About this document
This privacy notice explains what happens with any personal data we gather from you. This may be in your capacity as a participant at one of our events, as a supplier to us, or as a user of our services.
The notice deals with how we use your data in relation to:
- any business relationship between us;
- enabling you to attend our events and use our services;
- notifying you of events and our marketing activities to you; and
- your use of our website.
· when you register to attend the World Transplant Winter Games 2020, whether as an athlete, supporter, official or member of the medical team.
· organising your attendance at the World Transplant Winter Games 2020, including organising your accommodation, catering, transportation, sporting and social events requirements.
We recognise our obligations under data protection legislation and we are strongly committed to keeping your personal data safe and secure. Our aim is to only use and hold your data in the way you’d reasonably expect us to.
We reserve the right to amend this privacy notice from time to time. Where we do amend this notice, we will make sure that we will tell you about the changes we have made.
If you visit a website operated by a third party through a hyperlink included in our website, your information may be used differently by the operator of a linked website.
Who we are
The World Transplant Games Federation is a Registered Charity, No.1179470, and a Company limited by guarantee, No.10323481, registered in England and Wales.
The World Transplant Games Federation is the organiser of the World Transplant Winter Games 2020, operated in conjunction with the Canadian Transplant Association.
For the purposes of the World Transplant Winter Games 2020, the WTGF is the Data Controller in respect of the personal data the above companies collect.
Our registered office and correspondence address is:
World Transplant Games Federation
Basepoint Business Centre
1 Winnall Valley Road,
Winchester, Hampshire, SO23 0LD
If you have any questions regarding this notice or how we process personal data, please contact us in writing at the address above, or by email to firstname.lastname@example.org or by telephoning (+44) 1962 832560 and requesting to speak with our data protection team.
What data do we gather about you?
In connection with our routine dealings we will gather the following information from you:
- your contact details;
- records of any correspondence and transactions between us;
- survey information, if your chose to complete a survey;
· details of your visits to our website such as your computer IP address, traffic data, location data, weblogs and other communication data;
When you use our registration platform, and at various stages thereafter, we collect additional information which may include:
· your package requirements and travel details;
· passport details;
· food preferences and allergies;
· medical information, such as your transplant type, and additional in-depth medical information as may be required for the event organiser to ensure your safety.
How do we collect your data?
We collect data about you from the following sources:
- our registration platform;
· information you provide to us via our website forms, or merely by using our website;
- information you provide when you attend our events;
· professional information you provide as a representative of a partner organisation, or your interactions with our subsidiaries or partners.
How do we store your data and keep it secure?
We store your personal data securely, and we ensure your data is only accessible by those who need to see your data for their specific role. We will only transfer personal data to a third party (a Data Processor) if that third party agrees to comply with our procedures and policies, or if they put in place adequate technical and organisational measures themselves.
How and why we will use your data?
To process (use) your personal data, we must establish a valid lawful basis. There are several such lawful bases, but we generally rely upon:
- your consent;
- for our fulfilment of a contract (or anticipation thereof);
- our legitimate interest;
- our legal obligation.
We may rely on consent in certain circumstances such as:
· to send you marketing materials by email, text or social media where you have expressly opted-in to joining one of our mailing lists, and authorised your preferred methods of communication;
· for some marketing related purposes, for example to use images taken of you at one of our events;
· to use your sensitive data if you tell us about your disability or health condition which may require us to make adjustments to an event or site;
If you have provided your consent to the processing of your personal data, you have the right to withdraw your consent to that processing at any time, where relevant. Where consent relates to marketing, every email, text and other marketing communication you receive will carry an unsubscribe link, allowing you to opt out of any future communications. Please contact email@example.com if you wish to withdraw consent or if you have any issues when trying to unsubscribe.
We may rely on our legitimate interest in certain circumstances, such sharing the contact information of commentators and spectators with World Transplant Games Federation in order that they may receive information about future events. This data sharing also includes anonymised statistical data, such as participation level by age, country, transplant type and gender.
We use the data we collect about you to help us make better decisions about you and to operate our business efficiently. This may involve the following activities:
· to ensure that content from our site is presented in the most effective manner for you and for your computer.
