This Privacy Policy, as updated from time to time, explains what information about you is collected and how it is processed when you use digital services such as IWGA Website, IWGA Games Management System (IGMS), Event Management System (EMS) or other registration systems, digital marketing information services (collectively the “Services”). By using the Services, you agree to your information being collected and processed in accordance with this Privacy Policy by the IWGA.
When we refer to “we’’, “our’’ or “us”, we are referring to the IWGA and when we refer to “you” or “your” we refer to you as a user of the Services whose data we process.
IWGA is the data controller of data which is collected through the Services except where a privacy information provided in relation to the Services states otherwise.
WHAT INFORMATION DO WE COLLECT?
Information that you provide to us
You may provide us with information, including personally identifiable information, when you register to the Services, create a user access, communicate with IWGA, subscribe to Services such as event registration or media alert.
a) Account data
If you want to create a user account, we ask you to provide us with your name, email address, country of residence, login information and password. We may also invite you to provide us with additional information (e.g. date of birth), or to indicate your interest in particular sports, events or your location so that we can personalize your use of the Services. This information will allow IWGA to create and maintain your user account, identify you as one of IWGA registered users and, if you have opted-in, to send you marketing communications about IWGA.
If you register with us by using an account you hold with a third party service provider (such as Facebook, Google, or other social media sites), the third party service provider will provide us with some personal information about you, which may include your first and last name, username, unique identifiers and access tokens, e-mail address, date of birth and preferences. Similarly, if you are a user of a third party fitness application service, we will collect from the third party fitness service provider some personal information about you, which may include your first and last name, username, location, and your sports and fitness achievements. We shall not be responsible for the continuity in the flow of information nor for the accurateness of the information coming from any third party services.
b) Information needed for registration and accreditation
When you register to event organized by IWGA, we ask you to provide us additional information. The additional information may include information such as name, date and place of birth, gender, country of residence, address, phone number, email address, representing country, responsible organization, function, passport or ID card number, passport and ID card issued and expiry date, as well as place of issuance, visa requirements, arrival and departure date, travel and accommodation details, credit card or other payment and invoicing information, height and weight information, sport, ranking, performance. This information will allow IWGA to issue accreditation.
c) Communication data
If you communicate with us and/or request information or service from us, we will use your account information and any other information you may provide us with (such as email address, phone number and the content of your communication or request) in order to respond to you.
d) Information related to results
When you participate to IWGA competitions or events, we collect and process information regarding your competition results such as: timing, scoring, scouting data, tracking, positioning and/or sensor data, distance and/or speed data, general, biographical or physiological data, including image and/or video portrait, performance and result data, including rankings, accumulated statistics and historical data. This data is collected directly from you or through the registration and accreditation sub-system platform owned and run by Swiss Timing Ltd acting as processor for the for the provision of timing, scoring, on venue results and accreditation services for IWGA’s competitions. This data is published, during and after the competition, on IWGA Website as well as on the Local Organization Committee’s (LOC) Website.
Information that is collected automatically
a) Cookies
We use cookies, including third party cookies and similar technologies, to recognise users and personalise the Services for them.
You may turn off cookies or changing your preferences by changing your browser settings.
b) Publicly available information
You agree that, in order to enhance your experience of the Services and to the extent permitted by law, we may also combine information collected in accordance with this Privacy Policy with information that you have made publicly available for similar purposes or that you have explicitly agreed to share with us, in particular your social network profiles and competition results.
HOW DO WE USE THE INFORMATION WE COLLECT?
We use the information we collect about you to:
- facilitate your use of the Services, enable your registration and the management of your user account;
- maintain and develop the Services;
- gather statistics to help diagnose problems and enhance your experience of the Services;
- ensure the security of the Services and that the Service is used in compliance with our Terms of Services and applicable laws;
- offer you a personalized experience of the Services, based on your preferences and choice of content, and deliver relevant advertising to you;
- provide to you information and content that you have requested;
- send you communications, including by email, about our activities and the activities of the Olympic Movement partners, while offering you the possibility to opt-out from such communications at any time;
- allow you to participate in competitions, contests, sweepstakes which we make available through the Services or through organizations which we work with, and for the purpose of administering these participations;
- issue accreditation to IWGA events;
- provide goods, services, information or content which you have requested;
- communicating with you, including by answering your questions and requests, sending you communications related to your user account;
- manage and publish, past and present, competitions results on IWGA's website.
If we intend to use your personal information for any other purpose, we will seek your consent where necessary.
WHO DO WE SHARE YOUR INFORMATION WITH?
We may share information you provide through the Services for the purposes outlined in this Privacy Policy and with some of our services partners and other third parties, who provide services (such as data hosting, push notifications, email communications, or analytics) to us and help us deliver the Services to you and ensure the security of the Services.
a) Third party services providers
Services provided by third parties include:
- infrastructure and general IT services
- platform development services
- hosting services
- customer relationship management and other communication services
- analytics and measurement services
- email communications and push notification services
- third party web and social media services on which we serve advertisements
- timing, scoring and on venue results management systems
- accreditation and registration systems.
- results information system.
