WORLD ATHLETICS ADVISORY NOTE USE OF ATHLETE PERSONALINFORMATION
1. Your personal information is being processed by World Athletics. World Athletics is located in
Monaco and its principle office is at 6-8, Quai Antoine 1er, BP 359, MC 98007 Monaco Cedex. As
an association recognised under the laws of Monaco, World Athletics is subject to law 1,165 dated
December 23, 1993 on data protection (as amended) and also complies with the EU General Data
Protection Regulations 2016.
2. World Athletics respects your privacy and is committed to protecting your personal information. Thisadvisory note relates to our use of any personal information that we collect about you through various
activities covered within the World Athletics’ Competition Rules in relation to your participation in the
sport of athletics (including via the World Athletics event entry process and system).
3. Please note that a separate advisory note on the use of personal information for the purpose of
implementing the Athletics Integrity Unit (“AIU”) Anti-Doping and Integrity Programmes is available
at the following link: https://www.athleticsintegrity.org/data-protection.
4. This advisory note explains the following:• the type of information we collect;• how the information is used;• where the information is stored;• whether we will disclose your details to anyone else; and• how to find out what personal information is stored.
What type of personal information is collected?
5. When you are entered by your National Team / Member Federation to compete at International
Competitions or when we need to make decisions about your eligibility to compete in competitions,
we will ask for personal information and, in some cases, sensitive personal information about you.
In the table below we set out what personal information we process, the business purpose it covers,
the legal basis upon which we process the data and retention period for that data. Please note all
the activities listed in the table below may not apply to your individual circumstances. That we willretain personal information beyond of the retention period where we have brought or are defending
a legal claim which runs beyond the retention period.
Type of Personal
InformationName,nationality/country,
gender, date of birth,
place of birth, passportnumber (this information
has been taken fromyour passport a copy ofwhich has been
provided by you to yourMember Federation)

Data on your physical or
facial appearance asreferred to in yourpassport/identity
documents (including
passport/identity andphotographs) (Thisinformation has beentaken from yourpassport a copy ofBusiness Purpose
To approve and arrange
for your entry/
accreditation and related
requirements for the
relevant World Athletics’
Series Event; to support
arranging logistics suchas travel andaccommodation.
In the case of Age
Category Events tocheck the age of theathlete and nationality(Rule 3 of the TechnicalRules)
To approve and arrange
for your accreditation
requirements for the
relevant World Athletics’
Series Event; to support
arranging logistics suchas travel andaccommodation.
In the case of Age
Category Events toLegal Basis upon which
it is used
Necessaryfortheperformance of a contract(i.e. your participation to theWorld Athletics’ Series
Event).Without
this
information we cannot
performtheevent
entry/registration/accreditat
ion process arrange accessto the event, provide
accommodation,
makingtravel arrangements for you
and
help
with
visa
procedures i.e. perform ourcontract with you
Consent – this because theinformation listed isregarded as being
sensitive personal
information

Retention Period
From
when
your
details are entered ontoourAthleteDatabase for theperiod of your career
as an athlete plus 5
years

From when yourdetails are entered on
to our Athlete
Database for theperiod of your career
as an athlete plus 5
years, unless consent
is withdrawn earlier

Type of Personal
Information
which has been
provided by you to yourMember Federation)
Image, photograph, ormoving image

Business Purpose

Legal Basis upon which
it is used

Retention Period

check the age of theathlete and nationality
To create and broadcast
footage of events, news
features, interviews forpromotion of World
Athletics and the sport ofAthletics

Consent

Image, photograph, ormoving image

To create and broadcast
for World Athletics
Series Events orAncillary Events

Consent given by contract
as a condition ofparticipating in World
Athletics Series Event (seeclauses 1.11. 1.12 and1.13 of the Athlete
Agreement)

Name, image andlikeness

Use and reproduction inmerchandise andpublications relating toWorld Athletics, theWorld Athletics’ Eventsor Ancillary Events topromote and support ofsuch World Athletics’
Event or Ancillary Event.

Consent given by contract
as a condition ofparticipating in World
Athletics Series Event (seeclause 1.14 of the Athlete
Agreement)

Your email address
name, date of birth andelectronic signature

To sign the Athlete
Agreement

Necessary for thecompletion andperformance of the Athlete
Agreement

Birthdate, birthplace,first, middle name(s)and last name andresults

To keep a historical
record of performancestatistics and competition
results on the World
Athletics’ website andpublications.

Necessary for the
purposes of the legitimate
interests pursued by World
Athletics to ensure that
World Athletics’competition records arecomplete and accurate. As
the official source of
information relating to thesport of athletics ourcompetition results dataneeds to be complete forall stakeholders who rely
upon World Athletics toprovide official information.

