Effective Date: June 01, 2018

Our privacy principles embody the applicable laws and regulations dealing with privacy and handling of personal information including the new EU General Data Protection Regulation. Please read the Privacy Policy carefully before you start using our website.

1. Scope of this Privacy Policy

This Privacy Policy applies to all services, websites, events and apps offered by the WFSGI (“we”) except where otherwise noted. Those services, websites events and apps are collectively referred to as the “Services” in this policy. Unless otherwise stated herein, our services are provided by the WFSGI at global level including Europe. References to “data” in this Privacy Policy will refer to whatever data the WFSGI collects of any user of our Services (“you”), regardless whether it be e.g. responses obtained from any user, data collected in a form, or data inserted on a site hosted by the WFSGI. Reference to personal information or just information, means information about an individual user personally that the WFSGI collects or for which the WFSGI acts as custodian. The WFSGI, as identified at the top of this Privacy Policy, is the data controller regarding all personal data processing carried out through the Website. When you use our Website, we will collect and process information regarding you (as an individual) which allows you to be identified either by itself, or together with other information which has been collected. We may also be able to collect and process information regarding other persons in this same manner, if you choose to provide it to us with their explicit prior consent, which allows you to act accordingly. This information may be classified as “Personal Data” and can be collected by us both when you choose to provide it (e.g., when you subscribe to our newsletter in order to receive it, or other Services,) or simply by analyzing your behavior on our Website.

2. Types of Personal Information and Data we Collect

We collect Personal Data, in particular, but not limited to any Services we are providing, or any communication entertained between you and us. This can be:

• Contact Information (for example your email address, telephone numbers, address data, your position in a company and the like). You might provide us with your contact information, whether through use of our Services, a form on our website, an interaction with our WFSGI team, or a response to one of our inquiries, surveys and the like.
• Usage information. We collect usage information about you whenever you interact with our websites and services. This includes which webpages you visit, what you click on, when you perform those actions, what language preference you have, and so on.
• Device and Browser Data. We collect information and Personal Data from the device and application you use to access our services. Device data mainly means your IP address, operating system version, device type, system and performance information, and browser type. If you are on a mobile device we also collect the UUID for that device.
• Information from page tags. We use third party tracking services that employ cookies and page tags to collect data about visitors to our websites. This data includes usage and user statistics. Emails sent by us or by users through our Services include page tags that allow the sender to collect information about who opened those emails and clicked on links in them. We provide more information on cookies below.
• Log Data. Like most websites today, our WFSGI web servers keep log files that record data each time a device accesses those servers. The log files contain data about the nature of each access, including originating IP addresses, internet service providers, the files viewed on our site (e.g., HTML pages, graphics, etc.), operating system versions, device type and timestamps.
• Referral information. If you arrive at our WFSGI website from an external source (such as a link on another website or in an email), we record information about the source that referred you to us.
• Information from third parties and service partners. We collect Personal Data also from third parties if you give permission to those third parties to share your information with us or where you have made that information publically available online.
• Registration information for WFSGI Members and/or other Users of our Services. You need a WFSGI account before you will be able to use our membership services. When you register for an account, we collect your Contact Data, including your but not limited to your first and last name, username, password and email address.
• Billing information. If you make a payment to the WFSGI, we require you to provide your billing details, a name, address, email address and financial information corresponding to your selected method of payment (e.g. a credit card number and expiration date or a bank account number).
• Profile data. When you sign up for our services you may be asked to provide us with information about yourself and to give us more detailed insights into who you are e.g. in the context of your active participation in active sports events offered by us in the context of our WFSGI meetings, special food requirements and the like.
• Images, photos, videos. Photographic or/and film cameras may be present during WFSGI Events. By attending WFSGI Events, you consent to being filmed, photographed, videotaped, or otherwise recorded, and that your name, voice and likeliness may be broadcasted, displayed or distributed. This might include (but not limited to it), the right for the WFSGI to use the images resulting from the photography/video filming, and any reproductions or adaptations of the images in both printed and digital form, in various channels where the WFSGI disseminates information about its activities (e.g. social media, press releases and the like). In the same way, the WFSGI is allowed to use and publish (e.g. WFSGI Magazine) the pictures provided by its members in the context of the WFSGI committees work and the like.

3. Use of Cookies

We use cookies (which are small text files stored on your computer or mobile device when you are visiting our website) to ensure that you will have a maximum benefit of our web presentation, which may also include third parties’ cookies. The various types of cookies can be classified as session cookies, which are automatically erased and deleted, when you are closing your browser, persistent cookies, which remain on your device until they will expire, which can take minutes, days, months or years even, and third-party cookies, which are stored on behalf of third parties. Unless cookies are essential for our website and its features to operate properly, you can manage all other cookies by disabling them, if you wish, which may however deprive you from a proper use of certain features on our website.

4. For which purposes are we processing your Personal Data and Information

We intend to use your Personal Data, collected through our Website, for the following prime purposes:

• To verify your identity and assist you, in case you lose or forget your login / password details required to benefit from our Services, including the sending of WFSGI information, news alerts, our newsletter, magazine, other membership information, invites for forthcoming WFSGI events or any other informative material same as any information you explicitly requested to obtain from us and the like;
• For future WFSGI-related marketing, promotional and publicity purposes, including market research and surveys, via e-mail, SMS, over the phone, through our social media pages, regarding our Services, as well as those of selected third parties such as event organizers, trade fair authorities and other authorized third-party WFSGI service providers;
• To create a profile of you as a Website user, through the use of profiling cookies and by collecting and analyzing information on the preferences you select and choices you make in the Website, as well as your general activities on the Website. This profile will be used to give you information about other websites / services which we believe you could be interested in, and to show you information and advertisements which may be relevant to you and your interests, professional expertise and your capacity and function in your company/organization. All algorithms involved in this processing are regularly tested, to ensure the processing’s fairness and control for bias by us;
• For compliance with laws and regulations, or rules of international organizations such as sports federations, governing bodies, NGOs, etc. which impose upon as the obligation to the collection and/or further processing of certain kinds of Personal Data;
• To prevent and detect any illegal activities or any other misuse of our Website, or any fraudulent activities carried out through our Website.

