in Tervahiihto event.

The purpose of processing personal data is to maintain customer relations, communication, marketing, and archiving competition results and achievements.

Data is not used for automated decision-making or profiling.

5. Data Content of the Register
   The register contains: first and last name, company or team name, contact details (phone number, email address, postal address, country of residence), date of birth, nationality, gender, registration ID, photography consent, details of ordered services and changes, billing information, and other data related to the customer relationship and ordered services.

Data is stored indefinitely.

6. Regular Sources of Data
   Data is obtained from the customer via an online registration form or provided by the registrant themselves, a relative, friend, employer, travel organizer, or equivalent.
7. Regular Disclosure of Data and Transfer Outside the EU/EEA
   Data is not regularly disclosed to third parties.

We may share your personal data with authorized third parties who process data on behalf of Tervahiihto for purposes described in this policy (e.g., technical, logistical, and other service providers). These parties may only use your data for the intended purpose and must comply with applicable laws and this policy, using appropriate safeguards.

Examples include timing service providers during the event, or photography services if you have given consent.

Data may be published publicly in Tervahiihto start lists, result lists, diplomas, etc., including: first and last name, hometown, nationality, year of birth, gender, team name, competition results and achievements, start number, and category.

Data is not transferred outside the EU/EEA. However, publicly displayed data is globally accessible.

8. Principles of Register Protection
   Data is handled with care and protected appropriately in IT systems. Internet servers are secured physically and digitally. Access to stored data and servers is restricted to employees whose job requires it.
9. Right of Access and Correction
   Every person in the register has the right to check their data and request correction or completion of incorrect or incomplete information. Requests must be sent in writing to the data controller. Proof of identity may be required. Responses will be given within the time frame set by GDPR (usually within one month).
10. Other Rights Related to Personal Data Processing
    Individuals have the right to request deletion of their data (“right to be forgotten”) and other GDPR rights, such as restricting processing in certain situations. Requests must be sent in writing to the data controller. Proof of identity may be required. Responses will be given within the time frame set by GDPR (usually within one month).

Tervahiihto reserves the right to annul competition results and achievements if a deletion request is made.