Privacy Notice for the European Athletics Young Leaders Forum Munich 2022

Welcome to the European Championships 2022. We appreciate your interest in the European Athletics Young Leaders Forum Munich 2022.

We, the European Championships 2022 (hereafter referred to as "Munich 2022", "we" or "us") abide by the principles of the European Data Protection Regulation (hereafter referred to as “GDPR”) in our processes and workflows.

This is to inform you to what purpose and on which legal basis we 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”), together with the European Athletic Association, Avenue Louis-Ruchonnet 16, 1003 Lausanne, Switzerland, phone +41 (21) 313 4350, facsimile +41 (21) 313 4350, e-mail office@european-athletics.org (hereafter referred to as “European Athletics” or “EA”), are the joint controllers for our data processing according to Art. 4 No. 7 and Art. 26 GDPR, unless otherwise stated. We will be happy to provide you with the essential contents of the joint controller agreement upon request.

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

What data do we process if you are nominated to participate in the European Athletics Young Leaders Forum Munich 2022?

Only persons nominated by the participating federations can take part in the selection process for the Young Leaders Forum. We provide an online application platform for the nomination process. On our online platform, we provide the opportunity to sign up and to create a user account.  If you are nominated for the Young Leaders Forum via the platform, we, together with European Athletics, only process the personal data necessary for making the decision regarding your participation in the YLF. Please refer to the nomination form for the specific types of data we process in connection with your nomination. The mandatory data requested is marked as such.

Nomination is not possible without the provision of the mandatory data.

Our online platform 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.

Purpose/ legal basis

The purpose of processing your data is to be able to decide your participation in the YLF.

The collection of your data is based on your consent (Art. 6 para. 1 lit. a DSGVO). Further processing is carried out within the framework of our legitimate interest in order to manage the participants efficiently, effectively, and in a data-saving manner. The legal basis for this is Art. 6 para. 1 lit. f DSGVO.

Storage / Purge

The data provided to us in connection with the nomination will be deleted after a period of four weeks after a decision is reached, regardless of the outcome of the selection process.

What data do we process when you use our nomination form?

When you use our nomination form, we process the data requested in the form, as well as your online traffic data. We only process the necessary online traffic data 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.

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

Communication

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

Purpose / Lawfulness

The processing of your data generally serves the purpose of a uniform, data-saving, effective, streamlined, and secure workflow during the YLF. 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 for the purposes for which it was collected. This is standard procedure after Munich 2022 has ended and we have completed all related activities.

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 March 9th, 2022