GAMES PORTAL PRIVACY NOTICE

Please read this Games Portal Privacy Notice (“Privacy Notice”) carefully and make sure you understand it before disclosing any personal information on the COC’s Games Portal. If you are a minor that does not have capacity to consent, your parent or legal guardian must ready this Privacy Notice and provide consent on your behalf.

This Privacy Notice describes how the Canadian Olympic Committee and the Canadian Olympic Foundation (hereafter collectively referred to as the “COC”) collect, use and disclose personal information about individuals who have been identified as potential participants in multi-sport Games under the jurisdiction of the COC, which includes but is not limited to the Olympic Games, Youth Olympic Games, Pan American Games, Junior Pan American Games and ANOC Beach Games (hereafter collectively referred to as the “Games”).

It is important that you provide the COC with complete, accurate and up-to-date information about yourself as your participation in the upcoming Games may be adversely affected otherwise. It is your responsibility to update the information provided in the COC’s Games Portal if the information your previously provided to the COC is no longer accurate or valid.

By sharing your personal information with the COC through this Games Portal, you (on your behalf / on behalf of your child (if applicable)) consent to the collection, use and disclosure of such personal information by the COC in the manner described in this Privacy Notice.

Why do we need to collect your Personal Information, how will we use it and to whom will we communicate your personal information to?

In preparation for the upcoming edition of the applicable Games, the COC need to collect and to process certain personal information about you, as a potential Games participant, to facilitate your participation in the Games and in particular to assist the organizing committee for the applicable Games (the 'Games Organizing Committee') and the applicable governing body for the Games (the “Games Governing Body”) in organizing the Games.

Your personal information is essential to facilitate your potential participation in the Games in particular to allow for your registration and accreditation with the Games Organizing Committee and Games Governing Body.

What personal information do we collect and for what purposes?

Type of Personal Information

Purpose for COC collection & use of your Personal Information

Organizations and individuals with whom your Personal Information may be shared

· name and preferred name;

· date of birth;

· accreditation photo;

· city and country of birth, city of residence, hometown;

· gender & pronouns;

· nationality;

· passport information (Passport number, passport image, issuing authority, country, place of birth, date of issue, date of expiry) and other personal identification numbers;

· visa or other travel documentation information;

· personal email address;

· social media channels; and/or

· address and contact details;

Allowing your participation in the Games notably by allowing for: (i) your registration for the Games; (ii) your accreditation for the Games and the issuance of your visa to the host country for the Games if you need one; (iii) the management of sport competitions and other activities and events organized as part of the Games; (iv) your travel to and from and stay in the host country for the Games.

-Games Organizing Committee and its affiliates;

-Games Governing Body and its affiliates.

-Authorized representatives from your National Sport Organization (NSO).

*the use of your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between you and the Games Organizing Committee.

· name and preferred name;

· personal email address;

· date of birth;

· gender;

· home address;

· nationality;

· Passport information (Passport number, passport image, issuing authority, country, place of birth, date of issue, date of expiry) and other personal identification numbers; and/or

· visa or other travel documentation information.

Ensuring the safety and security of Games participants, in particular by enabling the COC and its authorized background check providers, the Games Organizing Committee and their legally authorized administrations to run background checks on Games participants.

-COC security and background check providers;

- Games Organizing Committee and its affiliates*;

- Games Governing Body and its affiliates*;

*Use of your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between You and the Games Organizing Committee

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● cellphone and other phone numbers;

● home address;

● social media channels; and/or

● personal email address;

To address you in communications and to inform you about activities of the Olympic Movement, including after the Games. In particular, your Personal information may be used by the COC’s Athlete Commission to keep you informed of the Commission’s work, to seek your input on certain issues affecting the athlete community and for any other purpose aligned the Commission’s mission.

-COC Service Providers;

-COC partners (including but not limited to: government partners, community partners and sport partners), for non-commercial purposes (i.e., to send you invitations to participate in events/activities, share congratulation letters and to provide you with additional benefits such as gifts and other perks that may be offered to the Games participants by such COC Partners)

-Representatives from your National Sport Organization (NSO).

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● preferred language(s);

● home address;

● personal email address;

● cell phone and other phone numbers;

● nationality;

● passport information (Passport number, passport image, issuing authority, country, place of birth, date of issue, date of expiry) and other personal identification numbers;

● visa or other travel documentation information;

● disability and accessibility information;

● aeroplan number;

● airplane seat preference;

● dietary restrictions; and/or

● other personal information about yourself.

