Privacy Policy

ATHLETICS INTEGRITY UNIT PRIVACY POLICY - USE OF PERSONAL INFORMATION

 

  1. Your personal information is being processed by the Athletics Integrity Unit (AIU) on behalf of World Athletics.

  2. World Athletics is the international governing body for the sport of Athletics.World Athletics is located in Monaco and its principal office is at 6-8, Quai Antoine 1er, BP 359, MC 98007 Monaco Cedex. As an association recognised under the laws of Monaco, World Athletics is subject to law 1,165 dated December 23, 1993 on data protection (as amended) and also complies with the EU General Data Protection Regulations 2016.

  3. The AIU is part of, but operates independently to, World Athletics and reports to an independent AIU Board. The AIU's office is at 1st floor, 6 Quai Antoine 1er, BP 359, MC 98007 Monaco Cedex. In accordance with the Constitution of World Athletics, the role of the AIU is to protect the integrity of the sport of Athletics through education and testing and by investigating and prosecuting anti-doping rule violations and other breaches of integrity in Athletics within the World Athletics Rules and Regulations, including the Integrity Code of Conduct and rules based on the World Anti-Doping Code.

  4. The AIU on behalf of World Athletics respects your privacy and is committed to protecting your personal information in accordance with applicable laws and regulations.

  5. This policy relates to the use of personal information that the AIU collects and processes in compliance with its mandate to protect the integrity of the sport of Athletics. The policy sets out inter alia the following:

    • the type of personal information we collect;

    • the business purpose for which the personal information is collected;

    • the legal basis on which the personal information is used;

    • where the personal information is stored;

    • whether your personal information is shared with anyone else; and

    • what your rights are in relation to your personal information and how to exercise them.

      What type of personal information is collected, for which purpose and on which basis?

6. When implementing the AIU's anti-doping and integrity programmes, we may process personal information and, in some cases, sensitive personal information about you. In the table below, we set out what personal information we process, the business purpose(s) it covers, the legal basis upon which we process the data and the applicable retention period for that data. Please note that not all of the activities listed in the table below may apply to your individual circumstances. Note also that we will retain personal information beyond the retention period where we have brought or are defending a legal claim (on behalf of World Athletics) which runs beyond the retention period. 

Type of Personal InformationBusiness PurposeLegal Basis upon which it is usedRetention Period

Athlete Data

 Name, nationality, date of birth, gender, address, event, nationality/citizenship, whether you compete at a national or international level, your member organisation(s), the names and details of other persons assisting or advising you in relation to your athletics career (e.g., coaches, managers, doctors, team officials) 
Information to enable the AIU to conduct authorised anti-doping and integrity programs and to investigate breaches of the World Athletics Rules, including the World Athletics Anti- Doping Rules and the Integrity Code of Conduct 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 
For the period of your career as an athlete plus 10 years 
Your World Athletics ID, photograph, given names, surnames, other names, sporting nationality, known date of birth, place of birth, nationality/citizenship, gender, e-mail address, passport or other identity card, mobile telephone number, travel and accommodation Information received from World Athletics to enable the AIU to conduct authorised anti-doping and integrity programs and to investigate breaches of the World Athletics Rules, including the World Athletics Anti- Doping Rules and the Integrity Code of Conduct Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. For the period of your career as an athlete plus 10 years 

TUE Data

Information provided by you or your physician(s) on the TUE Application Form (including your name, date of birth, contact details, sport and discipline, the diagnosis, medication, and treatment relevant to the application);

Supporting medical information and records provided by you or your physician(s); and

Assessments and decisions on a TUE application by World Athletics, ADOs (including WADA) and their TUE Committees and other TUE experts, including communications with you and your physician(s), relevant ADOs or support personnel regarding your application. 


