ATHLETICS INTEGRITY UNIT PRIVACY POLICY

USE OF PERSONAL INFORMATION PRIVACY POLICY USE OF PERSONAL INFORMATION

1. Your personal information is being processed by the Athletics Integrity Unit (AIU) on behalf of World Athletics.

2. World Athletics is the international governing body for the . World Athletics is located in and its principal 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.

3. The AIU is part of, but operates independently to, World Athletics and reports to an independent AIU Board. The AIU's office is at 1st floor, 6 Quai Antoine 1er, BP 359, MC 98007 Monaco Cedex. In accordance with the Constitution of World Athletics, the role of the AIU is to protect the integrity of the sport of Athletics through education and testing and by investigating and prosecuting anti-doping rule violations and other breaches of integrity in Athletics within the World Athletics Rules and Regulations, including the Integrity Code of Conduct and rules based on the World Anti-Doping Code.

4. The AIU on behalf of World Athletics respects your privacy and is committed to protecting your personal information in accordance with applicable laws and regulations.

5. This policy relates to the use of personal information that the AIU collects and processes in compliance with its mandate to protect the integrity of the sport of Athletics. The policy sets out inter alia the following: • the type of personal information we collect; • the business purpose for which the personal information is collected; • the legal basis on which the personal information is used; • where the personal information is stored; • whether your personal information is shared with anyone else; and • what your rights are in relation to your personal information and how to exercise them.

What type of personal information is collected, for which purpose and on which basis?

6. When implementing the AIU's anti-doping and integrity programmes, we may process 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(s) it covers, the legal basis upon which we process the data and the applicable retention period for that data. Please note that not all of the activities listed in the table 2 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

below may apply to your individual circumstances. Note also that we will retain personal information beyond the retention period where we have brought or are defending a legal claim (on behalf of World Athletics) which runs beyond the retention period.

Type of Personal Business Purpose Legal Basis upon Retention Period Information which it is used Athlete Data Information to enable the Necessary for the For the period of your Name, nationality, date of AIU to conduct purposes of the career as an athlete birth, gender, address, authorised anti-doping legitimate interests plus 10 years event, and integrity programs pursued by the AIU on nationality/citizenship, and to detect and behalf of World whether you compete at a investigate breaches of Athletics to ensure that national or international the World Athletics the integrity of the sport level, your member Rules, including the of Athletics is protected. organisation(s), the names World Athletics Anti- and details of other Doping Rules and the persons assisting or Integrity Code of Conduct advising you in relation to your athletics career (e.g., coaches, managers, doctors, team officials) Your World Athletics ID, Information received from Necessary for the For the period of your photograph, given names, World Athletics or you to purposes of the career as an athlete surnames, other names, enable the AIU to legitimate interests plus 10 years sporting nationality, known conduct authorised anti- pursued by the AIU on date of birth, place of birth, doping and integrity behalf of World nationality/citizenship, programs and to detect Athletics to ensure that gender, e-mail address, and investigate breaches the integrity of the sport passport or other identity of the World Athletics of Athletics is protected. card, mobile telephone Rules, including the number, travel and World Athletics Anti- accommodation Doping Rules and the Integrity Code of Conduct

Athlete Whereabouts To conduct doping Necessary for the Whereabouts Information control programs in purposes of the information = 18 accordance with the legitimate interests months as of date to Information provided in a World Athletics Anti- pursued by the AIU on which data relates Whereabouts Filing by Doping Rules (including behalf of World (except for the you or on your behalf that no advance notice out-of- Athletics to ensure that purposes of the sets out your competition testing) and the integrity of the sport Athlete Biological whereabouts during each to investigate breaches of of Athletics is protected. Passport – see quarter, including your the World Athletics Rules below) name, ADAMS ID, Filing Failures = 18 gender, discipline, months as of date to contact information (e- which data relates mail, correspondence Missed Tests = 18 address and telephone months as of date to number(s)), the full name which data relates and address of your overnight accommodation for the following quarter (e.g., home, temporary lodgings, hotel etc), the full name and address of each location where you will conduct regular activities (training, university, work…) for each day of the following

3 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

Type of Personal Business Purpose Legal Basis upon Retention Period Information which it is used quarter, your competition schedule for the following quarter (name and address of each location where scheduled to compete) and a daily 60- minute time slot where you will be available and accessible for testing at a specific location

