World Water Safety

INTERNATIONAL LIFE SAVING FEDERATION
Gemeenteplein 26 – 3010 Leuven – Belgium
Tel: (32.16) 89.60.60 – E-mail: ils.hq@telenet.be - Web: www.ilsf.org

ILS POLICY – POL 17
THE ILS PRIVACY POLICY
1. ABOUT THE ILS
The International Life Saving Federation (ILS) is composed of national aquatic lifesaving organisations(known as Member Federations) from around the world.
Through our own work and that of our Member Federations, we lead the global effort to reduce injury
and death in, on, or around the water.
We accomplish this by assisting existing national lifesaving organisations; facilitating and developinga global exchange of drowning prevention and lifesaving information and of best lifesaving practices;helping establish lifesaving organisations in areas of the world where they are needed, but do not exist;
acting as the International Federation for lifesaving sport; and cooperating with other international
bodies with shared goals.
The ILS is a unique international federation in that it sponsors and sanctions athletic competition as animportant method of furthering its humanitarian lifesaving work. Lifesaving through competition is oneof the established goals. The motto of the ILS is "be fit to save a life".
The ILS was incorporated by Royal Decree signed by H.M. the King of Belgium on 3 April 1997 as aninternational non-profit association in accordance with, and is currently governed by, the provisions ofSection III of the Act of 27 June 1921 on international non-profit associations established in Belgium,as amended from time to time.
2. PERSONAL DATA PROCESSED BY THE ILS
The ILS collects, stores and processes personal data for several purposes:• Administration of the organisation, including Financial Accounting when required• Administration of the ILS International Certificates• Administration of the ILS major events, including:o The World Conference on Drowning Preventiono The Lifesaving World Championshipso The ILS Elective General Assemblyo The ILS Board of Directors, Commissions, Committees and Working Group meetings

International Life Saving FederationILS Policy – POL-17 ILS Privacy Policy

Page 2The detail of this is described in the table below:
Type of data
Administration
Board andCommission,Committee andWorking Group
Members Records

PurposeAdministration

Legal Basis

Retention Period

Legitimate Interests

Twelve months from the datethat an individual is no longer amember of the Board,Commissions, Committees or
Working Groups(Some processing
may be with theconsent of theindividuals)

ILS List ofHonourees

Administration

Legitimate Interests

Indefinitely – the records stayforever as an historical record of
the awards presented to those
who have provided exceptional
and long service to the ILS

ILS International
Certificates

Administration

Legitimate interests

ILS International Certificates are
not timebound and therefore arevalid indefinitely

Drowning Prevention
Legitimate interests
World Conference on
Drowning Prevention(WCDP) - registration

WCDP Presentation
Papers/Videos

Event Administration

Event Administration(Some processing
may be with theconsent of theindividuals)

A minimum of two years fromthe date of the previous WCDP,
unless there are associatedfinancial transaction records
which should be kept for as longas required (up to 6 years)

Legitimate interests

Indefinitely – these represent
important work to enable the ILS
to achieve its goal of reducing
the global burden of drowning.

WCDP Document
Reference Library

Event Administration

Legitimate interests

Indefinitely – this record is areference library of all work fromthe ILS World Conferences on
Drowning Prevention and thelink to their authors

WCDPAbstract/SpeakersLists

Event Administration

Legitimate interests

Three months after the WCDP
event where the paper waspresented

Lifesaving Sport
Legitimate interests
Lifesaving WorldChampionships(LWC) – registration

Event Administration(Some processing
may be with theconsent of theindividuals)

A minimum of two years fromthe date of the previous LWC,
unless there are associatedfinancial transaction records
which should be kept as long as
is required (up to 6 years)

LWC and othercompetitions –results records

Event Administration

Legitimate interests

Indefinitely – the records stayforever as a historical record ofthe results of all previous LWC
events and of other relevant
competitions

ILS WADA List ofTesting Pool
Athletes

Event Administration

Legitimate interests

Twelve months from the datethat a competitor is removed
from the WADA Testing Pool

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Type of data

PurposePage 3
Legal Basis

Retention Period

ILS Technical
Officials Application
systemEvent Administration

Legitimate interests

Three months after the LWC towhich they have been appointed– a new process begins
approximately 18 months before
the next LWC

