Privacy Notice for Volunteers

Welcome to the European Championships 2022. We appreciate your interest in volunteering with us.

This is to inform you to what purpose and on which legal basis the European Championships 2022 (hereafter referred to as "Munich 2022", "we" or "us") process your personal data and which rights you have concerning this data processing.

Please take the time to read our privacy notice as it contains important information about how we handle your personal data.

Who is responsible for processing my personal data?

Olympiapark München GmbH, Spiridon-Louis-Ring 21, 80809 Munich, phone +49 89 3067 0, facsimile at +49 89 3067 3333, e-mail info@olympiapark.de (hereafter referred to as “Olympiapark”) is the controller for data processing according to Art. 4 No. 7 GDPR, unless otherwise stated.

Who can I contact if I have questions about the processing of my personal, data or if I believe that the processing of my data by Munich 2022 violates data protection laws?

If you think that our processing of your data violates your data privacy rights, please contact us at privacy@munich2022.com.

Why am I being informed about the processing of my personal data?

The protection of your personal data is your fundamental right. We are obligated to process your personal data lawfully, fairly, and in a transparent manner. We take the data protection requirements of the General Data Protection Regulation into account for all of our processes, procedures, and workflows. Among other things, the GDPR requires us to inform you which personal data we process, for what purposes, and for how long we do so.

What is subject of data privacy?

As stated in Art. 4 No. 1 GDPR, personal data is subject to data privacy under the Data Protection Laws of Germany and the European Union.

What is personal data?

Personal data concerns all matter of information which make use of you as an identified or identifiable person (hereafter referred to also as “PII”), for example your first name, surname, email address, or usage data, such as your IP address or usage behaviour.

All personal data is used exclusively for the purposes outlined in this privacy notice.

What is the content of this notice?

We have outlined the key aspects concerning our standard data processing purposes and clustered it by parties concerned.

The word „data” in this document pertains solely to personal data in accordance with the data protection laws of Germany and the European Union.

Information on standard data processing operations separated by data subject groups

What data do we process if you just visit our website?

When you visit our Munich 2022 web page, we only process the data necessary to display the website in its best possible form on your device. In principle, use of the website is possible without the usage of personal data.

We state „in principle” because we process your IP address in the short term to make it possible for you to view the website. The IP address, also called internet protocol address, represents a network location through which a web server or other devices can be pinged and reached. It takes two IP addresses – ours and yours – for the data packets (which make up our website) to be put back together on your end and show up as the actual website.

Server log data

To meet your data request, our web server must “process” your IP address. Every time our site is accessed, our system automatically collects data and information about the operating system of your device. This data is collated and saved automatically in a web protocol file called log file. This data is not linked to any personal data.

You can find more information about this type of processing here.

Strictly necessary cookies – functional and performance cookies

We strive to provide you with an optimal and user-friendly visit to our website, as well as offer you individual and unique services, tailor-made for your needs. For this purpose, we use cookies, as well as tracking programs designed to analyse usage data. These provide us with insight and statistics which help us improve our online presence, our communication with you, and make our services more attractive and relevant for you.

In the Munich 2022 privacy notice you will find information about which cookies we use for which purposes and how you can prevent cookies from being stored. Cookies are text files that are stored in your internet browser or by your internet browser on your device.

What data do we process if you support us as a volunteer?

If you would like to support us as a volunteer during Munich 2022, we offer you the opportunity to register on our online volunteer platform, the Volunteer Portal. Only registered users who are or will be 18 years of age or older in June 2022 can support us as volunteers.

“Remember me”

We strive to provide you with optimal and user-friendly access to our Volunteer Portal. To ensure easy access, (particularly repeated log ins after periods of inactivity), you have the option of saving your login details by checking the "Remember me" box on your first log in. If you choose to use this option, the cookie "Rosterfy session" will be set. This cookie ensures that you will not be logged out automatically in case of inactivity. Instead, you remain logged in as long as you keep the Volunteer Portal browser tab open. The cookie is then deleted from your device as soon as you close your browser. The cookie will also be deleted if you log out actively by using the "logout option", or if you change the settings of your browser not to store any cookies on your device.