Filing Failure A failure to make an accurate and complete Whereabouts Filing in accordance with the Anti- Doping Regulations

Missed Test A failure to be available for testing at the time and location specified in the 60-minute time slot identified in your Whereabouts Filing

Testing Data To conduct doping Necessary for the If there is no control programs in purposes of the indication of an Anti- Mission Orders accordance with the legitimate interests Doping Rule Violation World Athletics Anti- pursued by the AIU on (ADRV) = 18 months Doping Control Forms/ Doping Rules (including behalf of World Blood Sampling Forms no advance notice out-of- Athletics to ensure that If there is an competition testing) and the integrity of the sport indication of an Chain of Custody to investigate breaches of of Athletics is protected. ADRV, if the relevant documents the World Athletics Rules sample is stored for possible re-testing or if it is part of an Athlete program = 10 years

Test Results / Results To conduct doping Necessary for the Negative analytical management control programs in purposes of the findings = 10 years accordance with the legitimate interests Test reports and World Athletics Anti- pursued by the AIU on Adverse Analytical supporting data / forms / Doping Rules and to behalf of World Findings = 10 years documentation investigate breaches of Athletics to ensure that the World Athletics Rules the integrity of the sport Atypical Findings = 10 of Athletics is protected. years

Adverse Passport Findings = 10 years

Athlete Biological To conduct doping Necessary for the Results = 10 years as Passport control programs in purposes of the of date results were accordance with the legitimate interests obtained Analytical test results World Athletics Anti- pursued by the AIU on Doping Rules (including behalf of World Whereabouts = 10 Whereabouts no advance notice out-of- Athletics to ensure that years as of date to competition testing) and the integrity of the sport which the data relates to investigate breaches of of Athletics is protected. the World Athletics Rules

4 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

Type of Personal Business Purpose Legal Basis upon Retention Period Information which it is used Confidential Reports Information provided by Necessary for the If a Report is not third parties to the AIU purposes of the pursued or filed for Personal information which enable it to legitimate interests intelligence = 6 weeks contained in confidential investigate and enforce pursued by the AIU on If there is an reports submitted on the breaches of the Integrity behalf of World indication of a 'Stand Tall, Speak Up' Code of Conduct and/or Athletics to ensure that possible breach of the online reporting form the World Athletics Anti- the integrity of the sport World Athletics Rules Doping Rules: see further of Athletics is protected. or that the report is Personal information the AIU Confidential relevant as contained in reports Reporting Policy here intelligence = 10 made to the AIU years confidential mailbox

Data Collected in the Information collected by Necessary for the If there is no course of AIU the AIU to detect, purposes of the indication of a investigations or investigate and enforce legitimate interests possible breach of the intelligence gathering breaches of the World pursued by the AIU on World Athletics Rules and analysis Athletics Rules (including behalf of World and the information is the Integrity Code of Athletics to ensure that not relevant as Data collected by the AIU Conduct) the integrity of the sport intelligence = 18 (including pursuant to of Athletics is protected. months Demands issued under the World Athletics If there is an Rules) including any indication of a records or files in hard possible breach of the copy or electronic format World Athletics Rules (such as itemised and the report is telephone bills, bank relevant as statements, credit card intelligence = 10 statements, ledgers, years notes, files, correspondence, emails, messages, servers); information from electronic storage devices (such as cloud based servers, computers, hard drives, tapes, disks, mobile telephones, laptop computers, tablets and other mobile storage devices); information from betting operators and regulators on accounts showing unusual or suspicious patterns; information from open source media; personal data from recorded interviews

5 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

Type of Personal Business Purpose Legal Basis upon Retention Period Information which it is used Disciplinary Findings To enforce breaches of Necessary for the Indefinite the World Athletics Rules purposes of the Sanctions under the (including the Integrity legitimate interests World Athletics Rules Code of Conduct) pursued by the AIU on Decisions of the relevant behalf of World tribunals of Member Athletics to ensure that Federations the integrity of the sport Decisions of the of Athletics is protected. Disciplinary Tribunal Decisions of the Court of Arbitration for Sport Relevant supporting documentation / files

7. Confidential reports containing personal information will be processed in accordance with the AIU's Confidential Reporting Policy which may be viewed here.