ILS TechnicalOfficials
Appointment ListsEvent Administration

Legitimate interests

Three months after the LWC towhich they have been appointed

Legitimate interests

Indefinitely – as an historical
record that is required todetermine when Long ServiceAwards are to be presented

Legitimate interests

Indefinitely – as an historical
record of the creation of newworld records – two lists aremaintained, the current records,
and the historical list showing all
records as they are establishedILS Technical
Officials Long
Service List

ILS World Records

Event Administration

Event Administration

Our legitimate interests include:• In the case of Administration, we have a legitimate interest to communicate with and inform those
who serve the ILS of the ILS events and meetings that they are expected to attend• We also have a legitimate interest in ensuring that the issue of ILS International Certificates isadministered correctly and the risk of fraud or impersonation is reduced• In the case of Event Administration, we have a legitimate interest to ensure that attendees areregistered correctly to participate in our events, confirm that they are eligible to attend, andcommunicate with and inform them about the essential information regarding the event• In the case of the results of our lifesaving sport events, we have a legitimate interest to maintainthe records of the results of all of our events, including the current and past world records• In the case of the work presented at our conferences we have a legitimate interest to record thepresenters and authors so that others may benefit from their important work to reduce the global
drowning burden• In the case of the list of honourees of all types we have a legitimate interest to maintain the recordsof all those who have been awarded honours for exceptional and long service to the ILS in thevarious categories including the Order of Lifesaving and Hall of Fame
3. DATA SHARINGThe ILS shares some of the personal data collected with the following organisations:
Organisation

Purpose of the Sharing

Host of the World Conference onDrowning Prevention

To enable the ILS and host organisation to successfully deliver theWorld Conference on Drowning Prevention – the host changes
each two years

Host of the ILS Meetings

To enable the ILS and host organisation to successfully manage theILS Meetings

Host of the Lifesaving WorldChampionships

To enable the ILS and host organisation to successfully deliver theLifesaving World Championships

National Lifesaving Federations

To enable the ILS to verify that event attendees of that member
federation are eligible to participate in the ILS events

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Page 4The ILS will not share personal data with other organisations for any other purpose than that for which
the data was collected, including to verify eligibility, to communicate with and to inform about theactivities of the organisation and in connection with the administration of its events.
The ILS also requires those organisations with which it shares personal data to ensure that they
process the data shared strictly in accordance with the appropriate data protection regulations, and not
to use the data for any other purpose than that for which it has been collected and shared
4. USING OTHER ORGANISATIONS TO PROCESS DATA
The ILS is the Data Controller for all personal data that it gathers. While the ILS does process someof this data itself, it uses certain organisations to process some of the data via specific software licenceson its behalf. Through this approach it ensures that all data is processed accurately and securely andin compliance with the General Data Protection Regulations
OrganisationPurpose of the Processing

Oxford Abstracts

To enable the processing of personal data, via Oxford Abstracts software inconnection with the management of the World Conferences on DrowningPrevention•Netlify

To enable Oxford Abstracts to process the IP addresses of visitors to theOxford Abstracts website to maintain security and performance of theOxford Abstracts website•Amazon WebServices (AWS)

To enable the processing of data on the Oxford Abstracts software which ishosted on AWS servers based in the UK•

Postmark

To enable Oxford Abstracts to manage in-system emails to delegates at theWorld Conferences on Drowning Prevention

LiveHeats

To enable the processing of personal data, via the LiveHeats software inconnection with the management of the Lifesaving World Championships

DLRG

To enable the processing of personal data in connection with theachievement of World Records in Lifesaving SportCombell

To enable the processing of personal data on the ILS Website in connection
with the Administration and Event Administration of the ILS

Laravel Framework

To enable the processing of personal data on the ILS Website in connection
with the maintenance and display of all historical results and records fromall competitions sanctioned by the ILS, and those of competitions previously
conducted under the auspices of the former world governing bodies FIS andWLS

5. PROFILINGThe ILS does not use profiling in any aspect of its processing of personal data
6. INTERNATIONAL TRANSFERS
Personal data collected through the Oxford Abstracts and LiveHeats software systems that is required
to administrate the ILS Conferences, Meetings, and Lifesaving Sport events is not normally transferredoutside the EU, except when the event is hosted outside the EU:
Organisation
Host of the Conferences orMeeting if it is hosted outsidethe EUPurpose
To enable the ILS and hostorganisation to successfully
deliver the conference