Name, nationality, dateof birth, gender,
address, event, whether
you compete at a

To investigate andassess if you, as a maleto female transsexual
athlete meet theConsent in respect ofsensitive personal data as
well as necessary for the

To be kept
permanently (oncerecorded there is no
way of removing therecording of yourparticipation in thefootage, broadcast
etc.)
To be kept
permanently (oncerecorded there is no
way of removing therecording of yourparticipation in thefootage, broadcast
etc.)
From the start ofWorld Athletics or theWorld Athletics’Ancillary Event for theperiod of your career
as an athlete plus 5
years, unless consent
is withdrawn earlier.
(Please note that at
the end of theretention period orwhen consent iswithdrawn will mean
World Athletics will nolonger use theAthlete’s name image
and likeness in any
future merchandiseand publications, but
it will not affect any
merchandise andpublications alreadyin existence).
The duration of theAthlete Agreement
plus 5 years after it
has ended (i.e.
terminates)
From when yourdetails are entered on
to our Athlete
Database for theperiod of your career
as an athlete plus 5
years.
However, we willkeep competition
results data (i.e. yourname and result)permanently ashistorical records ofthe performancestatistics and results.
For the period of yourathletics career plus 5
years, unless consent
is withdrawn earlier.

Type of Personal
Information
national or international
level; medical or
biological information
and records; information
arising from analysing
urine or blood samples

Business Purpose
requirements of theWorld Athletics’ Eligibility
Regulations forTransgender AthletesName, nationality, dateof birth, gender,
address, event, whether
you compete at anational or international
level; medical or
biological information
and records; information
arising from analysing
urine or blood samples.

To investigate andassess if you, as a‘Relevant Athlete’* meetthe ‘Eligibility
Conditions’* set out in
the World Athletics’
Eligibility Regulations for
the Female Classification(Athletes withDifferences of Sex
Development)*as defined in theregulations

Name; date of birth;
place of birth;
citizenship/nationality;
passport; identification
documents;

To make decisions on an
athlete’s eligibility torepresent a Member
Federation by ensuring
they meet therequirements under the
Regulations to represent
a Member Federation in
National Representative
Competitions

Name and date of birthand dates of
examinations,completion ofquestionnaires andresults ofelectrocardiogram andteam doctor name,email address andphone number

Pre-Participation
Evaluation Certificate inorder to meet therequirements to compete
in the World Athletics’
Series Events.
Confirmation ofcompliance with theWorld Athletics’ Book C,
C3.1 and C4.2 of theBook of Rules.

Legal Basis upon which
it is usedperformance of a Contract
in respect of personal data**see Rule 3 of theTechnical Rules

Consent in respect ofsensitive personal data andnecessary for the
performance of a Contract
in respect of personal data**see Rule 3 of theTechnical Rules

Necessary for the
performance of a contract(i.e. your participation to
the World Athletics’ Series
Event) as well as for the
purposes of the legitimate
interests pursued by World
Athletics. Indeed, without
this information we cannot
make decisions regarding
your eligibility to represent
a Member Federation andyou will not be able toparticipate in suchcompetitions until suchdecisions can be made i.e.
perform our contract withyou
Necessary in order to takesteps at your request prior
to entering into a contract(i.e. your participation to
the World Athletics’ Series
Event) as well as
necessary for the purposesof the legitimate interests
pursued by World Athletics.
Indeed, without thisinformation we cannot
make decisions regarding
your eligibility to compete
in the World Athletics’
Series Event and therefore,
you will not be able toparticipate in suchcompetitions until suchdecisions can be made i.e.

Retention Period
Please note that if
consent is withdrawn
during athletics
career, World
Athletics will not beable to comply with
the Regulations
governing eligibility ofathletes who haveundergone sex
reassignment, and asa consequence, you
might not be able tocompete.
For the period of yourathletics career plus 5
years, unless consent
is withdrawn earlier.
Please note that if
consent is withdrawn
during athletics
career, World
Athletics will not beable to comply with
the Eligibility
Regulations for the
Female Classification,
and as aconsequence, you
might not be able tocompete.
For the period of yourathletics career plus 5
years

For the period of 2
years (i.e. until thecertificate’s validity
has expired) unless
we have requested
further information
pursuant to theregulations or where
you challenge adecision arising fromapplication of therules and regulations