5. Why are we processing your Personal Data and Information

The prime reasons and legal bases why we are processing your personal data and information in line with the purposes set out in Section 4 above are the following:

Data processing for these services is a prerequisite for us to provide our Services to you same as to perform proper marketing and correct profiling.

It is not mandatory that you provide your consent to any of the purposes above and you will not suffer from any negative consequences in this context if you choose not to provide your consent. Yet if you do so, we will not be able to perform our Services as you may expect from us to obtain same as to respond properly to any other inquiries, requests or communication with you or to prevent any misuse or other illegal activities in this context.

6. Recipients of the Personal Data Collected

We may share your Personal Data with the following persons/entities (“Recipients”):

• within our WFSGI staff, with other members to the extent needed for the respective purpose, committee chairs and committee members, at WFSGI corporate governance level (including but not limited the WFSGI board and executive committee members, committee chairs);
• with persons, companies or professional firms providing us with advice and consultancy in the areas of accounting, administrative, legal, financial, event organizing or other areas relating to the pursuing of WFSGI projects and which act typically as data processors on our behalf same as persons and/or other entities engaged to assist to provide our Services such as hosting or email platform and/or other IT support providers;
• with public authorities or bodies, to whom the respective personal data may be disclosed, in conformity with applicable laws or legally binding orders of those entities, bodies or authorities;
• with internationally recognized bodies such as sports federations, NGOs, universities and the like to the extent needed in the context of performing our Services.

We will use our best efforts to ensure that any third parties authorized by us to process personal data, who are involved in carrying out activities strictly related to the performance of our Services have undertaken an obligation of confidential treatment, unless they are not by law obligated to treat matters strictly confidential such as our legal and tax advisors.

7. Transfer of Personal Data

In the view of our worldwide global activities and presence, your Personal Data and information may be transferred to Recipients located in numerous different countries and geographic regions. We will use best efforts to implement the appropriate safeguards and measures to ensure the lawfulness and security of these Personal Data transfers by e.g. relying on adequacy decisions from the European Commission, standards data protection clauses adopted by the Commission and/or any other safeguards or conditions, which are considered to be adequate for the respective data transfer.

8. Treatment of Personal Data

We undertake to save, store and keep Personal Data processed for the purposes set out in Section 4 above, solely for the period deemed strictly necessary by us to properly perform the respective Services, but may continue to store these personal data for a longer period, as may be necessary to protect our interests to potential liability related to the provision of these services, or if we are required by law to keep such Personal Data stored for a certain defined period. Those data we process for marketing and profiling purposes will be kept by us from the moment you provided your consent for such usage until the moment you will withdraw such consent given. From that moment onward, we will no longer use such personal data, unless again deemed necessary by us out of liability considerations or if required by applicable mandatory laws.

9. Your Rights under the GDPR

If you are by applicable law entitled to exercise any rights under the EU General Data Protection Regulation, you then are authorized to exercise the following rights vis-à-vis the WFSGI at any time:

• to request to have access to your Personal Data processed by us (and/or to receive a copy thereof) same as to obtain information on the processing of your personal data;
• to have them corrected or updated, where our processing may be inaccurate or incomplete;
• to request the deletion and duration of your Personal Data processed by us in the event you feel that such processing is unnecessary or otherwise unlawful, overrated have objected to the respective processing;
• to exercise the right to portability of your Personal Data and request to obtain a copy of those in our possession in a structured, commonly used and machine-readable format, as well as the transmission of that Personal Data to another data controlling entity;
• to object to any further processing of your Personal Data on the grounds related to your particular situation, which you believe must prevent us from continuing to process the said Personal Data;
• to withdraw your consent to processing for marketing and/or profiling purposes;
• request the restriction of the processing of your Personal Data, where you feel that the Personal Data processed is inaccurate, unnecessary or unlawfully processed, or where you have objected to the processing;
• all to change your user profile including pictures, etc. created on our website.

The foregoing actions and measures can be initiated and carried out by those means of communication you may select such as by facsimile transmission, on the phone, SMS, email, mail, social media, through the different means of communication from your user profile, where applicable by de-selecting the relevant options or by tick box and/or by changing the individual preferences of your user profile, if applicable, on the respective WFSGI website.

In addition to the above means, you are entitled to send a written request to us to the following address: info@wfsgi.org.

Further, if you are by applicable laws entitled to exercise rights under the GDPR, you may also file a complaint with the competent supervisory authorities for the protection of Personal Data, if you believe that the processing of your Personal Data carried out through us is unlawful.

10. Future Changes and/or Amendments

This Privacy Policy entered into force on June 1, 2018. We reserve the right to partly or fully amend this Privacy Policy, or simply to update its content, e.g., as a result of changes in applicable law. We will inform you of such changes as soon as they are introduced, and they will be binding as soon as they are published on our Website. We therefore invite you to regularly visit this Privacy Policy in order to acquaint yourself with the latest, updated version of our Privacy Policy, so that you may remain constantly informed on how we collect and use Personal Data.

© WFSGI Bern/Ostermundingen June 01, 2018