We, the International Judo Federation (Fédération Internationale de Judo), No. 24 Residences Ouchy-Navigation, Avenue de la Harpe 49, 1007 Lausanne (Switzerland) (hereinafter referred to as “IJF”) process certain information about yourself, including personal data, when you use certain functionalities of one of IJF websites (hereinafter referred to as “Website”) or take part in Certain activities and services operated by IJF on IJF Website.
2. COLLECTION AND PROCESSING OF PERSONAL DATA
IJF collects the following personal data about you:
2.1. Personal data which you provide directly to IJF
In general, you can visit the Website without providing personal data. However, data are generally requested when you wish to take part in certain activities available on the Website, create an account, communicate with us. In such cases, you may be invited or required to provide personal data about yourself such as first name, last name, nationality, age, country of residence, home address and/or email address, phone number, business organisation, job title. Subscription to certain services may require further data. In such a case IJF will inform you of any additional information needed to provide the services which you have requested. By providing IJF with your personal data, you expressly authorize IJF, its partners, subcontractors and/or affiliates to collect and subsequently process such data in accordance with the terms defined herein to provide you the services which you have selected.
Please note that if you do not provide data required, it may prevent you from making full use of IJF services.
2.2. Personal data which IJF collects automatically when you visit the IJF Website
4. PURPOSE OF THE COLLECTION AND PROCESSING OF PERSONAL DATA
(a) to contact you for services which you have subscribed to, signed up for or participate in;
(b) to manage your user account;
(c) to manage our relationship with you or comply with our contractual obligations;
(d) to fulfil subscription to the IJF Newsletter;
(e) to fulfil subscription to IJF media channels (i.e. Youtube, Facebook, Twitter);
(f) to communicate with you;
(g) to track traffic flows and make IJF Websites easier for you to use;
(h) to maintain and develop IJF’s services;
(i) to send you marketing communication to promote the services and activities of IJF.
IJF will not engage in spamming and will not authorize the use of your personal data for commercial or advertising purposes by third parties, except with your express consent.
Any marketing communication you receive from IJF will always include a clear, simple option to refuse, or ‘opt-out’ of such future communications. You may also opt-out at any time by contacting IJF (see below Article 13).
6. LEGAL BASIS OF THE DATA PROCESSING ACTIVITIES
We only process your personal data in the cases permitted by law. Most frequently, the legal basis for the processing of your personal data by IJF:
(a) Contractual need: contractual necessity applies to justify the following uses of your personal data when personal data are necessary for providing the services you have subscribed for or for the performance of any other contract that we have entered into or are about to enter into with you, for communicating with you, for managing your registration and user account, for sharing data with IJF’s partners, including transferring, storing or processing data outside Switzerland and EU, in relation to the provision of services. Any processing contained in paragraphs (a) to (f) in Article 4 above may be justified by a contractual need;
(b) Legitimate interests of IJF or third parties, provided that your own interests do not prevail: such legitimate interest is deemed to be given when we process your data to establish, exercise or defend our legal claims, to prevent fraud, misuse of our services, to detect any dysfunction of our services and/or Websites, to ensure and improve security of your IT system and network, to process data for statistical purposes. The processing contained in paragraphs (g) to (i) in Article 4 above are necessary for the purposes of IJF’s legitimate interest;
(c) Compliance with legal obligations incumbent upon IJF, especially in the area of archiving and data retention;
(d) Consent which you have given after having been duly informed: such consent is deemed to be given in relation to the sending of advertising offers and marketing materials, such as newsletters and other promotional offers. This consent may be withdrawn at any time as described in the Article 9 below. This withdrawal will not, however, affect the lawfulness of consent-based processing prior to withdrawal.
7. HOSTING AND TRANSFER OF PERSONAL DATA
IJF is based in Switzerland and all personal data you submit to IJF will be hosted in Switzerland, or in a Member State of the European Union. As a matter of principle, IJF will never transmit your personal data to other third parties without your prior consent. However by registering to the Website, you accept that IJF may transmit your personal data to its subcontractors, including outside Switzerland or European Union, if IJF deems it necessary for the purposes mentioned in Article 4. IJF will take all necessary measures to ensure that the receiving entity has agreed to keep your data confidential and secure. If the level of privacy protection in a country does not comply with internationally recognized standards, IJF will ensure by contracting specific safeguards, such as standard clause or express consent, that data transfers to databases in that country are equally protected and that a transfer of data to third parties in such countries does not occur. IJF and its subcontractors reserve the right to release your personal data if required under law to do so, or based on the good-faith belief that such release is necessary to comply with applicable legislation.
8. DATA RETENTION
IJF will retain your personal data only as long as necessary for the purposes set forth under Article 4 above. Please note that personal data may be kept for a longer period of time exclusively for mere statistical purposes and IJF shall use anonymous data wherever possible.
IJF periodically, but at least every 3 (three) years, checks that no data is stored for longer than needed.
9. YOUR RIGHTS
Your principal rights under the data protection law are as follows:
Right to access: you have the right to confirmation as to whether or not IJF processes your personal data and, where IJF does, access to the personal data, together with certain additional information. That additional information include details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, IJF will supply to you a copy of your personal data.
Right to rectification: you have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
Right to erasure: in some circumstances you have the right to have your personal data erased. Those circumstances are: (i) the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; (ii) you withdraw the consent on which the processing is based and there is no other legal ground for the processing; (iii) you object to the processing of your data and there are no overriding legitimate grounds for the processing; (iv) the personal data have been unlawfully processed; the personal data have to be erased for compliance with a legal obligation to which IJF is subject; (v) the personal data have been collected in relation to the offer of information society services directly to a child.
Right to restrict processing: in some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: (i) you contest the accuracy of the personal data; (ii) processing is unlawful but you oppose erasure; (iii) IJF no longer needs the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; or (iv) you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, IJF may continue to store your personal data. However, IJF will only otherwise process it: with your consent; for the establishment, exercise or defence of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
Right to object to processing: you have the right to object to IJF’s processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for the purposes of the legitimate interests pursued by IJF or by a third party. If you make such an objection, IJF will cease to process the personal data unless IJF can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims. You have the right to object to IJF’s processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, IJF will cease to process your personal data for this purpose. You’ll be able to opt-out from emails IJF sends you by clicking on the unsubscribe link at the bottom of those emails. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
Right to data portability: to the extent that the legal basis for IJF’s processing of your personal data is: (i) consent; or (ii) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from IJF in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
Right to withdraw consent: to the extent that the legal basis for IJF’s processing of your personal data is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
Automated individual decision making: IJF does not carry out this kind of decision making. However, for your information, you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you unless this is necessary for our contract, is authorised under applicable law or is based on your explicit consent.
You may exercise any of your rights in relation to your personal data by emailing email@example.com. If IJF has doubts concerning your identity, IJF will require a piece of identification to prove your identity. IJF tries to respond to all legitimate request within one month. Occasionally it may take longer than a month, up to two additional months, if your request is complex or IJF has a number of requests. In this case IJF will let you know of the extended delay within one month following your request. You can also update your personal data at any time by accessing your user account.
10. DATA SECURITY
IJF is committed to ensure the best possible level of security of your personal data, and will take adequate technical and organizational measures to protect your data against the risks of damage, destruction, loss or unauthorized access.
11. Complaint with the competent authority
If you consider that the processing of personal data relating to you infringes the legal regulations, you have the right to lodge a complaint with the competent authority of the place where you have your habitual residence or place of work or the place of the alleged infringement.
13. Contacting IJF
Lausanne, June 2018