To facilitate your participation in the Games, in particular to secure arrangements for:

-travel;
-accommodation;
-mobile solutions;
-pre-paid solutions;
-meal arrangements;
-emergency preparedness and response plans;

-COC service providers (i.e: travel agencies, airlines, accommodation providers, ground transportation providers, caterers, etc);

-Representatives from your National Sport Organization (NSO).

-Games Organizing Committee and its affiliates*;

- Games Governing Body and its affiliates*;

-Government of Canada authorities and officials (i.e: Register of Canadians Abroad and Canadian consular representatives)

*Use of your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between you and the Games Organizing Committee

● your full name and preferred name;

● gender & pronouns;

● clothing/shoe size;

● home address;

● personal email address; and/or

● cell phone and other phone numbers;

To provide you with the right size for items in your team clothing kit for the Games.

COC service providers (i.e: outfitting database management provider, shipping provider, etc).

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● emergency contact information (full name, relation, email, phone number);

● cell phone and other phone numbers;

● personal email address;

● preferred language(s);

● height & weight;

● handedness;

● disability and accessibility information;

● provincial healthcare coverage and identification numbers;

● dietary restrictions; and/or

● other personal information about yourself.

To ensure your health and safety and those of other Games participants before, during and after the Games and to reach your emergency contact in case of an emergency.

-Members of the COC’s Health Services Team (HST);

-COC service providers (i.e: health service providers);

- representatives from your National Sport Organization (NSO).

-Games Organizing Committee and its affiliates*;

- Games Governing Body and its affiliates*;

*Use of Your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between you and the Games Organizing Committee

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● city and country of birth, city of residence and hometown;

● social media channels;

● Preferred language(s);

● height & weight;

● biographical details, marital status, previous participation in major sport competitions, information about family members, career highlights, stories about your participation in sport and personal life, interests, anecdotes, etc; and/or

● other personal information about yourself.

To support media coverage of the Games. In particular, select personal information may be published on official COC websites and social media and may be transmitted to other media resources or media organizations (e.g. newspapers, TV station, radio station and news agencies) who may also make such information publicly accessible in their coverage of the Games.

-COC service providers (i.e: media attachés, etc);

-Representatives from your National Sport Organization (NSO).

-Media resources or media organizations;

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● home address;

● cell phone and other phone numbers;

● personal email address;

● social media channels;

● preferred language(s);

● nationality;

● passport information (Passport number, passport image, issuing authority, country, place of birth, date of issue, date of expiry) and other personal identification numbers;

● visa or other travel documentation information;

● handedness;

● disability and accessibility information;

● accreditation photo;

● biographical details, marital status previous participation in major sport competitions, information about family members, career highlights, stories about your participation in sport and personal life, interests, anecdotes, etc; and/or

● other personal information about yourself.

To support sports governance and fair sport initiatives (i.e: to ensure fair competition (including for anti-doping purposes and the prevention of the manipulation of competitions), a safe sport environment and other sports governance activities)

COC Sport partners who use your personal information to support sports governance and fair sports initiatives, within the scope of their respective operations, such as the:

-Games Organizing Committee and its affiliates**;

- Games Governing Body and its affiliates**;

-Coaching Association of Canada;

-Canadian Center for Ethics in Sport*;

-World Anti-Doping Agency;

-International Testing Agency;

-Sport Dispute Resolution Center of Canada;

-Court of Arbitration in Sport;

-Government of Canada authorities (i.e: Sport Canada)

-COC service providers (i.e: legal, investigation, dispute resolution, etc).

-Representatives from your National Sport Organization (NSO).

*If you have signed the Canadian Safe Sport Program Participant Consent Form, the personal information you provide on the COC’s Games Portal may be shared with representatives of the Canadian Center for Ethics in Sports in accordance with the terms set out in the Canadian Safe Sport Program Participant Consent Form.

**Use of your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between You and the Games Organizing Committee

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● emergency contact information (full name, relation, email, phone number);

● home address;

● cell phone and other phone numbers;

● city and country of birth, city of residence, hometown;

● personal email address;

● social media channels;

● preferred language(s);

● nationality;

● passport information (Passport number, passport image, issuing authority, country, place of birth, date of issue, date of expiry) and other personal identification numbers;

● visa or other travel documentation information

● height & weight;

● handedness;

● disability and accessibility information;

● provincial healthcare coverage;

● aeroplan number;

● airplane seat preference;

● NCCP Number;

● accreditation photo

● dietary restrictions;

● biographical details, marital status, previous participation in major sport competitions, information about family members, career highlights, stories about your participation in sport and personal life, interests, anecdotes, etc;

● clothing/shoe size; and/or

● other personal information about yourself.