The legal bases for setting the "Rosterfy session" cookie is Art. 6 para. 1 lit. a GDPR, specifically your consent. You can revoke it at any time by closing your browser or actively logging out of the Volunteer Portal and thus deleting the cookie from your device.

Creating a user account on our volunteer platform

On our Volunteer Portal, we provide you with the opportunity to sign up and create a user account, and to register as a volunteer. We store the data transmitted to us during and after finishing the sign-up process and registration and do not pass it on to third parties.

When signing up and creating your user account, we process your first and last name, your email address, and the password you have chosen, as well as your date of birth. We process the password exclusively in encrypted form. We ask for your date of birth during the sign-up process to ensure that only users who are of age on June 1, 2022, meaning 18 years or older, create an account in our Volunteer Portal.

Two-factor authentication (“Double Opt-In”) of email addresses

Once you have signed up to create a user account, we will send you a link and ask you to confirm the email address you have provided by means of the so-called double opt-in. This way, we ensure that you have access to the specified email account, and that your email address is correct.

Only after clicking on the verification link is your user account activated, and only then can you log in to the Volunteer Portal and complete your registration.

In this case, we save the time at which you created your user account to log your sign-up, and, if necessary, to be able to prove your email verification. Additionally, we store the timestamp of your last log in.

The provision of this data is essential for the creation of your user account. We cannot create a user account without it. We use your data specifically to provide you with your volunteer user account. We store the provided information in your personal central user account. You can view it at any time as well as change your password.

When activating your user account your traffic data and specifically your IP address will also be processed as described here.

Purpose / Lawfulness

We process your data solely to create a volunteer user account. The legal basis for the processing of your data is in our legitimate interest in being able to manage our volunteers efficiently and effectively. Legal basis is Art. 6 para. 1 lit. f GDPR.

Storage / Purge

You can delete your user account at any time. Your data will subsequently be deleted if it is no longer necessary for the purposes for which it was collected or otherwise processed. This is also standard procedure after Munich 2022 has ended and we have completed all related activities. Your right of objection remains unaffected.

What happens after creating your user account?

After signing up and verifying your email address, you can log in to your user account and enter further details to register for the selection process. You have the option of managing your personal information in your respective user account. To do so, you must create a digital user account for our Workforce Portal. To register, you must provide the mandatory information in the form stored in your user account. The mandatory fields are marked with a star. You can also enter voluntary data in your user profile, view the information you have already entered, and in some cases, change and /or update it.

Our Workforce Portal is managed and operated by our partner, Rosterfy Ltd, located at 10 John Street in London WC1N 2EB, United Kingdom (hereinafter referred to as the “Rosterfy”).

Rosterfy processes your data on our behalf and according to our instructions within the European Union (EU) and the United Kingdom, respectively, unless expressly directed otherwise. This means that Rosterfy will not use your data for themselves, especially not for their own purposes or their own advertising measures.

What data do we process if we want to select you as a volunteer from the registered participants?

If you would like to support us as a volunteer during Munich 2022 and register for selection, we process your personal data (so-called registration data) only as much as strictly necessary in order to decide whether you are a suitable candidate and establish a volunteer relationship. You are required to provide your personal data in order to participate as a volunteer. It is not possible to submit a registration without providing your personal data. This is marked as mandatory on the respective forms.

Only authorized personnel will have access to your data, primarily the Munich 2022 Volunteer Management.

We kindly ask you to register exclusively via our Volunteer Portal. We cannot consider registrations or other applications that are sent to us in any other way.

Purpose / Lawfulness

The processing of your registration data serves the purpose of deciding on the formation of a volunteer relationship. The legal basis is Art. 6 para. 1 lit. b GDPR.

Storage / Purge

In case we are unable to accept your application, we will delete your data six (6) months after volunteer positions have been filled. However, you can delete your account at any time.

What data do we process after the preliminary selection process is complete?

Volunteer Pool

Regardless of the outcome of your application for Munich 2022, you have the option to consent to a storage period exceeding the retention period of six (6) months, provided that you are also interested in other volunteer positions at Olympiapark München GmbH and want to be included in our volunteer pool. If you consent to this, we will retain your data until you revoke it. If you revoke your consent, your data will be deleted accordingly. You can of course revoke your consent at any time without cause.