Where will the information be stored?

8. All the personal information collected by the AIU is stored in secure facilities operated by the AIU’s hosting providers: (a) Rackspace Ltd, 8 Millington Road, Hyde Park Hayes, Middlesex, UB3 4AZ UK (www.rackspace.com); (b) Microsoft Western Europe, 39 quai du Président Roosevelt, 92130 Issy-les-Moulineaux, France (www.microsoft.com)

9. By submitting your personal information, you agree to the transfer, storing or processing of your personal information. We will always take all reasonable precautions to make sure that your data remains secure, handled in accordance with this privacy policy 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 and therefore we cannot guarantee the security of data sent to us electronically. Any transmission of such data is therefore entirely at your own risk and we recommend that you take all necessary measures, for instance, by sending your data in encrypted format.

Will my information be shared with anyone else/who else has access to the system?

11. In the table below, we set out the third party entities that may have access to your personal information and the reason for such access.

6 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

Who Why? World Anti-Doping Agency In accordance with the World Anti-Doping Code to which World Athletics is a Signatory, WADA acts as a central clearinghouse for Doping Control Testing data and results, including, in particular, Athlete Biological Passport data for International-Level Athletes and National-Level Athletes and whereabouts information for Athletes including those in Registered Testing Pools. To facilitate coordinated test distribution planning and to avoid unnecessary duplication in Testing by various Anti-Doping Organizations, each Anti-Doping Organization reports all In-Competition and Out-of-Competition tests on such Athletes to the WADA clearinghouse, using the Anti-Doping Administration and Management System (ADAMS), as soon as possible after such tests have been conducted. This information will be made accessible, where appropriate and in accordance with the applicable rules, to the athlete, the athlete's National Anti-Doping Organization, the AIU on behalf of World Athletics and any other Anti-Doping Organizations with Testing authority over you.

To enable it to serve as a clearinghouse for Doping Control Testing data and results management decisions, WADA has developed the ADAMS database management tool that reflects data privacy principles. In particular, WADA has developed ADAMS to be consistent with data privacy statutes and norms applicable to WADA and other organizations using ADAMS. Personal information regarding an Athlete, Athlete Support Personnel, or others involved in anti-doping activities shall be maintained by WADA, which is supervised by Canadian privacy authorities, in strict confidence and in accordance with the International Standard for the Protection of Privacy and Personal Information.

The AIU may conduct investigations with WADA into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules (including the World Athletics Anti-Doping Rules) and the AIU may share information with WADA for such purposes

WADA is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules as a body with a right of appeal from such decisions to CAS

International Testing Agency Your personal information, including your Whereabouts Information and Athlete Biological Passport data may be disclosed to the ITA as the body with authority from the International Olympic Committee (i) to conduct pre-Games testing before the Olympic Games and (ii) to conduct results management in relation to all testing conducted during the period of the Olympic Games.

The AIU may conduct investigations with the ITA into matters that may evidence or lead to the discovery of breaches of the World Athletics Anti-Doping Rules and the AIU may share information with the ITA for such purposes

7 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50

Who Why? The ITA is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules (where the decision may have an effect in relation to the Olympic Games, including a decision affecting eligibility for the Olympic Games or a result obtained at the Olympic Games) as a body with a right of appeal from such decisions to CAS

National Anti-Doping Organisations The AIU may conduct investigations with your NADO into matters that may evidence or lead to the discovery of breaches of the World Athletics Anti- Doping Rules and the AIU may share information about you with your NADO for such purposes

Your NADO is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules concerning athletes from that country as a body with a right of appeal from such decisions to CAS

Member Federation The AIU may conduct investigations with your Member Federation into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules (including the World Athletics Anti- Doping Rules) and the AIU may share information about you with your Member Federation for such purposes

Your Member Federation is sent a copy of all decisions taken under the World Athletics Anti-Doping Rules and the Integrity Code of Conduct concerning their athletes or other persons affiliated to the federation

Area Association The AIU may conduct investigations with the Area Association to which your Member Federation belongs into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules and the AIU may share information about you with the Area Association for such purposes

The Area Association to which your Member Federation belongs is sent a copy of all decisions taken under the Disciplinary Tribunal Rules concerning athletes or other persons affiliated to that Member Federation

