Information

PRIVACY POLICY

updated: 4 December 2018

This Privacy Policy (hereinafter, the Policy) governs the collection, use, disclosure, transfer and storage of personal data of users of the 2nd European Games 2019 website, mobile news application “Minsk2019” and the Subsystem “Media accreditation” (hereinafter, the Services). Take a moment to find out more about our Privacy Policy and contact us if you have any questions.

1. Terms and Definitions

1.1. For the purposes hereof, the following terms and definitions are used:

You (User) – any individual that is using functional features of the Services and has reached the age of legal capacity to enter agreements in the form of our Terms of Service in accordance with the legislation of the country of their citizenship.

Games – the 2nd European Games 2019.

We (MEGOC) – Foundation “Directorate of the 2nd European Games 2019” acting as the Organising Committee for the preparation and staging of the 2nd European Games 2019 Games.

Subsystem “Media accreditation” – software intended for media accreditation service provision, domain name – “https://accreditation-public.gms-minsk2019.by”.

Services - 2nd European Games 2019 website, mobile news application “Minsk2019” and the Subsystem “Media accreditation”.

Security Servicepersonnel of public bodies responsible for safety and security at the 2nd European Games 2019.

2. Scope

2.1. This Policy shall govern any interaction between MEGOC and users related to personal data when using the Services.

2.2. This Policy neither governs nor determines the rights and obligations of third parties. It also does not apply to third-party applications or software available to users for integration with the Services.

2.3. Please do not use the Services if you do not agree with the provisions and scope hereof.

3. Who determines the purposes and means of personal data collection?

3.1. The purposes and means of how your personal data is collected in these Services are determined by the following legal entity:

Foundation “Directorate of the 2nd European Games 2019”

103 Pobediteley Avenue, office 502

220020, Minsk, Belarus

tel.: +375 17 308 72 50

email: office@minsk2019.by

4. User Consent

4.1. To use the Services, you must give your consent to the collection and processing of your personal data. You can express your consent by ticking off the appropriate boxes when submitting any personal data. Please note that we do not process the entire amount of your personal data based on your consent.

4.2. You also agree that your consent to the use of your personal data shall remain in force until your personal data is destroyed.

4.3. We guarantee that we shall process your personal data in the manner and on the conditions of the Policy exclusively.

4.4. If you submit third-party personal data for the purposes of obtaining accreditation, you shall obtain consent for the collection, processing and transfer of personal data from such third parties as well as bear responsibility for the accuracy of such third-party personal data.

4.5. By using the Services, you are also agreeing to our Terms of Service.

5. Personal Data We Collect

5.1. Personal data is any information that could enable direct or indirect identification of a person (e.g., their name, passport details, online identifier, etc.).

5.2. In accordance herewith, personal data may be collected both directly and indirectly.

Personal data is collected directly when you provide them voluntarily, e.g. when using the Services. You may agree to or refuse the said collection, processing and storage of your personal data.

Indirect collection of personal data may occur automatically when accessing the Services, including through cookies (for details see: Cookies Policy).

5.3. We collect the required minimum of your personal data for the purposes hereof:

(1) your preferences. We collect the information about the athletes you are interested in, countries, sports and (or) sports disciplines;

(2) geolocation;

(3) e-mail;

(4) registration data (e-mail, surname, name, telephone number, contact person information);

(5) accreditation data (surname, name, date of birth, nationality, number of identity document, identification number, validity period of identity document, position, e-mail, telephone number, physical restrictions, photo).

6. Data Processing, Storage and Protection

6.1. “Processing” is understood as at least one of the following: storage, modification, retrieval, disclosure, structuring, use, destruction as well as any other action with respect to your personal data.

6.2. We process your personal data for the following purposes only:

(1) the provision of services and access to our Services. We collect and process your preferences and geolocation in order to make the content that we show more interesting for you (in the case of collecting your preferences) and to provide some features when using the functionality of our Services (for example, to plot a route to the venues of the Games in case of collecting your geolocation);

(2) reply to your inquiries. We collect and process your e-mail to provide answers to your inquiries when you use the opportunity to contact us via the feedback form;

(3) registration of personal account of the media and emergency communication. We collect and process your registration data to create a personal media account for the opportunity to apply for accreditation of media representatives, to provide access to other services in the preparation and staging of the Games (for example, accommodation, arrival and departures), as well as for emergency communication with your contact person for media accreditation.

4) accreditation for your participation in the preparation and staging of the Games. If you are a media representative, we collect and process accreditation data to enable media representatives to participate in the preparation and staging of the Games.

Accreditation is a way of identifying a person and their role at the Games and granting them corresponding access rights.

For media representatives, this procedure also includes the verification of personal data by state authorities of the Republic of Belarus and national Olympic committees. Such a check is necessary to ensure the security of the Games, to comply with the legislation of the Republic of Belarus on the state border, on the internal affairs authorities, on counter-terrorism, and on the rules of the Games.

6.3. Subject to data anonymisation, your personal data may be used by MEGOC for any other purposes.

6.4. Neither we nor our partners use automated means for personal data processing.

6.5. Your personal data will be stored on the servers of our counterparties. We undertake that all our contractors comply with our security requirements for personal data protection and they shall not use your personal data for any purpose other than as indicated in this Policy. Employees of MEGOC shall also take all necessary organisational, legal and technical measures available to us for protection of your personal data. Users of the Services shall also be responsible to the maximum possible extent for the provision of accurate account details, keeping passwords and any other information required for authorisation confidential and its protection from unauthorised access by third parties.