That means, if we are unable to find a suitable volunteer position for you, we offer you the opportunity to be included in our volunteer pool and be informed about upcoming volunteer opportunities at Olympiapark at a later date. If you would like to be included in Olympiapark’s volunteer pool, i.e., if you have agreed to this, we will retain your contact details, i.e., surname, first name, and e-mail address, as well as the application information you provided, and contact you via e-mail for possible volunteer opportunities at Olympiapark’s future events.

If you wish to no longer be included in the volunteer pool, you can withdraw your consent at any time without giving a reason. You can simply inform us via e-mail at widerruf.volunteers@munich2022.com. We also include a link to unsubscribe from the volunteer pool in every email communication in which we advertise volunteer positions for events in the Olympic Park. In either case we will delete your data immediately and will not contact you further.

The legal basis for processing your data beyond the usual retention period is your consent, as stated in Art. 6 para. 1 lit. a GDPR.

Police background check

As a volunteer you might gain access to security-relevant areas because your assigned job might include working in security-relevant areas or performing security-relevant tasks. Therefore, we must conduct an accreditation process. This means Volunteers are vetted via a police background check. In this case, you must provide the personal data required for the police background check, as well as your identification data. Both are mandatory. The data required for the police background check is marked accordingly in the form. We are required to transmit this data to the Munich Police Headquarters to determine whether you have a registered criminal record. You can find more information about this here.

For what other purposes do we process the information you provide?

After we have established you as a suitable candidate for a volunteer position during Munich 2022, we will process your respective data, primarily for the following purposes:

Taking and publishing pictures, audio, and video recordings

Pictures, audio, and video recordings (hereafter referred to collectively as "recordings") will be taken and made during the Munich 2022 events. You may be the subject of these recordings and be identifiable. The use of recordings is stated explicitly in the regulations as agreed upon with the "General Conditions of Participation for Volunteers in Connection with the European Championships Munich 2022" (hereafter referred to as "Conditions of Participation"). We process your data, namely these recordings, to present Munich 2022 to the public and to fulfil our obligations towards our partners, sponsors, and representatives in the press and other media. We will continue to use the recordings even after the end of your volunteer assignment, regardless of the legal reason for which your assignment was terminated. This allows us your assignment of rights via the Conditions of Participation.

The legal basis for taking and publishing pictures, audio, and video recordings is Art. 6 para. 1 lit. b GDPR.

Emergency contact details

You must also provide an emergency contact. We process this information solely for the purpose of communicating with the contact you provided in case of an emergency. This is also in our legitimate interest. Without providing this data, communication with your emergency contact is not possible.

We would like to point out that you are responsible for ensuring that the information you provide is correct. Please inform your contact that you have specified them as your emergency contact and make sure that they want to act as such. If the person you have specified as your emergency contact subsequently changes their mind, you can change the information provided independently via our Volunteer Portal. You can also inform us about any changes directly at any time and we will update your emergency contact details for you.

Communication

To enable us to contact you by phone, email, or letter, we process your contact information. We process this data for the purpose of efficient and effective communication. This is also in our legitimate interest. Without the provision of this information, effective communication is not possible.

Accreditation

Once the police background check has been completed and accreditation has been granted, we will issue you with a certificate. For this purpose, we will process your first and last name, your date of birth, your photo, an internal ID, and your service number. The creation of an accreditation certificate is in our legitimate interest for the smooth operation of our events. Without processing this data, accreditation is not possible. Without the provision of this data, accreditation and subsequent volunteer activity is not possible.

Assignment planning

In your profile you may provide us with information regarding your knowledge, skills, interests, and availability. We process this voluntary information in order to plan your assignment according to your interests and availability. Therefore, this data is processed within the framework and for the purpose of effective, demand, and interest-based assignment planning.

Your application for driver

In your profile, you also have the option to provide information about your driver's license. We are obligated to ensure that you have a valid driver's license and are authorized to drive a vehicle in order to be able to assign you accordingly. We must also ascertain this for our cooperation partners and sponsors and be able to prove it in case of special circumstances. For this purpose, you must provide us with a copy of your driver's license in your user account. We process your driver's license information exclusively for effective assignment planning purposes according to your skills and interests. We must also process this information to fulfil our legal and contractual obligations, since we are only allowed to provide the available vehicles to persons with a valid driver's license. The driver’s licence information provided, including any copies, will only be transmitted to the responsible authorities and our cooperation or sponsoring partners upon request in the event of special circumstances.