Other relevant authorities The AIU may conduct investigations with other relevant authorities or bodies (including law enforcement agencies) into matters that may evidence or lead to the discovery of breaches of the World Athletics Rules and the AIU may share information obtained in such investigations with such authorities or bodies

The AIU may report information to administrative, professional or judicial authorities pursuant to an investigation or prosecution of non-sporting laws or regulations, or as otherwise required by law

Law enforcement agencies The AIU may report information to law enforcement agencies in connection with the prevention or detection of criminal acts as a matter of national or

8 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50 Who Why? international laws, or the apprehension or prosecution of offenders under such laws

Disciplinary Tribunal Under the World Athletics Anti-Doping Rules and the Integrity Code of Conduct, the Disciplinary Tribunal is copied on any Notice of Charge that is issued by the AIU.

If you choose to have a hearing in response to a Notice of Charge issued by the AIU, the Disciplinary Tribunal is the body that hears your case and decides whether you have committed a breach of the applicable World Athletics Rules

Court of Arbitration for Sport If a decision of the AIU or the Disciplinary Tribunal is appealed to CAS (Appeals Division) in accordance with the World Athletics Rules

If the ITA brings disciplinary proceedings against you on behalf of the IOC or if a decision of the CAS Anti- Doping Division is appealed to CAS (Appeals Division)

12.The AIU may share your personal information with third party organisations that it engages to assist it with its activities (for example, forensic service providers and translation and transcription service providers). These organizations act as data processors and are strictly controlled in how they may/may not use your personal information. We remain responsible for the protection of your personal information in such cases. If we share your personal information with any such third parties, we will ensure that access is limited on a strictly need to know basis and is subject to suitable obligations relating to confidentiality and security.

13.The AIU may also share your personal information in response to subpoenas, court orders, or other legal process, to establish or exercise our legal rights (and/or those of World Athletics), to defend against legal claims and where it otherwise believes it is compelled to do so by law.

Your rights in respect of personal information

14.The AIU has a number of obligations in relation to how it handles your personal information on behalf of World Athletics and is committed to the key principles of transparency, security and data minimisation.

In addition to relying on the AIU meeting its obligations, you have a number of rights that you are entitled to exercise although your ability to exercise these rights may be subject to certain conditions:

(a) Right of access: the right to receive a copy of and/or access, correct, and/or modify the personal information that we hold about you, together with other information about our processing of that personal information; (b) Right to rectification: the right to request that any inaccurate data that is held about you is corrected, or if we have incomplete information you may request that we update the information such that it is complete;

9 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50 (c) Right to erasure: the right, in certain circumstances, to request that we erase your personal information; and (d) Right to restrict or object to processing: the right, in certain circumstances, to request that we no longer process your personal information for particular purposes, or object to our use of your personal information or the way in which we process it.

Please note that if you request the erasure of your personal information or object to our processing of your personal information, it may impact upon your eligibility to participate in the sport of Athletics.

15.In order to exercise any of the above rights, you can write to us at the contact details specified below. To enable us to respond to your request, we may need to request further information from you so we can satisfy ourselves as to your true identity.

Changes to this Privacy Policy

16. This privacy policy may be updated at any time, with or without notice, including for the purposes of complying with new practices, laws or regulations. In this respect, we recommend that you visit the following page on a regular basis: https://www.athleticsintegrity.org/privacy-policy

This policy was last updated in July 2020.

Contacting us

17. If you wish to exercise your rights, have any questions or comments concerning the privacy or use of your personal information, you can write to the AIU at 1st Floor, 6 Quai Antoine 1er, BP 359, MC 98007, Monaco, Cedex or by email to: [email protected].

CCIN (Commission de Contrôle des Information Nominatives)

18. World Athletics have declared the processing of personal data submitted by you to the Commission de Contrôle des Information Nominatives, Monaco (CCIN): https://www.ccin.mc/en/ whom you may wish to contact should you have any questions or queries that you would like to raise with them. If you are not happy with the way that we have used your personal information or address your rights, you have the right to make a complaint to the CCIN.

10 1st Floor, 6 Quai Antoine 1er, MC 98007 Monaco • T +33 1 85 64 22 50