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Terms and conditions

General Terms and Conditions and Privacy Policy

WCSG Frederikshavn 2026

Preamble: The sixth edition of the World Company Sport Games is organized by ARENA NORD, hereinafter referred to as “The Organizer” or “ARENA NORD.” The event’s organization is carried out within the framework of the specific regulations established by the World Federation for Company Sports (WFCS). The World Company Sport Games (WCSG) are a unique event that brings together employees from all walks of life and geographical backgrounds for fore days based on common values of sharing, conviviality, enjoyment, and performance. They are open to all members of WFCS federations and special invites.

The following elements specify the general conditions of participation in the event and the privacy policy of the organizer. Contact Information for the Organizer: Arena Nord – Harald Nielsens Plads 9, 9900 Frederikshavn, +45 96201050 – wcsg@arenanord.dk –

www.wcsg2026frederikshavn.dk

General Terms and Conditions

  1. Acceptance of General Conditions

These general terms and conditions apply to any registration request for the World Company Sport Games Frederikshavn 2026 (hereinafter WCSG 2026 or Event). By registering for the Event, the participant accepts these participation conditions. All data provided by the purchaser and the saved confirmation serve as proof of the transaction. The confirmation serves as a signature and acceptance of the operations. The selling company must send an order confirmation by email. These general conditions may be modified by simple communication from the Organizer to the other party. In the absence of a written protest within 30 days of notification, the modified general conditions will apply from the date of notification to all legal acts, agreements to be concluded, and ongoing contracts, to the extent that they are executed after the date of notification.

  1. Scope of General Terms and Conditions

These General Conditions do not apply to goods and services that you may have purchased in any way from third parties, regardless of whether these third parties were commissioned or licensed by the Organizer. The products and services covered by these General Conditions are only those provided directly by the Organizer and ordered through the Event website – www.wcsg2026frederikshavn.dk

Danish law applies to all legal relationships. Jurisdiction clause: Hjørring District Court.

  1. Registrations
  2. a) Registration for the event can only be made through the link wcsg2026frederikshavn.dk
    Registration will take place between 4th of August 2025 and 1st of March 2026.
  3. b) Registration is reserved for entities and individuals recognized by one of the members of the World Federation for Company Sport (Certain exceptions may occur). The list of members of the World Federation for Company Sport is available here:

Member organisation – WFCS

Each member of the World Federation for Company Sport establishes its own admission conditions for its entities and individuals.

  1. c) For athletes, registration by paying the participation fee entitles them to:
    Registration in one sport
    • Opening and closing ceremonies
    • Free transport with shuttle service provided through the event and local transport operater within the eventperiod 10.-14th of June 2026.
    • Participation in special events and shows at Arena Nord
    • Voucher for evening streetfood at Arena Nord, on Thursday 11th. and Friday 12th of June 2026.
    • Basic healthcare assistance
    • 5 km and 10 km race at the end of the Games (City Run)
  2. d) For accompanying persons, registration by paying the participation fee entitles them to:
    Opening and closing ceremonies
    • Free transport with shuttle service provided through the event and local transport operater within the eventperiod 10.-14th of June 2026.
    • Participation in special events and shows at Arena Nord
    • Voucher for evening streetfood at Arena Nord, on Thursday 11th. and Friday 12th of June 2026.
    • Basic healthcare assistance
    • 5 km and 10 km race at the end of the Games (City Run)
  3. e) Registrations are possible within the limits of available seats. They are considered in the chronological order recorded through the registration website.
  4. f) The Organizing Committee reserves the right to eliminate one or more sports disciplines in case the minimum number of participants required for competitions and tournaments is not reached.
  5. g) Participation will be considered only after the full registration fee has been paid and the medical certificate or self-certification of possession thereof has been submitted (see par. 6).
  6. h) The registration fee is set at:
  • Two hundred and forty five euros (€245) per participant;
    • Seventy five (€75) per accompanying person.
    A surcharge will apply for golf participants, Fifty (€50).
  1. i) Registration fees are due no later than March 1st, 2026. Only payments by bank transfer are accepted.