Providing event apparel

As a volunteer at Munich 2022, we will provide you with appropriate clothing, which you must wear during your assignment. For this purpose, we need the relevant information, specifically your clothing size and whether you prefer men's or women's apparel. We will process this data solely to provide you with appropriate clothing. This is also in our legitimate interest. Without this data, the provision of clothing and subsequent volunteer activity is not possible.

Accommodation / Dietary habits

In your profile, you also have the option to provide information about your accommodations, your special dietary habits, and any food allergies. We process this voluntary information to organize suitable, and if necessary, barrier-free, accommodation for you, or to support you according to your needs. We process the data on your eating habits and any food allergies solely to be able to provide you with the appropriate meals during your assignment. The query enables us to plan accordingly and ensures a needs-based process.

As far as accommodations go, we offer sleeping places in several high school gyms. Please fill out the relevant online form to apply for such accommodation. We will process the requested information in the form in order to provide you with a place to sleep on the days you specify.

Our data query forms are created using Typeform. Typeform is managed and operated by our partner Typeform SL, located in Carrer de Bac de Roda, 163, 08018 Barcelona, Spain. Typeform processes your data on our behalf and according to our instructions within the European Union (EU). This means that Typeform does not use your data for itself, especially not for its own purposes or its own promotional activities.

Purpose / Lawfulness

The processing of your data generally serves the purpose of a uniform, data-saving, effective, smooth, and secure workflow during Munich 2022. This is also in our legitimate interest. The legal basis for this is unless we have explicitly described otherwise in this privacy notice, Art. 6 para. 1 lit. f GDPR.

Storage / Purge

Your data is stored in accordance with the retention periods under tax and commercial law. If storing your data is not stipulated by law, we delete your data as soon as it is no longer necessary in relation to the purposes for which it was collected. This is standard procedure after Munich 2022 has ended and we have completed all related activities.

Our service providers

We use service providers for the provision, maintenance, and care of our IT systems. Our service providers process your personal data on our behalf and according to our instructions within the European Union (EU), unless we have explicitly described otherwise in this privacy policy.

We have concluded the EU standard contractual clauses with non-European providers. We would like to point out that these providers thereby agree to comply with the data protection standards of the EU, so that there is an appropriate level of protection for your data under data protection law.

What rights do I have?

You have the right to obtain confirmation as to whether or not personal data is processed by us, what kind of data is processed, as well as other information, such as the processing purposes, any recipients or categories of recipients to whom the data has been or will be disclosed, the length of time which the data will be stored, and other information outlined in Article 15 GDPR

You have the right to demand we supply you with all of your personal data or correct any incorrect personal data (Right of Access / Right of Rectification).

You have the right to request the immediate purge of your personal data, or alternatively request a restriction of the processing of your personal data. (Right of Purge).

You have the right to receive all personal data with which you provided us in a structured, commonly used and machine-readable format, as well as request the data be transmitted to another controller (Right of Portability).

You have the right to withdraw your given consent at any time without cause, in perpetuity. When you withdraw your consent, we are no longer allowed to process any personal data to which use you formerly consented, in perpetuity. Please direct all permission withdrawal requests to privacy@munich2022.com (Right of Withdrawal).

In case we process your personal data based on our legitimate interests, you can object to their future use at any time on grounds relating to your specific situation. However, we may not always be able to comply, for example in case legal regulation requires us to process your data (Right to Object).

In case your objection concerns direct marketing, you have a general right to object. In that case we will abide by your right to object without you having to make your case concerning special circumstance. Please direct all objections to privacy@munich2022.com.

In addition, you have the right to enter a formal complaint with the responsible supervisory authority. The supervisory authority for us is the The Bavarian Data Protection Commissioner (BayLfD). However, you can also contact your local regulatory body or that of your employer.

You can contact BayLfD at Wagmüllerstr. 18, 80538 Munich, phone at +49 (0) 89 313 6730 or online at https://www.datenschutz-bayern.de.

Last modified on May 26th, 2022