-To protect the integrity of sport competitions during the Games and ensuring the compliance with rules of the COC, the Games Organizing Committee, the Games Governing Body and any other rules applicable to you as a participant in the Games.

-To comply with legal obligations;

-COC service providers (i.e: legal, investigation, dispute resolution, etc).

-Games Organizing Committee and its affiliates.

- Games Governing Body and its affiliates.

-Representatives from your National Sport Organization (NSO).

*Use of your Personal Information by the Games Organizing Committee and Games Governing Body is subject to the terms set out in the applicable agreement between you and the Games Organizing Committee.

● your full name and preferred name;

● date of birth;

● gender & pronouns;

● city and country of birth, city of residence, hometown;

● social media channels;

● preferred language(s);

● height & weight;

● biographical details, marital status, previous participation in major sport competitions, information about family members, career highlights, stories about your participation in sport and personal life, interests, anecdotes, etc; and/or

● other personal information about yourself.

-For statistical, data analytics/trends and historical purposes including after the Games.

-Select information provided may form part of athlete profiles and biographies on the COC webpage at www.olympic.ca .

COC service providers who assist in the development of biographies for Games participants.

-Media resources or media organizations;

The COC may also authorize certain representatives from your National Sport Organization to collect, input, access, and/or provide to the COC certain of your personal information for the purposes of ensuring that timelines are met, accurate and up-to-date information is provided, travel information is complete, information required for registration and accreditation is collected and provided to ensure your participation in the Games.

Will you use my personal information for any other purposes?

The COC will not use any of your personal information other than for the purposes mentioned above without your prior consent. How we obtain your consent, including whether it is express or implied, will depend on the circumstances and the sensitivity of the personal information in question. In certain circumstances, we may also use and disclose your personal information without your consent to the extent permitted or required by law.

Where will my information be stored?

Your personal information may be stored on the servers of the COC in Canada including servers outside of the Province of Quebec. Your Personal Information may also be communicated to third parties located outside of Canada for one or more of the purposes described above.

Your personal information may be transferred outside of your province or country of residence to fulfill the purpose for which we collected it, including for processing and storage by our service providers. While your personal information is outside of the jurisdiction where you reside, it is subject to the laws of the jurisdiction in which is it located, which may have different privacy laws than your jurisdiction of residence. Those laws may require disclosure of your personal information to authorities in that jurisdiction.

How long will you keep my personal information?

The personal information you share with COC will be held for a period that allows us to fulfill the purposes described in the table above and for a longer period when permitted or required by law.

Who can I contact if I want to access or correct my personal information?

You can log onto the COC Games Portal to view the personal information we have collected and make corrections yourself directly at any time.
You may also make a written request to access or to correct any personal information about you that we have collected, used or disclosed, and we will provide you with any such personal information to the extent required under applicable privacy laws. If you demonstrate that any of your personal information in our records is inaccurate or incomplete, we will amend the personal information as required.
PLEASE NOTE that accurate information is critical to ensure your participation in the Games. You are responsible for providing the COC with complete, accurate and up-to-date personal information. While COC will make reasonable efforts to accommodate requests to correct personal information that is inaccurate or incomplete, time constraints may not make this possible or may even prevent your successful participation in the Games.
Questions about the collection, use and disclosure of your personal information or about the COC’s personal information management practices can be directed to COC’s Chief Privacy Officer at privacy@olympic.ca.

Can I withdraw my consent to the collection, use and disclosure of personal information?

You may withdraw your consent to the COC’s collection, use and disclosure of your personal information at any time. Upon notice of your withdrawal of consent, subject to any other legal requirements that we may have, COC will make best efforts to cease use of any personal information you may have shared with us, request the cessation of use or communication of your personal information by third parties to whom your personal information will have been communicated to, and will make best efforts to destroy any records of your personal information that we may have in our possession.
Please note that your withdrawal of consent may adversely affect your participation in the Games.
To give notice of your withdrawal of consent to the collection, use and disclosure of personal information, please contact the COC’s Chief Privacy Officer at privacy@olympic.ca

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