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
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)
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.
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 OlympicGames) 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.
|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.
|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 Tribunal||Under 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 Sport||If 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:
(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;
(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;
(c) Right to erasure: the right, in certain circumstances, to request that we erase your personal information; and
(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.
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: firstname.lastname@example.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 wish to contact should you have any questions or queries that you would like to raise with them. 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.