Please read this consent to the collection, use and disclosure of personal information form (the “Consent Form”) carefully and make sure you understand it before disclosing any personal information on the COC’s Games Portal. It must also be read, understood and consented to, by your parent/legal guardian if you are less than 19 years old.

This Consent Form applies to the collection, use and sharing of personal information by the Canadian Olympic Committee and the Canadian Olympic Foundation (hereafter collectively referred to as the “COC”) of individuals who have been identified as potential participants in multi-sport games under the jurisdiction of the COC, which includes but are 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 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 Games Portal if the information is no longer accurate or valid.

By accepting the terms of this Consent Form, you (on your behalf / on behalf of your child (if applicable)) hereby consent to the collection, use and communication of your Personal Information by the COC in the manner described in this Consent Form.

Why do we need to collect your Personal Information?

In preparation for the upcoming edition of the applicable Games, the COC (or “we” or “us”) need to collect and to process certain personal information about potential Games participants ( “you”) 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.

What kind of Personal Information do we need to collect?

In order to complete your registration and to allow for your accreditation and participation at the upcoming Games, you will be required to provide certain information about you like:

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; nationality;
personal email address;
social media channels;
preferred language(s);
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 and identification numbers;
Aeroplan number;
airplane seat preference;
National Coaching Certification Program (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 sizes; and/or
other personal information about yourself.

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

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. The COC will collect, use and communicate your personal information for the following 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 with
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. *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.	Games Organizing Committee and their affiliates; Games Governing Body and their affiliates. Authorized representatives from your National Sport Organization (NSO).
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. *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	COC authorized security and background check providers; Games Organizing Committee and their affiliates; Games Governing Body and their affiliates;
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 accurately and appropriately address you in communications and to inform you about activities of the Olympic Movement, including after the Games. Information may also be shared with 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)	COC Authorized Service Providers; COC partners (including but not limited to: government partners, community partners and sport partners). Authorized 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; *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	COC authorized service providers (i.e: travel agencies, airlines, accommodation providers, ground transportation providers, caterers, etc); Authorized representatives from your National Sport Organization (NSO). Games Organizing Committee and their affiliates; Games Governing Body and their affiliates; Government of Canada authorities and officials (i.e: Register of Canadians Abroad and Canadian consular representatives)
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 authorized 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. *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	Members of the COC’s Health Services Team (HST); COC authorized service providers (i.e: health service providers); Authorized representatives from your National Sport Organization (NSO). Games Organizing Committee and their affiliates; Games Governing Body and their affiliates;
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 authorized service providers (i.e: media attachés, etc); Authorized 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 your Personal Information may be shared with COC sport partners (i.e. government, the Canadian the Games Organizing Committee and its affiliates, the Games Governing Body and its affiliates, Center for Ethics in Sport, the World Anti-Doping Agency, the International Testing Agency, the Sport Dispute Resolution Center of Canada and the Court of Arbitration in Sport) within the scope of their collaboration with the COC for the Games (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 within the scope of their respective operations). If you have signed the Abuse-Free Sport Participant Consent Form (shared separately, if applicable to your role), the personal information you provide on the COC’s Games Portal may be shared with representatives of Abuse-Free Sport, the Sport Dispute Resolution Center of Canada in accordance with the terms set out in the Abuse-Free Sport Participant Consent Form.	COC Sport partners 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 authorized service providers (i.e: legal, investigation, dispute resolution, etc). Authorized representatives from your National Sport Organization (NSO).
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; *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.	COC authorized service providers (i.e: legal, investigation, dispute resolution, etc). Games Organizing Committee and their affiliates; Games Governing Body and their affiliates; Authorized representatives from your National Sport Organization (NSO).
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.	COC authorized service providers who assist in the development of biographies for Games participants. Media resources or media organizations; Select information provided may form part of athlete profiles and biographies on the COC webpage at www.olympic.ca.

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 appropriate 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.

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.

How long will you keep my personal information?

The majority of the personal information, you share with COC will be held for a period that allows us to us to meet the purposes described in the table above and a short period of time thereafter for administrative purposes.

Who can I contact if I want to adjust, clarify or correct and my personal information?

You can log onto the COC Games Portal and make corrections yourself directly at any time.
PLEASE NOTE that accurate information is critical to ensure your participation in the Games. While COC will make reasonable efforts to accommodate corrections or adjustments that you might make or request to be made, time constraints may not make this possible or may even prevent your successful participation in the Games.
Questions about the collection, use and communication 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 communication of personal information as described here?

You may withdraw your consent to the COC’s collection, use and communication 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 this Consent to the collection, use and communication of Personal Information, please contact the COC’s Chief Privacy Officer at privacy@olympic.ca

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