of personal data
There is a new law in Europe concerning the privacy of data which is called the General Data Protection Regulation (GDPR). Whilst it is a European law it affects any organisation worldwide holding the personal data of anyone residing in Europe. GDPR is the biggest change in Data Protection in the last 20 years and comes into effect from 25 May 2018. This new regulation is focussed on the individual and how an individual’s data is collected and processed. It requires the IDBF to map how the data is stored and who has access.
The IDBF also collects personal data as required by its membership of the World Anti Doping Agency. The data collected for this purpose complies with the International Standard for the Protection of Privacy (ISPPI) Article 7.
How we collect Data
The IDBF collects data in the following ways:
From competitors seeking to participate in IDBF or Continental Championships
From Race officials who are part of the Race Officials programme
From members of the IDBF or Continental Committees and Commissions
Office bearers of National Federations who are in membership of IDBF
To meet the requirements of the World Anti Doping Agency (WADA)
How the GDPR law protects you
The data protection law states that organisations are only allowed to use personal information if they have a proper reason to do so.
The IDBF uses personal information in carrying out its object of organising World Dragon Boat Championships or to conduct the business associated with being the World Governing Body of the Sport of Dragon Boat Racing. The IDBF is committed to protecting your personal data and handling it responsibly, fairly and transparently in order to safeguard all aspects of Dragon Boating.
How we use personal data
The main ways in which the IDBF users personal data is:
Purposes of communication
To check that individuals, meet the Competition Regulation concerning Nationality or Club requirements.
To undertake anti-doping testing both in and out of competition
Sharing personal Information
The IDBF will not share the personal information its holds with anyone outside the structures required to communicate internally or for the requirements of a Championships.
Personal Information security
The main place where personal information is stored is within the IDBF Registration System. Access to this system is strictly controlled. Everyone who has access to the data is prohibited from sharing the data outside the purposes described above in the use of personal data by the IDBF.
Data on contacts for communication purposes with National Federations is also stored in the IDBF central filing system where access is again restricted.
Rights of the individual whose data is stored
The IDBF has an obligation and commitment to respect the privacy of individuals data. The individual also has rights concerning the personal information held.
The rights of the individual include:
request access to a copy of the information held
request that your data is deleted
amend or correct information held
Any requests should be made to the IDBF General Secretary at firstname.lastname@example.org.
The IDBF website ‘dragonboat.sport’ uses Google Analytics to help track and improve its online information services. Other websites manged by IDBF do not use any form of web analytics or tracking.
The IDBF website uses ‘cookies’, which are small text files that may be placed onto your computer to collect website traffic information.
Cookies are an industry standard and most major websites use them. The cookies used do not identify or store any website visitor’s personal information such as email address or personal details.
Information collected via cookies includes how a website visitor would browse the site such as which pages were visited, how much time was spent on each page, what documents were downloaded and which browser was used.
Most Internet browsers are set up to accept cookies by default. If a website visitor does not wish to receive cookies, they may be able to change the settings on their browser to refuse all cookies or be notified each time a cookie is sent to their computer, giving them the choice whether to accept it or not.
By using the website ‘dragonboat.sport’, all website visitors consent to the processing of data about them for the purposes set out above.
Any changes to our ‘cookies’ policy will be notified on this page.
Links to other Websites and Organisations
The IDBF website may contain links to other sites and contact details for other organisations. These are provided to help meet the needs of its website visitors. However, IDBF is not responsible for the content or privacy practices of those sites or the handling of personal information by those organisations. IDBF encourages website visitors to review the privacy policies of such third party websites and to make their own decisions regarding the reliability of information found.
IDBF will only use this information to:
create, send and manage emails relating to IDBF news and updates
measure email campaign performance
evaluate your use of the IDBF website
compile reports on website activity, and
provide other services relating to website activity and internet usage.
MailChimp may transfer this information to third parties where required to do so by law, or where such third parties process the information on MailChimp’s behalf. MailChimp collects information about when you visit the IDBF website, when you use the services, your browser type and version, your operating system and other similar information.
MailChimp is based in the United States of America (USA) and the information collected about your use of the website (including your IP address) will be transmitted to and stored by MailChimp on servers.
We are required to inform you that by subscribing to our eNewsletter:
You understand and acknowledge that this service utilises a MailChimp platform, which is located in the United States of America (USA) and relevant legislation of the USA will apply.
You understand and acknowledge that any redress regarding your privacy and MailChimp can only be made under the laws of the USA.
You can opt out of our mailing list if you choose the ‘unsubscribe’ service provided by MailChimp in every email, or contact IDBF at email@example.com.
TUE (Therapeutic Use Exemption) Privacy Notice
This section describes the personal information processing that will occur in connection with your submission of a TUE Application.
Types of Personal Information (PI)
The 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 your application);
Supporting medical information and records provided by you or your physician(s); and
Assessments and decisions on your TUE application by ADOs (Anti-Doping Organisations 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.
Purposes and Use
Your PI will be used in order to process and evaluate the merits of your TUE application in accordance with the International Standard for Therapeutic Use Exemptions. In some instances, it could be used for other purposes in accordance with the World Anti-Doping Code (Code), the International Standards, and the anti-doping rules of ADOs with authority to test you. This includes:
Results management, in the event of an adverse or atypical finding based on your sample(s) or the Athlete Biological Passport; and
In rare cases, investigations, or related procedures in the context of a suspected Anti-Doping Rule Violation (ADRV).
Types of Recipients
Your PI, including your medical or health information and records, may be shared with the following:
ADO(s) responsible for making a decision to grant, reject, or recognise your TUE, as well as their delegated third parties (if any). The decision to grant or deny your TUE application will also be made available to ADOs with testing authority and/or results management authority over you;
WADA authorised staff;
Members of the TUE Committees (TUECs) of each relevant ADO and WADA; and
Other independent medical, scientific or legal experts, if needed.
Note that due to the sensitivity of TUE information, only a limited number of ADO and WADA staff will receive access to your application. ADOs (including WADA) must handle your PI in accordance with the International Standard for the Protection of Privacy and Personal Information (ISPPPI). You may also consult the ADO to which you submit your TUE application to obtain more details about the processing of your PI – contact the firstname.lastname@example.org.
Review and Monitoring
The IDBF Executive Committee is responsible for carrying out annual reviews and audits of this policy to record and monitor its compliance with both GDPR and ISPPI to maintain the Protection and Privacy of personal data which it is required to handle in its role of the World Governing Body of the Sport of Dragon Boat Racing.