To process and evaluate the merits of TUE applications in accordance with the International Standard for Therapeutic Use Exemptions. An athlete’s personal information could also be used for other purposes in accordance with the World Athletics Anti- Doping Rules, the International Standards, and the anti-doping rules of ADOs with authority to test an athlete. This includes (i) Results management, in the event of an adverse or atypical finding based on your sample(s) or the Athlete Biological Passport; and (ii) in rare cases, investigations, or related procedures in the context of a suspected Anti- Doping Rule Violation. 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 

TUE certificates and TUE rejection decisions = 10 years as of date of TUE expiry/date of the rejection decision.

TUE application forms and supplementary medical information and any other TUE information not expressly mentioned herein = 12 months from the date of expiry of the TUE.

Incomplete TUE applications = 12 months from the date of creation. 

Athlete Whereabouts Information

 

Information provided in a Whereabouts Filing by you or on your behalf that sets out your whereabouts during each quarter, including your name, ADAMS ID, gender, discipline, contact information (e- mail, correspondence address and telephone number(s)), the full name and address of your overnight accommodation for the following quarter (e.g., home, temporary lodgings, hotel etc), the full name and address of each location where you will conduct regular activities (training, university, work...) for each day of the following quarter, your competition schedule for the following quarter (name and address of each location where scheduled to compete) and a daily 60- minute time slot where you will be available and accessible for testing at a specific location

Filing Failure A failure by you (or by a third party to whom you have delegated the task) to make an accurate and complete Whereabouts Filing that enables you to be located for Testing at the times and locations set out in the Whereabouts Filing or to update that Whereabouts Filing where necessary to ensure it remains accurate and complete

Missed Test A failure by you to be available for testing at the location and time specified in the 60-minute time slot identified in your Whereabouts Filing for the day in question 
To conduct doping control programs in accordance with the World Athletics Anti- Doping Rules (including no advance notice out-of- competition testing) and to investigate breaches of the World Athletics Rules 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 

Whereabouts information = 12 months as of the end of the whereabouts quarter for which the data was submitted (except for the purposes of the Athlete Biological Passport – see below)

Whereabouts Failures = 10 years as of the date of the whereabouts failure 

Testing Data

Doping Control Forms 

Mission/Testing Orders

Chain of Custody documents 

To conduct doping control programs in accordance with the World Athletics Anti- Doping Rules (including no advance notice out-of- competition testing) and to investigate breaches of the World Athletics Rules

Doping Control Forms/other associated documents may be shared with World Athletics for the purposes of World Athletics monitoring eligibility under the World Athletics Eligibility Regulations for Transgender Athletes or the World Athletics Eligibility Regulations for the Female Classification. 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 
Doping Control Forms = 10 years as of Sample collection

Mission/Testing Orders = retained until all associated DCFs have been deleted

Chain of Custody documents = 10 years as of the date of document creation

Incomplete Testing documentation or documentation not matched to a Sample = 12 months from the date of creation 

Test Results / Results management


Analytical test results (including Adverse Analytical Findings/Atypical Findings) and supporting data / forms / laboratory reports / other associated documentation 		To conduct doping control programs in accordance with the World Athletics Anti- Doping Rules and to investigate breaches of the World Athletics Rules

Analytical test results and supporting data/forms/laboratory reports and other relevant biological, medical or administrative results/associated documentation may be shared with World Athletics for the purposes of World Athletics monitoring eligibility under the World Athletics Eligibility Regulations for Transgender Athletes or the World Athletics Eligibility Regulations for the Female Classification. 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 
Analytical test results and supporting data = 10 years as of Sample collection date / date of creation of relevant document 
Athlete Biological Passport  

ABP results - biological variables, ATPF, APF, APMU reports, expert reviews, ABP documentation packages and associated laboratory documentation.