You will receive an invoice either from the registration system or as a manual invoice issued by the organizing organization, Arena Nord.

  1. j) Registration for minors under 16 years of age is not allowed. Registration of minors aged 16 to 18 is subject to parental consent.
  2. Right of Withdrawal
  3. a) The right of withdrawal can be exercised by contacting the
    organizer in writing and via email at wcsg@arenanord.dk

Refund in case of withdrawal:
• Cancellation before March 1st 2026: 100% refund.
• Cancellation between March 2nd 2026, and March 31st 2026: 50% refund.
• Cancellation after March 31st 2026: no refund.

It is possible to replace a registered person with another at no cost until March 1st 2026. From March 1st 2026, onwards, the replacement of a participant’s name is not guaranteed and must be validated by the organizing committee.

  1. b) In case the event is partially or fully canceled by the Organizing Committee due to exceptional circumstances (pandemic or other), it will be possible to obtain a refund of the registration fees according to the following conditions:
    Cancellation by the Organizing Committee before March 1st 2026: 100%refund.
    • Cancellation by the Organizing Committee between March 1st and April 1st 2026: 70% refund.
    • Cancellation by the Organizing Committee between April 1st and May 31st 2026: 50% refund.
    • Cancellation by the Organizing Committee after June 1st 2026: 20% refund.
  2. Accommodation
  3. a) Participants are free to choose their accommodation within the framework of the World Company Sport Games.
    b) The Organizing Committee has entrusted Destination Nord with providing assistance in booking accommodation for participants who wish to do so. They will be available to all companies or individuals who register for WCSG Frederikshavn 2026 to address any specific needs that go beyond the standard proposals, including extending the length of the stay beyond the days provided by our event.
    c) All information and contact details for Destination Nord are available on the website Hotels – WCSG 2026 Frederikshavn Denmark to receive the necessary assistance and make reservations.
    f) In case of booking through Destination Nord, cancellation conditions will be provided by them.
  4. Insurance and Specific Registration Terms and Conditions
    a) The participant or their organization is obligated to ensure proper insurance coverage for the participant, whether this is provided through a member organization, the organization itself, or privately.
  5. b) The participant must comply with the specific participation conditions established by the member organisations of the World Federation for Company Sports in which they are geographically affiliated. Member organisation – WFCS
  6. c) The participant agrees to abide by the competition’s sports and safety rules as defined by the organizer. They must appear at the competition with equipment in perfect working condition, properly maintained, and suitable for the event. If the sports regulations require it, participation may be allowed only after an inspection or safety check. Participation may be refused by the organizer or WFCS at any time.
  7. d) The participant is personally responsible for ensuring proper insurance coverage for any equipment brought to the event. The participant is also obligated to secure the necessary certificates and permits required for transporting sports equipment considered to fall under the weapons category.

Please note that it may be necessary to present such certificates and permits when traveling by air, and in certain cases, specific approval must be obtained from the airline for both entry and exit.

  1. Right of Publicity
  2. a) ARENA NORD or any authorized third parties may have the right to acquire and use audio recordings, video recordings, and photographs (“Material”) of the Event and use the name, image, voice, appearance, performance, and biographical material for any purpose (whether commercial, promotional, or other) on all media, indefinitely.
    b) ARENA NORD may use, transmit, display, exhibit, reproduce, and/or make the material available to the public on any medium, including, but not limited to, radio, television, cinema, events, data carriers, and the World Wide Web. ARENA NORD may make changes, interruptions, cuts, or other modifications to the material and use such modified material without restrictions. The participant is aware that they do not have the right to approve any of the materials. They understand that they cannot be named as a participant in the event, and they do not expect to gain financially from their appearance in any material related to the event.
    c) Unless otherwise specified, ARENA NORD allows the participant to use their own camera during the event to record moving images and/or a series of still images/shooting content (“Participant Content”). The use of such Participant Content is limited to private purposes (own website and social media channels). Each participant is aware that ARENA NORD holds the intellectual property and media rights to the event, and, upon request, will provide ARENA NORD access to their own content. Any commercial use by the participant or third parties is subject to the prior consent of ARENA NORD.