Type of Personal
Information

Business Purpose

Legal Basis upon which
it is usedperform our contract withyou

Retention Period

Where will the information be stored?
6. The hosting service provider to the event entry system is Rackspace Ltd, 5 Millington Road, HydePark Hayes, Middlesex, UB3 4AZ UK www.rackspace.com and the servers that host the event
entry system are located in London, United Kingdom.
7. The provider of the accreditation system is: After S.r.l. Viale del Vignola 61, 00196 Roma, Italy:
http://www.after.it/ and the internet service provider to the accreditation system is BT Italia, S.P.A.
Via Tucidide 56, Torre 7, 20134 Milano Italy: https://www.globalservices.bt.com/pmi/it/home and theservers that host the accreditation system are located in Italy.
8. The provider of the electronic signature service for the Athlete Agreement is UNIVERSIGN Cryptolog International, located at 7 Rue du Faubourg Poissonnière, 75009 Paris, Paris Commercial
Registry No 439 129 164 https://www.universign.com/en/ and the servers that host the electronic
signature service are located in France and Ireland.
9. By submitting your personal information, you agree to the transfer, storing or processing of yourpersonal information. We will always take all reasonable precautions to make sure that your dataremains secure, handled in accordance with this advisory note and has the same legal protection
as it would have if it remained in Monaco.
10. You are advised however that the transmission of data via the internet is not completely secure andtherefore we cannot guarantee the security of data sent to us electronically. Any transmission ofsuch data is therefore entirely at your own risk and in this respect, we recommend that you take allnecessary measures, for instance by sending your data in encrypted format.
Will my information be shared with anyone else?
11. In the table below we set out the entities that may have access to your personal information and thereason for such access.
Who
Local Organising Committee (LOC) and any
official travel agency appointed by the LOC. Afterthe event the LOC access to the system will be
removed. If information from the accreditation
system is shared then this will be done via
encrypted emails, files and platforms. Instructions
will also be sent to destroy data securely. Notethat interior ministries and law enforcement
agencies may have local legal obligations to keepsuch records.

Why?
a. To arrange and support logistics (visa invitation
letters, pick-ups (transfers to and from airports;
rail terminals; coach stations), accommodation,
buses, guest lists for receptions, distribution ofbooks and welcome packs/bagsb. To enter/review employees/representatives/
volunteers’ details from the LOC, Organising
Member, local commercial affiliates, sponsors,partners, suppliers, broadcasters who need tobe accredited.
c. Users to the system are defined by World
Athletics, login will enable LOC users to;View the Media List and permission, status
each Broadcaster has and for which event.
View, for each Broadcasters, the details of
the data they entered
Receive a request for visa letter whenneeded and request by ticking the box
View the Flights details information for each
personView the request for accommodation on
official hotels
Email address of each Broadcasters accountmanager to get in touch regarding transport
and accommodation.
To arrange your accommodation
To issue invitation letters (if required) to support visa
applications-

Official Event Hotels (via the LOC)
Interior Ministry of the country where the event isheld (via the LOC)

Law enforcement agencies of the country where
the event is held (via the LOC).
Regulations for the Female Classification(Athletes with Differences of Sex Development)
a. ADSD Expert Panel,b. athlete ombudsman
c. your physician andd. the appointed physician in the reference
centreRegulations to represent a Member Federation in
National Representative Competitions
a. The Member Federationb. Nationality Review Panel Members (whoare the World Athletics’ Council Members)c. The appointed athlete ombudsman (ifappointed) to assist you
d. If you appeal a decision the Court of
Arbitration of Sport
Athletics Integrity Unit (AIU)

To give security clearance
a.
b.
c.
d.
a.
b.
c.
d.

assess your caseif you wish to appoint one to assist you throughthe process and ask us to send your personal
information to them alsoso, they know the outcome of the assessment
to be able to carry out a medical physicalexamination on you and examine the results
Processing the application, correspond with
about progress and send the decision
To be able to review your case and make adecision
To assist you through the process
If you appeal the Nationality Review Panel’sdecision

For the purposes of investigating, prosecuting andensuring compliance with the World Athletics Rules
and Regulations. The following personal information
will be provided to the AIU:World Athletics ID
Photo
Given names
Surnames
Other names
Sporting nationality
Birth nationality
GenderKnown DOB
Email address