Whereabouts (only city, country and In- Competition whereabouts) 		To conduct doping control programs in accordance with the World Athletics Anti- Doping Rules (including no advance notice out-of- competition testing) and to investigate breaches of the World Athletics Rules

ABP data may be shared with World Athletics for the purposes of World Athletics monitoring eligibility under the World Athletics Eligibility Regulations for Transgender Athletes or the World Athletics Eligibility Regulations for the Female Classification. 		Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. ABP results = 10 years as of date of match between results and Doping Control Form/ date of creation of relevant documents

Whereabouts = 10 years as of end of the whereabouts quarter for which the data was submitted 

Confidential Reports

Personal information contained in confidential reports submitted on the 'Stand Tall, Speak Up' online reporting form

Personal information contained in reports made to the AIU confidential mailbox 

Information provided by third parties to the AIU which enable it to investigate and enforce breaches of the Integrity Code of Conduct and/or the World Athletics Anti- Doping Rules: see further the AIU Confidential Reporting Policy. Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 



If a Report is not pursued = 6 weeks

If there is an indication of a possible breach of the World Athletics Rules = 10 years 

Data Collected in the course of AIU investigations

Data collected by the AIU (including pursuant to Demands issued under the World Athletics Rules) including any records or files in hard copy or electronic format (such as itemised telephone bills, bank statements, credit card statements, ledgers, notes, files, correspondence, emails, messages, servers); information from electronic storage devices (such as cloud based servers, computers, hard drives, tapes, disks, mobile telephones, laptop computers, tablets and other mobile storage devices); information from betting operators and regulators on accounts showing unusual or suspicious patterns; information from open source media; personal data from recorded interviews 
Information collected by the AIU to investigate and enforce breaches of the World Athletics Rules (including the Integrity Code of Conduct) 
Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. 

If there is no indication of a possible breach of the World Athletics Rules = 18 months

If there is an indication of a possible breach of the World Athletics Rules = 10 years 
Disciplinary Findings  

Sanctions under the World Athletics Rules

Decisions of the relevant tribunals of Member Federations

Decisions of the Disciplinary Tribunal

Decisions of the Court of Arbitration for Sport

Relevant supporting documentation / files (including AAF or whereabouts failure record, case files, laboratory and ABP documentation packages etc) 		To enforce breaches of the World Athletics Rules (including the Integrity Code of Conduct) Necessary for the purposes of the legitimate interests pursued by the AIU on behalf of World Athletics to ensure that the integrity of the sport of Athletics is protected. As of date of final decision: 

Sanctions and decisions = the longer of 10 years or duration of the sanction (unless decisions are retained as legal precedents or part of the public record);

Relevant supporting documentation / files = the longer of 10 yrs or duration of sanction 

7. Confidential reports containing personal information will be processed in accordance with the AIU's Confidential Reporting Policy which may be viewed at: CONFIDENTIAL REPORTING INFORMATION NOTICE - Website.docx (athleticsintegrity.org).

Where will the information be stored?


8. All the personal information collected by the AIU is stored in secure facilities operated by the AIU’s hosting providers:

(a) Rackspace Ltd, 8 Millington Road, Hyde Park Hayes, Middlesex, UB3 4AZ UK (www.rackspace.com);

(b) Microsoft Western Europe, 39 quai du Président Roosevelt, 92130 Issy-les-Moulineaux, France (www.microsoft.com)


9. By submitting your personal information, you agree to the transfer, storing or processing of your personal information. We will always take all reasonable precautions to make sure that your data remains secure, handled in accordance with this privacy policy and has the same legal protection as it would have if it remained in Monaco.

10.You are advised however that the transmission of data via the Internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically. Any transmission of such data is therefore entirely at your own risk and we recommend that you take all necessary measures, for instance, by sending your data in encrypted format.

Will my information be shared with anyone else/who else has access to the system?

11.In the table below, we set out the third party entities that may have access to your personal information and the reason for such access. 

Who?Why?

