PRIVACY STATEMENT – DATA PRIVACY POLICY
1. About this Policy
1.1 This policy explains when and why we collect personal information about our members and competitors, how we use it and how we keep it secure and your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website couperowing.org regularly for any amendments (but amendments will not be made retrospectively).
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website of the local privacy authority. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
1.5 Terminology used in this statement:
– Coupe de la Jeunesse orCoupe – event for junior athletes, represented by Coupe de la Jeunesse committee.
– Organizing committee – Member country hosting the Coupe event represented by the organizing committee.
– Member – Member country or guest country represented by a Delegate.
– Participant – rower, cox, coach, umpire or team-member of a Member, participating an event.
2. Who are we?
2.1 We are Coupe de la Jeunesse.
We can be contacted at privacy@couperowing.org.
3. What information we collect and why.
| Type of information | Purposes | Legal basis of processing |
| Delegate name, address, telephone numbers, e-mail address(es). | Managing the Member’smembership. Keeping in touch with the Member. | Performing the contract with the Member. |
| Participant name, gender & birthdate. | Managing the event participation. | For the purposes of our legitimate interests of event organization. |
| Participant name & gender. | Publishing results. | For the purposes of our legitimate interests of event organization. |
| Photos and videos of Participants. | Putting on the Coupe website, social media pages, newsletter and using in press releases. | For the purpose of our legitimate interests for the use of mood images for the impression and promotion of the event. |
4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 With the use of social media, data may sometimes have to be placed outside the European Union. However we will only do so in accordance with the GDPR. That is most likely to involve either approval by the EU Commission that the country to which your data is being transferred provides adequate protection for personal data or on the basis of standard clauses, required by the EU, with the organisation to which we are transferring your data. We respect the personal request not to share personal data via social media.
4.3 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.4 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3.
5.2 We pass your personal data, necessary to organise and manage event the organizing committee of an event.
5.3 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Coupe de la Jeunesse events and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub- processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as needed to organize an event. After an event the published results will be available for historical facts.
We will review our data processing activities every year and will make necessary changes if needed.
7. Your rights explained
7.1 It is important that you understand what rights you have in respect of the Personal Data that we hold about you. To let us know that you wish us to exercise any of your rights outlined above please contact our Technical Assessor at privacy@couperowing.org.
(a) The right to be informed (knowing how we will use your data).
You have the right to be told how we will use your Personal Data – which is set out in this privacy statement.
(b) The right of access (being provided with copies of your data).
You have the right to ask us to provide you with a copy of your Personal Data. We will supply any information you ask for as soon as possible but may take up to 1 month once we are satisfied as to your identity. We will not charge you for this. This is called a data subject access request.
(c) The right to rectification (changing incorrect information we hold).
If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.
(d) The right to be forgotten (erasure) (requesting deletion of your Personal Data).
(e) The right to restrict processing (limiting how we use your data).
(f) The right to data portability (moving your data in a useable format).
(g) The right to object (when we must stop processing your data).
(h) The right not to be subject to automated decision making including profiling (making a decision solely by automated means without any human involvement).
Coupe de la Jeunesse does not undertake automated decision making or profiling.
7.2 You have the right to take any complaints about how we process your personal data to your local privacy authority.
7.3 For further information on each of those rights, including the circumstances in which they apply, please see the Guidance from your local privacy authority on individuals’ rights under the General Data Protection Regulation.
If you have any queries, questions or comments on the information contained in this privacy statement, kindly contact Coupe de la Jeunesse at privacy@couperowing.org.
Version 20190212