 

Privacy Policy

  1. Personal Data We Process

ARENA NORD processes the personal data provided using our services and/or provided directly. These data often include the following:

  • Name and surname
    • Gender
    • Date of birth
    • Address details
    • Phone number
    • Email
  1. For What Purpose and on What Basis We Process Personal Data

In most cases, ARENA NORD processes personal data to be able to provide the services or execute the order entrusted to us for the organization of the World Company Sport Games. The data are recorded for practical and efficient reasons, such as:

  • Communication and provision of information
    • To provide our services as efficiently as possible
    • Improving our services
    • Invoicing and collecting our fees.

Based on the above, personal data may also be used for marketing purposes or to send you advertising material or messages about our services if we believe these may be of interest to you. We may also contact you to request feedback on the services we provided or for market research or other purposes. If you do not wish to receive emails from us, you can communicate this by sending an email to wcsg@arenanord.dk

Finally, ARENA NORD may use personal information to protect our property rights and those of our users and to comply with legal proceedings, if necessary.

ARENA NORD processes personal data for the following purposes:
• Registering participation in the event
• Managing payment
• Sending newsletters and/or advertising brochures
• Notifying about changes to our services and products
• Providing goods and services
• Contacting participants if necessary to perform our services.

  1. Automated Decision-Making

ARENA NORD does not make decisions based on automated processing on matters that can have (significant) consequences for people. This concerns decisions made by computer programs or systems without involving a person (e.g., a ARENA NORD employee).

  1. How Long We Retain Personal Data

ARENA NORD does not process personal data for
longer than necessary for the purpose for which they were provided. This means that personal data will be kept for as long as is necessary to achieve the relevant goals. Some data must be retained for a longer period because we must comply with legal retention obligations (e.g., tax retention obligation).

  1. Sharing of Personal Data with Third Parties ARENA NORD shares personal data with various third parties if necessary for the execution of the agreement and to meet any legal obligations. Additionally, ARENA NORD shares personal data with third parties if explicit consent has been obtained. With companies that process data on behalf of ARENA NORD, an agreement is made to ensure the same level of security and confidentiality of the data. ARENA NORD remains responsible for these processing operations in any case.
  2. Cookies or Similar Techniques We Use ARENA NORD uses only technical and functional cookies and analytical cookies that do not invade privacy. The cookies we use are necessary for the technical operation of the website and your ease of use. They ensure the proper functioning of the website and remember, for example, your preferences. This allows us to optimize our website. You can disable cookies by setting your internet browser to no longer store cookies. In addition, you can also delete all information previously stored through your browser settings.
  3. View, Modify, or Delete Data

Each participant has the right to view, correct, or delete their own personal data after the end of WCSG 2026. They also have the right to revoke their consent to data processing or object to the processing of personal data by ARENA NORD. Furthermore, they have the right to data portability. This means they can submit a request to send the personal information we hold about them to themselves or to another organization. They can submit a request for access, correction, deletion, data transfer of personal data, or request for deletion of consent or objection to the processing of personal data to wcsg@arenanord.dk

  1. How We Protect Personal Data

ARENA NORD takes the protection of personal data seriously and takes appropriate measures to prevent misuse, loss, unauthorized access, unwanted disclosure, and unauthorized modification.

  1. Data Incidents

If there is an incident (a so-called data breach) concerning relevant personal data, ARENA NORD will promptly inform the participant, unless there are compelling reasons or if there is a real possibility of negative consequences for privacy. We commit to do this within 48 hours of discovering the data breach or from the moment we were informed by our (sub) data processors.

  1. Complaints, Disputes

For any complaints about the processing of personal data, you can contact ARENA NORD at wcsg@arenanord.dk

  1. Changes The latest version of the privacy policy is the one applicable and can be found on the website: www.wcsg2026frederikshavn.dk
  2. Clarifications For any questions about the management of personal data, please send an email to: wcsg@arenanord.dk