World Anti-Doping Agency

In accordance with the World Anti-Doping Code to which World Athletics is a Signatory, WADA acts as a central clearinghouse for Doping Control Testing data and results, including, in particular, Athlete Biological Passport data for International-Level Athletes and National-Level Athletes and whereabouts information for Athletes including those in Registered Testing Pools. To facilitate coordinated test distribution planning and to avoid unnecessary duplication in Testing by various Anti-Doping Organizations, each Anti-Doping Organization reports all In-Competition and Out-of-Competition tests on such Athletes to the WADA clearinghouse, using the Anti-Doping Administration and Management System (ADAMS), as soon as possible after such tests have been conducted. This information will be made accessible, where appropriate and in accordance with the applicable rules, to the athlete, the athlete's National Anti-Doping Organization, the AIU on behalf of World Athletics and any other Anti-Doping Organizations with Testing authority over you.

To enable it to serve as a clearinghouse for Doping Control Testing data and results management decisions, WADA has developed the ADAMS database management tool that reflects data privacy principles. In particular, WADA has developed ADAMS to be consistent with data privacy statutes and norms applicable to WADA and other organizations using ADAMS. Personal information regarding an Athlete, Athlete Support Personnel, or others involved in anti-doping activities shall be maintained by WADA, which is supervised by Canadian privacy authorities, in strict confidence and in accordance with the International Standard for the Protection of Privacy and Personal Information.

The AIU may conduct investigations with WADA into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules (including the World Athletics Anti-Doping Rules) and the AIU may share information with WADA for such purposes WADA is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules as a body with a right of appeal from such decisions to CAS 

International Testing Agency

Your personal information, including your Whereabouts Information and Athlete Biological Passport data may be disclosed to the ITA as the body with authority from the International Olympic Committee (i) to conduct pre-Games testing before the Olympic Games and (ii) to conduct results management in relation to all testing conducted during the period of the Olympic Games.

The AIU may conduct investigations with the ITA into matters that may evidence or lead to the discovery of breaches of the World Athletics Anti-Doping Rules and the AIU may share information with the ITA for such purposes

The ITA is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules (where the decision may have an effect in relation to the Olympic Games, including a decision affecting eligibility for the Olympic Games or a result obtained at the Olympic Games) as a body with a right of appeal from such decisions to CAS 

Major Event Organisations

Your personal information, including your Whereabouts Information and Athlete Biological Passport data may be disclosed to a Major Event Organisation (or its delegate such as a Pre-Games Taskforce) (i) to conduct pre-Games testing and (ii) to conduct results management in relation to testing conducted during the period of the Games.

The AIU may conduct investigations with the Major Event Organisation (or its delegate) into matters that may evidence or lead to the discovery of breaches of the World Athletics Anti-Doping Rules and the AIU may share information with the Major Event Organisation (or its delegate) for such purposes. 

National Anti-Doping Organisations

The AIU may conduct investigations with your NADO into matters that may evidence or lead to the discovery of breaches of the World Athletics Anti- Doping Rules and the AIU may share information about you with your NADO for such purposes.

Your NADO is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules concerning athletes from that country as a body with a right of appeal from such decisions to CAS. 
World Athletics The AIU may share anti-doping data with World Athletics for the purposes of World Athletics monitoring eligibility under the World Athletics Eligibility Regulations for Transgender Athletes or the World Athletics Eligibility Regulations for the Female Classification. 

Member Federation

The AIU may conduct investigations with your Member Federation into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules (including the World Athletics Anti- Doping Rules) and the AIU may share information about you with your Member Federation for such purposes. 

Your Member Federation is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules and the Integrity Code of Conduct concerning their athletes or other persons affiliated to the federation. 

Area Association

The AIU may conduct investigations with the Area Association to which your Member Federation belongs into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules and the AIU may share information about you with the Area Association for such purposes.

The Area Association to which your Member Federation belongs is sent a copy of all decisions taken under the Disciplinary Tribunal Rules concerning athletes or other persons affiliated to that Member Federation. 

Other relevant authorities

The AIU may conduct investigations with other relevant authorities or bodies (including law enforcement agencies) into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules and the AIU may share information obtained in such investigations with such authorities or bodies.

