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ISSF Data Protection Regulation

ISSF Data Protection Regulation
The International Shooting Sport Federation e.V., Bavariaring 21, 80336 Munich, Germany (“ISSF”,“we”) is committed to protect your privacy and personal data in compliance with the General Data
Protection Regulation (“GDPR”). ISSF strives to be transparent about how we process your data.
Throughout this Data Protection Regulation, “Personal Data” means any information relating to an
identified or identifiable natural person, e.g. name, address, IP address, etc. The ISSF does not process
Personal Data of children below the age of sixteen without prior parental consent, unless the ISSF isentitled to do so under the applicable law.
This Data Protection Regulation explains the ISSF’s processing of Personal Datarelated to the ISSF’s
stakeholders.
If you have any question regarding the processing of your Personal Data by the ISSF, please refer toprivacy@issf-sports.org.

I.

Which data is processed and shared, and for which purposes?

1.

Contact persons of ISSF Member Federations

Which Personal Data is processed?
ISSF regulary processes the following information of contact persons of ISSF member federations:
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Name
Contact data
Optional additional information, if provided by the respective contact person

Why is such Personal Data processed?
Such Personal Data is primarily used for administrative purposes, e.g. to inform the ISSF member
federations about all relevant organisational and sports-related matters. More generally, we use such
Personal Data to duly execute and perform our rights and obligations towards our member federations
as stated in the Official Statutes, Rules and Regulations of the ISSF.
With whom do we share such Personal Data and why?
We disclose the name of the President and the Secretary General of our member federations on the
ISSF Website, www.issf-sports.org. The disclosure of such data serves to establish transparency withrespect to the relevant contact persons of our member federations. This allows every interested party
to get in contact with the respective member federation. Such disclosure contributes to the promotionof the development of the sport of shooting, which is the statutory puropose of the ISSF, to which every
member federation of the ISSF and its representatives are likewise committed. Additional information
as well as information about further contact persons may be shared internally with ISSF staff (employees, committee members, etc.). Otherwise, such Personal Data will be shared only as stipulated underII. below.
What is the legal basis for such processing?
Article 6 para. 1 lit. b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.

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2.

ISSF Data Protection Regulation

ISSF Honorary Members and Members of the ISSF Executive Committee, ISSF
Administrative Council, and other ISSF Committees

Which Personal Data is processed?
The ISSF processes the following information of ISSF Honorary Members and Members of the ISSF
Executive Committee, ISSF Administrative Council, and other ISSF Committees (hereinafter collectively the “Functionaries”), as well as of candidates for the aforementioned positions (hereinafter collectively the “Candidates”):
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Name
Contact data
Additional data, if provided by the respective Functionary or Candidate
Image (if provided)

Why is such Personal Data processed?
The ISSF processes Personal Data of Functionaries to communicate with them on all matters related
to the Functionary’s position as per the Official Statutes, Rules and Regulations of the ISSF. ISSF alsouses such data for the organisation of meetings, e.g. to make travel arrangements etc.
In relation to ISSF Honorary Members, the ISSF further processes their Personal Data to inform thepublic about individuals who have rendered particulary outstanding service to the promotion and development of the sport of shooting, and who have thus received the ISSF’s highest honour. For thispurpose, the ISSF also publishes such Personal Data on the ISSF website (www.issf-sports.org). The
use of such Personal Data serves both the interests of the ISSF Honorary Members and of the ISSF:
For the ISSF Honorary Members, the use of such data allows the interested public to identify thoseindividuals who received the ISSF’s highest honour. For the ISSF, the use of such data contributes toa positive public image of the ISSF and, thus, supports the promotion of the global development of theshooting sport.
The ISSF processes Personal Data of Candidates to communicate with them in relation to their application process, and to decide on the application.
With whom do we share such Personal Data and why?
Personal Data of Functionaries is shared on the ISSF Website, www.issf-sports.org, in order to establish transparency with respect to the ISSF’s Functionaries. Otherwise, such Personal Data will beshared only for organisational purposes in the Funtionaries’ interest and as stipulated under II. below.
Personal Data of Candidates will be shared only as stipulated under II. below. Internally within the
ISSF, the Personal Data may be shared with the General Assembly, the Council and any employee
inside the ISSF related to human resources.
What is the legal basis for the processing?
Article 6 para. 1 lit. b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.

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3.