· where you have opened an account through our website’s "My Account" function, to help us manage that account.
· to provide you with brochures, information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes;
· to allow you to participate in interactive features of our website, or to notify you about changes to our websites, products or services.
We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregated information about our website users.
If you visit our website but you don’t fill in any forms we won’t make routine use of your personal other than in statistically, and unless you fill in a form on our website, we probably can’t identify you.
How we keep your data accurate
We will keep your personal data accurate and up to date, taking every reasonable step to erase or rectify inaccurate data without delay. Please tell us if your personal details change or if you become aware of any inaccuracies in your data. Equally, we will contact you from time to time to check your details are still up-to-date.
How long will we keep your data?
We will not keep your personal data for longer than is necessary for the purpose described above. This means that data will be destroyed or erased from our systems when it is no longer required. For guidance on how long certain data is likely to be kept before being destroyed, contact firstname.lastname@example.org
What rights do you have in respect of your Personal Data?
You have many rights over your personal data, and these include the right to:
· request access to any personal data we hold about you, although we may require evidence of your identity.;
· ask us to remove you from a mailing list, although appropriate instructions will usually be contained in our direct marketing materials;
· to correct any errors, or complete any parts, in information we hold about you;
- have personal data erased;
- to demand that we suspend processing of your personal data;
· receive a copy of the personal data we hold about you, or to request that we transfer your personal data to a third party;
- object to certain types of processing; and
If you wish to exercise any of the rights set out above, you must make the request in writing to email@example.com. Please note some of these rights are restricted in some circumstances.
Who will have access to the data we hold?
Our employees who need to access your data will view it in order that we can provide services to you. All of our employees will receive annual data protection training and understand the need to keep your information confidential.
In addition to our employees, we also use service providers who may hold personal data on our behalf for example software suppliers, partner organisations, marketing suppliers).
Data sharing is limited to matters of administering the provision of insurance, the release of the registration particulars of Games participants, and the sharing of the contact details of Country Representatives, Team Managers, and Games Ambassadors.
You are entitled to request details of the recipients of your personal data.
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
There are different categories of cookies. We use Google Analytics cookies which are "analytical" type cookies. We use them to enable us:
· To recognise and count the number of visitors and to see how visitors move around our site when they are using it.
· To store information about your preferences, and so allow us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.
By the use of “cookies” on our website – cookies are small text files or variables which enable a website to “remember” who you are. Most browsers are automatically set to accept cookies but you should be able to configure your browser to restrict cookies or block all cookies if you wish. This will however, affect your ability to log into certain areas of the Website, including My Account. Browser-specific instructions on how to restrict or block cookies may be found on the IAB’s website.
We use session cookies (which are temporary cookies) to maintain your session with the server in the areas of our site that are available to registered users. Our session cookies store a unique identifier to allow the server to distinguish between individual users’ sessions. Session cookies are deleted when you close your browser. We sometimes use persistent cookies to enable pop-up advertisements and to prevent the server from displaying the pop-up advertisement more than once. Persistent cookies remain on your hard disk until you delete them.
In addition to the information you provide on registration, we will collect:
- details about which of our services you utilise;
· information each time you visit our website and which pages you visit;
- information from the documents you complete;
- information from content you download.
Embedded content from other websites
Articles on this website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Use of an ISP
We reserve the right to appoint an Internet service provider (“ISP”) to host this website on our behalf which may be situated outside the European Economic Area (the “EEA”). In order to deliver the service to you, it may be necessary to transfer your information outside the EEA and by agreeing to our terms and conditions, you consent to any such transfer.
Right to make a complaint
Any complaints about our handling of personal information can be sent to our marketing communications team in the first instance firstname.lastname@example.org. If your complaint relates to the handling of your personal information by an organisation with which we share information, then please let us know that. We aim to respond to your complaint within 20 days of receiving it. You have a right of appeal in relation to any decision we make, which we will tell you about when we respond to your complaint. We will always review our policy and procedure in line with any justified complaints.
If you are not happy with the way we handle your complaint or you have any issues with our processing of your Personal Data and would like to make a complaint, you may contact the Information Commissioner’s Office on 0303 123 1113 or at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.