Where we delegate part of the processing of your personal data to these organizations we require all third party service providers to respect the security of your personal data and to treat it in accordance with the law. We do not permit our third party service providers to use your information for their own purposes and only permit them to process your information for specified purposes pursuant to the term of this Privacy Policy.
b) Events-related services and other services
If you use Services to request certain services from us, for instance to apply for registration or accreditation to attend The World Games or other events organized by us, the provision of the services requested by you may require us to share your personal information with third parties assisting us with the delivery of such services (e.g. organizing committee, governmental agencies, accreditation and registration platform providers). Other services that you may request from us may also require that we share your information with third parties assisting us in the delivery of such services (such as the organizing committee, academic institution or other delivery partners).
c) Offers from commercial partners
From time to time, we may offer you the possibility to receive communications (including communications related to products and services) from selected third parties such as our commercial partners and members of the IWGA. If you agree to receive such communications, we may share your information with the relevant third parties, while leaving you the possibility to opt-out at any time.
d) Legal disclosure
We reserve the right to disclose personal information we hold about you if we are required to do so under applicable laws or pursuant to any judicial or administrative process, and to the extent necessary to investigate, prevent, or take action regarding unlawful activities.
HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
a) Data security
We use technical and organisational measures in order to protect your personal information against the risks of damage, destruction, loss or unauthorised access, in accordance with applicable laws.
b) International transfer
While the information we collect will usually be processed in the European Economic Area or in Switzerland, you explicitly agree that we may also transfer your information for the purposes allowed by this Privacy Policy to the above-mentioned recipients, some of which may be based in countries that, like the United States of America, do not provide in their laws for a level of protection of your privacy equivalent to the one applied within the European Union and Switzerland. Before transferring data from Switzerland or the European Union to other countries, we implement safeguard mechanisms recognised by Swiss and European regulators, in particular standard contractual clauses.
c) Age limitation
By using the Services, you confirm that you are 13 years old (or older) and that you are either of legal age under the laws of your country of residence, or that you have obtained the consent of a parent or guardian to use the Services.
If we become aware that a child has provided us with personal information without parental or guardian consent, we will take steps to delete this information and close the child’s account. If you become aware that your child has provided us with personal information without your consent, please contact us at [email protected].
d) Data retention
We will retain your information only for the duration necessary for the purposes identified in this Privacy Policy or as required to meet our legal requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
Please be aware that, if applicable, the data regarding your name, gender, date of birth and picture will remain published on the IWGA official result information system available on IWGA’s website on the basis of IWGA’s legitimate interest. Such information will remain published for as long as it is in the legitimate interest of IWGA to publish the results of The World Games.
LEGAL BASIS FOR PROCESSING YOUR DATA
We mainly process your information to perform obligation under our Term of Services but in certain cases, we also rely on other justifications.
a) Contractual necessity
Contractual necessity applies for all users who are of age to enter into a contract by accepting our Terms of Services and justifies the following uses of user personal information:
- Providing the Services and personalizing your experience of the Services by customizing certain features based on your interests
- Managing registration and accreditation request for IWGA events
- Managing user account
- Securing and developing Services
- Communicating with you in relation to the Services
- Sharing data with our partners who may offer you their services, when this is directly connected with the provision of the Services
- Transferring, storing or process your data outside Switzerland or the European Union, including within the United States and other countries, when this is directly connected with the provision of the Services
- Providing you services or information which you have requested
- Providing you with accreditation, accommodation, transport and other services which you have requested from us.
In these cases, you have the right to the portability of your data, subject to the conditions laid down by law.
b) Consent
We may also process certain data based on your explicit consent, which you may withdraw any time, for the following activities:
- Send you certain marketing communications
c) Legitimate interest
We also rely on legitime interests to provide secure and efficient Services that are consistent with our Terms of Services so that our visitors, partners and fans may receive high quality Services and may enjoy IWGA-related content corresponding to their interests. Legitimate interests constitute a basis for the following activities:
- Making available through the Services publicly available information related to IWGA events and other athletes, sports and new stories
- Providing the Services and personalizing your experience of the Services by customizing certain features based on your interests
- Managing registration and user accounts
- Securing and developing the Services
- Communicating with you in relation to the Services
- Sending you marketing communication regarding the Services or any similar services or products offered by IWGA
- Sharing data with our partners who may offer you their services
- Sharing your information with third parties including law enforcement authorities where we suspect an unlawful activity
- Ranking lists (Only name and nationality)
- Publication of, past and present, competition results of IWGA events and competitions
d) Compliance with legal obligations
We may also invoke the legal obligations as a valid ground for sharing your information with judiciary or law enforcement authorities, if we are ever obliged to do so.
In such case, you have the right to object to the processing of your information or ask us to restrict such processing.
YOUR RIGHTS
You have the right, in accordance with the law:
- to withdraw your consent regarding our use of your or your child’s personal information where the processing is based on your consent. However, please note that this will not affect the lawfulness of any processing of your information carried out before you withdraw your consent;
- to request access to, rectification or erasure of personal of any erroneous or incomplete data and to object to their processing, in particular, you have the right to object to the processing of your location data at any time. However, please note that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request;
- to data portability where we process your information using automated means of processing on the basis of your consent or for the purposes of performing a contract with you, you can request that we supply such information to another party in a machine-readable format.
- to lodge a complaint to with a competent data protection supervisory authority.
For these purposes, please contact us at the following address: [email protected] .
If you do not wish to continue receiving communications from us, you can also unsubscribe from our newsletters and other communications by clicking on the link provided in our email communications. If you have created a user account, you can access and modify your data or change the parameters of your account at any time by modifying the settings and preferences.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to make changes to this Privacy Policy, at any time. When we make changes, we will revise the "last updated" date at the bottom of the Privacy Policy and any change will be effective immediately upon posting. We will use reasonable efforts to inform you about any material changes made to this Privacy Policy, for example by posting a relevant notice on the Services. Your continued use of the Services following the notification of changes will constitute your acceptance of such changes. We encourage you to review our Privacy Policy regularly.
This Privacy Policy was last updated on 20 December 2023.
International World Games Association, Avenue de la Gare 12, 1003 Lausanne, Switzerland - [email protected]