ISSF Data Protection Regulation

Contact persons of teams, athletes, sponsors, service providers, applicants for
ISSF certifications and other partners of the ISSF

Which Personal Data is processed?
The ISSF regulary processes the following information of contact persons of teams, athletes, sponsors,service providers (including Doping Control Officers and physicians), applicants for ISSF certifications and other partners of the ISSF:
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Name
Contact data
Optional additional information, if provided

Why is such Personal Data processed?
In the case of contact persons of sponsors, service provides, applicants for ISSF certifications and otherpartners of the ISSF, such Personal Data is used for entering into or performing under a contract withthe respective sponsor, service provider, applicant for ISSF certifications or other ISSF partner.
In the case of contact persons of teams or athletes, such Personal Data is used for the purpose of ensuring the proper functioning of ISSF-supervised competitions. For example, if a contact person of ateam or athlete files a complaint, protest or appeal, his Personal Data will be used to properly conduct
the respective proceedings.
With whom do we share such Personal Data?
Such Personal Data is shared with third parties as necessary for the aforementioned purposes andotherwise as stipulated under II. below.
What is the legal basis for the processing?
Article 6 para. 1 lit. b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.
4.

Athletes

Which Personal Data is processed?
The ISSF regulary processes the following information of athletes:
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Name
GenderDate of birth
Nationality
Competent member federation
Copy of passport/ID
Shooting discipline
Competition-related data (including images and videos produced at competitions)
Optional additional information, if provided by the respective athlete

In exeptional cases, also special categories of personal data such as medical data may be processed by
the ISSF.

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ISSF Data Protection Regulation

Why is such Personal Data processed?
The ISSF processes an athlete’s name, gender, date of birth, nationality, competent member federation, copy of passport/ID and shooting discipline in order to issue an ISSF ID Number, which is necessary for the participation in ISSF-supervised competitions, and to monitor compliance with ISSF
eligibility rules. The ISSF processes such data also in order to conduct disciplinary proceedings andissue sanctions.
The ISSF processes an athlete’s name, image, gender, year of birth, nationality, competent member
federation, competition-related data and any optional data provided by the athlete (including place ofbirth, hometown, residence, height, weight, marital status, number of children, higher education, profession, hobbies, language) in order to inform fans, sponsors and other stakeholders about athletes
and their performance in ISSF-supervised competitions. The use of such data contributes to a positive
public image of the ISSF and thus supports the promotion of the global development of the sport ofshooting in general. In particular, the use of competition-related data of athletes is an integral part of
ISSF-supervised competitions. Comparing the performance of the competitors is inherent to sports ingeneral. Publishing the result list allows competitors and the public to compare the performance of
the athletes within a competiton and with regard to earlier and future competitons. In addition, suchinformation enables the ISSF to classify the participants according to previous performances.
The ISSF processes special categories of Personal Data, such as medical data, only when necessary incontext of the organisation or supervision of competitions in the sport of shooting. In particular, theISSF may process special categories of Personal Data in connection with the fight against doping,which is crucial for maintaining fairness in the sport. In such cases, the ISSF in principle will rely upona specific consent given by the athlete to the processing of such data.
With whom do we share such Personal Data?
The Personal Data which is processed for the issuance of an ISSF ID Number, and the ISSF ID Number
itself, are shared with third parties insofar as necessary in relation to the athletes’ participation in
ISSF-supervised competitition. This includes the ISSF Member Federations and the ISSF’s contact
persons of competition venues all over the world. In particular, we share such data with the competent
Member Federations, e.g. in context with ISSF-supervised competitions or for communication purposes.
Personal Data which is used to inform fans, sponsors and other stakeholders is shared on the ISSF
Website, www.issf-sports.org, in order to reach the widest possible audience.
Special categories of Personal Data such as health and medical data may be shared and disclosed (i) in
accordance
with
the
ISSF
Anti-Doping
Regulations(https://www.issfsports.org/theissf/antidoping.ashx), in particular as set out in Article 15 of the ISSF Anti-Doping Regulations, and (ii) the World Anti-Doping Code International Standard for the Protection of Privacy andPersonal Information (ISPPPI), which is the mandatory International Standard developed as part of
the World Anti-Doping Program (the ISPPPI, as amended from time to time, is accessible on
www.wada-ama.org). Such data is transferred by way of pseudonymization.
Otherwise, an athlete’s Personal Data will only be shared as stipulated under II. below.
What is the legal basis for the processing?
Article 6 para. 1 lit. b and/or f GDPR serve as the legal basis for the processing of Personal Data for theissuance of an ISSF ID Number, for the processing of the ISSF ID Number itself and for the processingof competition-related data.
Article 6 para. 1 lit. a GDPR serves as the legal basis for the processing of optional additional Personal
Data (provided on a voluntary basis) which is used to inform fans, sponsors and other stakeholders.
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ISSF Data Protection Regulation

Article 9 para. 2 lit. a GDPR serves as the legal basis for the processing of special categories of personal
data in connection with the fight against doping and in accordance with the ISPPPI and the ISSF AntiDoping Regulations. In certain limited circumstances, due to the fundamental importance of dopingfree sports, we must have the ability to process special categories of personal data also in the absenceof the athlete’s formal consent. These exceptions are covered by Article 9 para. 2 lit. b, lit. f and/or lit.
g GDPR and are necessary to avoid situations in which an athlete refuses to grant or withdraws his or
her consent in order to obstruct anti-doping proceedings. Therefore, unless prohibited by the applicable law, the ISSF’s processing of special categories may be required even in the absence of specificconsent, if necessary-

5.

to enable us to commence or pursue investigations related to suspected anti-doping rule violations,
to conduct or participate in proceedings related to suspected anti-doping rule violations; orto establish, exercise or defend against legal claims relating to the ISSF, the athlete or both.