The AIU may report information to administrative, professional or judicial authorities pursuant to an investigation or prosecution of non-sporting laws or regulations, or as otherwise required by law. 

Law enforcement agencies

 

The AIU may report information to law enforcement agencies in connection with the prevention or detection of criminal acts as a matter of national or international laws, or the apprehension or prosecution of offenders under such laws. 
Disciplinary TribunalUnder the World Athletics Anti-Doping Rules and the Integrity Code of Conduct, the Disciplinary Tribunal is copied on any Notice of Charge that is issued by the AIU.  

If you choose to have a hearing in response to a Notice of Charge issued by the AIU, the Disciplinary Tribunal is the body that hears your case and decides whether you have committed a breach of the applicable World Athletics Rules. 
Court of Arbitration for SportIf a decision of the AIU or the Disciplinary Tribunal is appealed to CAS (Appeals Division) in accordance with the World Athletics Rules. 

If the ITA brings disciplinary proceedings against you on behalf of the IOC or if a decision of the CAS Anti- Doping Division is appealed to CAS (Appeals Division). 

12.The AIU may share your personal information with third party organisations that it engages to assist it with its activities (for example, forensic service providers and translation and transcription service providers). These organizations act as data processors and are strictly controlled in how they may/may not use your personal information. We remain responsible for the protection of your personal information in such cases. If we share your personal information with any such third parties, we will ensure that access is limited on a strictly need to know basis and is subject to suitable obligations relating to confidentiality and security.

13.The AIU may also share your personal information in response to subpoenas, court orders, or other legal process, to establish or exercise our legal rights (and/or those of World Athletics), to defend against legal claims and where it otherwise believes it is compelled to do so by law.

Your rights in respect of personal information

14.The AIU has a number of obligations in relation to how it handles your personal information on behalf of World Athletics and is committed to the key principles of transparency, security and data minimisation.

In addition to relying on the AIU meeting its obligations, you have a number of rights that you are entitled to exercise although your ability to exercise these rights may be subject to certain conditions:

  1. (a)  Right of access: the right to receive a copy of and/or access, correct, and/or modify the personal information that we hold about you, together with other information about our processing of that personal information;

  2. (b)  Right to rectification: the right to request that any inaccurate data that is held about you is corrected, or if we have incomplete information you may request that we update the information such that it is complete;

  3. (c)  Right to erasure: the right, in certain circumstances, to request that we erase your personal information; and

  4. (d)  Right to restrict or object to processing: the right, in certain circumstances, to request that we no longer process your personal information for particular purposes, or object to our use of your personal information or the way in which we process it.

Please note that if you request the erasure of your personal information or object to our processing of your personal information, it may impact upon your eligibility to participate in the sport of Athletics.

15.In order to exercise any of the above rights, you can write to us at the contact details specified below. To enable us to respond to your request, we may need to request further information from you so we can satisfy ourselves as to your true identity.

Changes to this Privacy Policy

16.This privacy policy may be updated at any time, with or without notice, including for the purposes of complying with new practices, laws or regulations. In this respect, we recommend that you visit the following page on a regular basis: Privacy Policy | Athletics Integrity Unit. This policy was last updated in April 2023.

Contacting us

17.If you wish to exercise your rights, have any questions or comments concerning the privacy or use of your personal information, you can write to the AIU (marked for the attention of Thomas Capdevielle, the AIU Privacy Manager) at 1st Floor, 6 Quai Antoine 1er, BP 359, MC 98007, Monaco, Cedex or by email to: dataprotection@worldathletics.org.

CCIN (Commission de Contrôle des Information Nominatives)

18.World Athletics have declared the processing of personal data submitted by you to the Commission de Contrôle des Information Nominatives, Monaco (CCIN): https://www.ccin.mc/en/ whom you may wishtocontactshouldyouhaveanyquestionsorqueriesthatyouwouldliketoraisewiththem. If you are not happy with the way that we have used your personal information or address your rights, you have the right to make a complaint to the CCIN.

April 2023