Universign

World Athletics may provide any other personal
information (e.g. passport, identity card, mobile
telephone number, travel and accommodation etc.) it
may hold about you to the AIU for their purposes.
The personal data provided to the AIU shall beprocessed in accordance with the separate advisory
note on the use of personal information for the
purpose of implementing the Athletics Integrity Unit(“AIU”) Anti-Doping and Integrity Programmes whichis available: https://www.athleticsintegrity.org/dataprotection
Where personal information is provided to AIU thepersonal information may be retained for the period ofyour athletics career plus 10 years
A copy of your Athlete Agreement, name, electronic
signature, date of birth - to retain evidence ofelectronic signature of the Athlete Agreement as partof the electronic signature process
https://www.universign.com/en/general-conditions-ofuse/
For electronic signature service:https://www.universign.com/en/specific-conditions-ofuse/
The data protection policy and personal data retention
period for Universign can be found here:
https://www.universign.com/en/personal-dataprotection-policy
Note that your mobile/cell number provided by you
directly to Universign for the purposes ofadministration of the electronic signature service of

the Athlete Agreement is not accessible by World
Athletics

We use third party organisations to help provide a professional service to the users of the World
Athletics Event Entry System. These organizations act as data processors and are strictly controlled
in how they may/may not use your personal data. We remain responsible for the protection of yourdata. Please note that there are Local Organising Committees who are located outside the European
Economic Area (EEA) to whom you consent to the sharing of your personal information with and wewill ensure through contractual provisions they comply with data protection laws. World Athletics
may also disclose your personal data where it believes it is compelled to do so by law.
Your rights in respect of personal information
12. World Athletics has a number of obligations in relation to how it handles your personal data. World
Athletics is committed to the key principles of transparency, consent (where applicable), security
and data minimisation. Alongside relying on World Athletics meeting it obligations, you have anumber of rights that you are entitled to exercise.
(a) The right to object
One key right is the right to stop processing (right to object): This allows you to do three
things:•You object to the disclosure of your information to the third parties listed above, but
we must inform you that it will be difficult to process your application/registration forthe purposes of providing the basis on which you participate in the sport of athletics
without that information being disclosed.
•
You have the right to object to World Athletics processing information about you
where we process on the basis of 'legitimate interest'. If you believe this to be thecase, you should contact us and provide an explanation of your particular situation sothat we be able to appreciate the interests at stake.
•You have the right to ask World Athletics not to process personal data for purposesof sending you direct marketing. World Athletics does not use your personal data forsuch purposes.
(b) The other rights are:•Right of access: In accordance with the provisions of the data protection laws, youhave certain rights to request a copy of your own personal data held by World
Athletics. You can request to receive a copy of your personal information in a readily
understandable format within a reasonable timeframe (one month from the date of therequest).
•Right to rectification: You have the right to ask to rectify inaccurate or incomplete
personal data which it has about you after you have been registered for accreditation.
Where World Athletics positively knows that the personal information that it isprocessing is inaccurate or incomplete, World Athletics shall, as appropriate, rectify,
amend, complete or update the relevant personal information as soon as possible.
Where appropriate, if the personal information in question has been disclosed to athird party that is known or believed to continue to process the personal information,
the third party shall be informed of the change as soon as possible.
•
Right to erasure: you have the right to ask to erase your personal data in somecircumstances, including where the information held by World Athletics is no longer
necessary for the purposes for which it is processed, you withdraw your consent to its
use, or we can no longer lawfully process the data. However, if you do exercise thisright during the accreditation process then it will make providing the basis for you toparticipate in events difficult.
•
Right to restriction of processing: you can restrict our processing of your data in somecircumstances. This applies where, for example, if you contest the accuracy of thepersonal data we use or object to us using the information on the basis of a 'legitimate
interest' (see part a above (the right to object)). Please note that where you ask us torestrict processing, we can still store it subject to the retention period, and use it toestablish or defend legal claims, which may run beyond the retention period stated.
•
Right to data portability: This permits you to receive from World Athletics a copy ofyour personal data in an electronic file or format that commonly be used on different
devices and machines, and to transfer your personal data from World Athletics to•another data controller or have the data transmitted directly between two data
controllers.
Right to object to automatic processing: you have the right not to be subject todecisions based solely on automated processing which significantly affect them (attime of writing, World Athletics does not process your personal data on its systems
for the purposes of making decisions based on automatic processing and this right is
not applicable).

Changes to the Advisory Note?
13. This advisory note may be updated at any time with or without notice, including complying with newpractices or regulations. In this respect, we recommend that you visit on a regular basis the following
page : https://www.worldathletics.org/about-iaaf/documents/member-federation-resource-

centreThis policy was updated in July 2021.
Contacting us
14. If you wish to exercise your rights, have any questions or comments concerning the privacy of yourinformation, you can write to the Department of Legal & Business Affairs, Data Protection, World
Athletics 6/8 Quai Antoine 1er, BP 359, MC 98007, Monaco, Cedex or email:dataprotection@worldathletics.org
CCIN (Commission de Contrôle des Informations Nominatives)
15. World Athletics have declared the processing of personal data submitted by you to the Commission
de Contrôle des Informations Nominatives, Monaco: https://www.ccin.mc/en/ who you may wish tocontact should you have any questions or queries that you would like to raise with them.