Coaches and Candidates for ISSF Coaching Licenses

Which Personal Data is processed?
The ISSF regulary processes the following information of Coaches and Candidates for ISSF Coaching
Licenses:
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Name
Shooting Discipline
Email address
GenderCoach Class
Nationality
National Federation
Validity Date
Image
Information on existence of a criminal record relating to specific offenses
Additional information, if provided

The applications may be filed with the ISSF directly or may be forwarded to the ISSF by the respective
Member Federation.
Why is such Personal Data processed?
The ISSF processes such Personal Data to assess the application and decide whether an ISSF Coaching
License can be granted or renewed. If an ISSF Coaching License is granted or renewed, the ISSF uses
the Personal Data to assess the suitability and the qualification of the applicant in compliance with the
ISSF rules and regulations. Such data is further used when necessary for the organisation and supervision of competitions, as well as to contact Coaches and Candidates in context with the Coaching
License.
With whom do we share such Personal Data?
In case the respective consent is granted by the coach concerned, the Personal Data will be made public
on the ISSF Website to allow interested persons (e.g. athletes) to find relevant coaches.
We also share Coaches’ and Coach Candidates’ Personal Data with the competent Member Federations, e.g. in context with ISSF-supervised competitions or for communication purposes. Otherwise,
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ISSF Data Protection Regulation

the data will only be shared for internal purposes, in particular for communication with the CoachAdvisory Committee, and as stipulated under II. below.
What is the legal basis for the processing?
Article 6 para. 1 lit. a, b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.

6.

ISSF Academy participants

Which Personal Data is processed?
The ISSF regulary processes the following information of ISSF Academy participants:
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Name
Date of birth
Address
Country of residence
Contact data
Shooting discipline
Other information, if provided

Why is such Personal Data processed?
Such Personal Data is used to administer and hold ISSF Academy courses.
With whom do we share such Personal Data?
Such Personal Data is shared with third parties insofar as it is necessary to allow for the participationin the ISSF Academy. This includes the ISSF’s points of contact for accomodations, transports, etc.
Otherwise, such Personal Data will only be shared as stipulated under II. below.
What is the legal basis for the processing?
Article 6 para. 1 lit. b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.

7.

Journalists

Which Personal Data is processed?
The ISSF regulary receives the following information of journalists from the local organising committees:
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Name
Type of media
Company
AIPS member and card number
Passport number, place of issue, date of expiry
Address
Landline number, mobile number, fax number
Email address

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ISSF Data Protection Regulation

Why is such Personal Data processed?
Such Personal Data is used to communicate with the journalists and identify those with permission/accreditation to broadcast and/or cover ISSF Events.
In case of consent, the email address will be used to send the ISSF Press Release Newsletter to accredited journalists.
With whom do we share such Personal Data?
Such Personal Data is only shared with third parties as stipulated under II. below.
What is the legal basis for the processing?
Article 6 para. 1 lit. a, b and/or lit. f GDPR serve as the legal basis for such processing of Personal Data.

8.

Judges and Shotgun Referees

Which Personal Data is processed?
The ISSF regulary processes the following information of Judges (including range officers, jury members, etc.) and Shotgun Referees:
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Name
GenderDate of birth
Nationality
Competent member federation
Image
Information on attented courses and competition experience
Information on existence of a criminal record relating to specific offenses
Language capabilities
Data regarding the eyesight as provided in the Eyesight Test Form and Certificate (only relevant for Shotgun Referees)

Why is such Personal Data processed?
Such Personal Data is used for the purpose of ensuring the proper functioning of ISSF-supervisedcompetitions, e.g. to identify the Judges and Shotgun Referees to ensure that all ISSF-supervised competitions are monitored and controlled by appropriate personel. This is essential for ensuring that thecompetitions are fair and conducted in accordance with the ISSF rules. The information about thelanguage capability allows more suitable allocation of the Judges and Shotgun Referees to international competitions.
The processing of Personal Data regarding the eyesight is necessary for the purpose of ensuring safety,
fairness and a level playing field for all athletes. Therefore, the Shotgun Referees are asked to provide
the respective Personal Data and give their explicit consent to the processing of such data.