Transfer safeguards
Where the host country is outside the EU, theILS has ensured that the host will:

International Life Saving FederationILS Policy – POL-17 ILS Privacy Policy
Organisation

PurposePage 5
Transfer safeguards••

store all personal data transferred
securely in accordance with theappropriate data protection regulations
only use the data for the purpose forwhich it has been collected andtransferred

The details of the host organisation for eachconference or meeting are shown on the ILS
Website: https://www.ilsf.org/
Where the host country is outside the EU, theILS has ensured that the host will:•Host of the Lifesaving Sport
Event if it is hosted outsidethe EU

To enable the ILS and hostorganisation to successfully
deliver the Lifesaving WorldChampionships•

store all personal data transferred
securely in accordance with theappropriate data protection regulations
only use the data for the purpose forwhich it has been collected andtransferred

The details of the host organisation for each
Lifesaving Sport event are shown on the ILS
Website: https://www.ilsf.org/lifesavingsport/lwc

National LifesavingFederations

To enable the ILS to verify
that event attendees of thatmember federation areeligible to participate in theILS events

Some federations are in the EU, themajority are outside the EU – however,the data transferred to each federation
only concerns the members of thatfederation who are normally citizens ofthat country. Each federation is required
to store all personal data transferred
securely in accordance with theappropriate data protection regulations,and not use the data for any otherpurpose for which it has been collected
and transferred.

It is necessary for the ILS, in order to effectively manage its events, to transfer appropriate personal
data to the host organisation to enable it to successfully deliver its performance obligations under thehosting contract it has concluded with the ILS.
The transfer of personal data in these circumstances is in the interests of all the participants to ensurethat they are correctly registered to participate in the event, are eligible to participate and can receive
the necessary information specific to the particular event.
When appropriate, including when the data is transferred outside the EU, the ILS seeks the explicit
consent from those whose data is collected to ensure that the transfer of their personal data complies
with the relevant Articles of the General Data Protection Regulations.
7. SECURE STORAGE OF DATA
All personal data held within the ILS is stored in a secure environment that meets the appropriate dataprotection regulations

International Life Saving FederationILS Policy – POL-17 ILS Privacy Policy

8. YOUR RIGHTS
You have the following rights concerning your personal data:
Right

What this means

Right of access

You have the right to obtain confirmation from the ILS as towhether or not personal data concerning you are being
processed, and where that is the case, access to thatpersonal data

Right to rectification

You have the right to oblige the ILS to rectify inaccurate
personal data concerning you. Taking into account thecircumstances of the processing, you have the right to haveincomplete personal data completed by providing a
supplementary statement

Right to erasure (right to beforgotten)

You have the right (under certain circumstances, but not all)to oblige the ILS to erase personal data concerning you –where erasure is not possible, it may be possible in somecircumstances to anonymise your data, but this will dependon the circumstances of the processing

Right to restriction of processing

You have the right (under certain circumstances, but not all)to oblige the ILS to restrict processing of your personal data.
For example, you may request this if you are contesting theaccuracy of the personal data held about you

Right to data portability

You have the right (under certain circumstances, but not all)to oblige the ILS to provide you with the personal data about
you which you have provided to the ILS in a structured,commonly used and machine-readable format.
You also have the right to oblige the ILS to transmit thosedata to another data controller

Right to withdraw consent

If the lawful basis for processing is consent, you have theright to withdraw that consent which you can exercise whereappropriate
Where your personal data are processed for direct marketing
purposes, you have the right to object at any time toprocessing of your personal data for this purpose.

Right to object
Where your personal data are processed for other purposes,
if the ILS, as the data controller, has a compelling legitimate
interest to continue processing the data, it may not be
possible to uphold that objection
Rights in relation to automateddecision making and profiling

The ILS does not perform any automated decision-making
based on personal data that produces legal effects orsimilarly significantly affects you

9. DATA PROTECTION ENQUIRIESFor the purposes of the General Data Protection Regulations please address all enquiries to:Data Protection
International Lifesaving Federation
Gemeenteplein 26

Page 6

International Life Saving FederationILS Policy – POL-17 ILS Privacy Policy

3010 Leuven – Belgium
T: +32 16 89 60 60

E-Mail: ils.hq@telenet.bePage 7