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ISSF Data Protection Regulation

With whom do we share such Personal Data?
Such Personal Data is shared with third parties insofar as it is related to the Judges’ and Shotgun
Referees’ participation in the relevant ISSF-supervised competitition. This includes our contact persons of competition venues from all over the world. In particular, we share the data with the competent
Member Federations, e.g. in context with ISSF-supervised competitions or for communication purposes. The data of Shotgun Referees regarding the Eyesight Test Form and Certificate is shared internally with the Chairman of the ISSF Medical Committee and with the Judges Committee. Apart from
that, Judges’ and Shotgun Referees’ Personal Data will be shared only as stipulated under II. below.
What is the legal basis for the processing?
Article 9 para. 2 lit. a GDPR serves as the legal basis for the processing of Personal Data regarding theeyesight of Shotgun Referees.
Otherwise, Article 6 para. 1 lit. b and/or lit. f GDPR serves as the legal basis for such processing of
Personal Data.

II.

General information on processing, sharing and the transfer of Personal Data

The ISSF does not sell, rent, or lease any individual’s Personal Data to anyone for marketing purposes,
and will take commercially reasonable steps to maintain the security of your Personal Data. However,the ISSF reserves the right to supply any such information to any organisation into which it may merge
or change in the future. In addition to the processing and sharing of Personal Data as described underI. above, the ISSF processes or discloses your Personal Data to third parties if-

you gave explicit consent pursuant to Article 6 para. 1 lit.a GDPR;
this is required for the performance/settlement of a contractual relationship with you (Article
6 para. 1 lit.b GDPR);
this is required to assert, exercise or defend legal claims and there is no reason to believe thatyou have an overriding interest in not disclosing your data (Article 6 para. 1 lit.f GDPR); or
the ISSF is obliged to do so pursuant to the applicable law, including by subpoenas, warrants,
or other orders issued by courts or other state authorities (Article 6 para. 1 lit.c GDPR).

The ISSF is an international federation with its headquarters located in Germany. The ISSF only transfers your Personal Data to third countries outside the European Union if at least one of the following
conditions is met: (i) in the respective state, according to the European Commission, an adequate levelof data protection is ensured, (ii) you have consented to such transfer after having been informed ofthe possible risks of such transfer due to the absence of an adequacy decision or other appropriate
safeguards, (iii) the transfer is necessary for the performance of services or the implementation of precontractual measures taken at your request as set out in this Data Protection Regulation, (iv) the transfer is necessary for the performance of a contract concluded in your interest between ISSF and anothernatural or legal person, or (v) one of the other conditions stipulated in Article 49 para. 1 GDPR applies.

III.

Storage period for Personal Data

Unless agreed otherwise, your Personal Data is stored as long as necessary for the purpose for which
it was collected and subject to retention periods as legally required, e.g. according to commercial law
or tax law obligations.
The Personal Data of contact persons of Member Federations, honorary members, athletes, judges andshotgun referees is archived for historical purposes. This does not apply to athlete data processed in
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ISSF Data Protection Regulationaccordance with the ISSF Anti-Doping Regulation, which is stored as set out in Annex A to the ISPPPI(the ISPPPI, as amended from time to time, is accessible on www.wada-ama.org).

IV.

Your rights

Subject to certain legal requirements, you have the following rights in relation to your Personal Data:--

to access the Personal Data held by the ISSF about you;to receive a copy of the Personal Data which you have provided to the ISSF, in a structured,commonly used and machine-readable format (known as “data portability”);
to have your Personal Data corrected or completed;to opt out of receiving any marketing communications at any time;
to restrict the processing of Personal Data (restriction means that such Personal Data shall,with the exception of storage, only be processed with your consent or for the establishment,
exercise or defence of legal claims or for the protection of the rights of another natural or legal
person or for reasons of important public interest of the Union or of a Member State);
to object to the processing of Personal Data (objection means that the ISSF may only process
your Personal Data for compelling legitimate grounds);
to have your Personal Data erased;
the right to withdraw any consent you might have given to the processing of your Personal
Data by the ISSF (this will not, however, affect the lawfulness of any processing based on yourconsent before the withdrawal);
the right to file a complaint with the competent data protection authority.

If you have a question about this statement or wish to exercise your rights, please contact privacy@issf-sports.org.

V.

Data Security

The ISSF takes data security very seriously. Taking into account the state of the art, the costs of implementation and the nature, scope, context and purposes of processing, as well as the level of risk andseverity of any potential violation of your rights and freedoms, the ISSF implements appropriate technical and organisational measures to ensure a level of security which is appropriate considering the
aforementioned factors.

VI.

Amendments

The ISSF reserves the right to update this Data Protection Regulation from time to time. Any changes
to the Data Protection Regulation apply as of their publication in the “Rules” section on www.issfsports.org. ISSF therefore recommends that you visit our website regularly so that you are appropriately informed about any updates and changes.

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