6.6. The personal data we collect will be stored for as long as it is necessary to ensure your participation in the preparation and staging of the 2nd European Games 2019 and later for as long as it is necessary for maintaining information records and ensuring information security. Thereafter, we will store your personal data to ensure compliance with our legal obligations and arrangements as well as for dispute resolution.

6.7. Any personal data collected and processed hereunder shall be properly protected unless:

(1) you consent to their disclosure;

(2) such personal data is anonymised;

(3) such personal data is subject to disclosure under the applicable law.

6.8. We also guarantee that your personal data shall be used only for the purposes and time set hereunder and our employees and counterparties are aware of the security and privacy recommendations and shall comply with them.

6.9. We will do our best to keep your personal data protected by limiting the number of people who have access to your personal data, running regular scans to identify threats and using anti-virus software and traffic filtering for our servers that store personal data. However, despite any possible measures taken on our part, we cannot guarantee full protection of the Services against information security risks.

7. Transfer and Disclosure

7.1. Your personal data may be transferred to public bodies of the Republic of Belarus (such as the State Border Control Committee, the Ministry of Internal Affairs, etc.) for mandatory check in accordance with the legislation of the Republic of Belarus on the state border, on internal affairs bodies, on counter-terrorism, etc. Such a potential transfer is a necessary security measure.

7.2. Also, your personal data can be transferred to the national Olympic committees to verify compliance with the rules of the Games.

7.3. Additionally, your personal data may be provided to our contractors and suppliers. We guarantee that all our contractors and suppliers meet our requirements for personal data protection and that they shall not use your personal data in any way beyond the purposes stated herein.

7.4. To ensure the provision of our services, your personal data may also be transferred to a legal entity created after reorganisation of MEGOC should it be necessary.

7.5. In the event of cross-border transfer of your personal data received from the European Union to a jurisdiction not recognised by the European Commission as having an adequate level of personal data protection, we will sign data processing agreements that will include provisions that are recognised by the decisions of the European Commission as adequate for the purposes of personal data protection (EU Commission adequacy decisions).

7.6. Please note that disclosure of your personal data may be required in accordance with the law and judicial procedures or at the request of public bodies of the country of your stay or other countries. Your personal data will be disclosed if it is necessary for the purposes of national security, law enforcement, protection of the rights and legitimate interests of MEGOC and third parties or for other substantial public interest purposes.

8. Children's Personal Data

8.1. To the extent to which it is not prohibited by the applicable law, we do not authorise the use of our Services by individuals who have not reached the age of legal capacity to enter agreements such as our Terms of Service in accordance with the legislation of the country of their citizenship. We do not collect and process (at least knowingly) their personal data without the consent of their legal representatives.

9. User Rights

9.1. The rights of users related to the collection and processing of personal data shall be determined in accordance with the applicable law.

9.2. If you are a citizen of a European Union member state, your rights with respect to the collection and processing of personal data may be determined in accordance with the General Data Protection Regulation (Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC).

In accordance with the General Data Protection Regulation you may:

(1) access your personal data;

(2) rectify personal data if necessary;

(3) erase your personal data. If you withdraw your consent, you may also request the deletion of all your personal data from us. However, in this case, we may continue processing your personal data if required by applicable law and (or) any other legal obligations assumed by us;

(4) restrict the processing of your personal data in cases where: you dispute the accuracy of the personal data collected (for the period necessary to confirm the validity of such personal data); you claim to restrict illegal processing; you need your personal data for settlement of your legal dispute provided that we no longer need your personal data for the purposes specified herein; or you wait for the evidence that our legal grounds for personal data processing prevail over yours;

(5) receive your personal data in structured (common machine-readable) format and transfer them to another party who determines the purposes and means of processing where technically feasible;

(6) object to the processing of your personal data regarding sufficient legal grounds for such processing. However, we may reject your objection to processing if we have sufficient evidence that our legal grounds for the processing prevail over yours;

(7) withdraw your consent to the processing of your personal data. However, we may continue to process some of your personal data after you have withdrawn your consent provided that we have legal basis for the processing of your personal data other than your consent. Withdrawing your consent does not affect the legitimacy of the processing of your personal data based on your consent and accomplished prior to withdrawing your consent.

9.3. To exercise your rights as well as to clarify their permissible scope, you need to submit an application to the service desk: help@synesis.by. For issues related to your personal data please contact: dpo@synesis.by.

9.4. The MEGOC reserves the right to verify your identity before exercising any rights at your request. In case we are not able to exercise any of your rights or provide any information, we will also explain the reasons to you.

10. Final Provisions

10.1. This Policy may be amended and (or) modified at any time of the Services operation. In this case, a notice with information about the changes accompanied by the new version of the Policy and date of its adoption will be published in the Services. The User of the Services must read and acknowledge the new version hereof.

10.2. The Policy is an agreement between us and the User about the use of the Services. Any other pre-existing written or oral agreements or arrangements with respect to such use are hereby cancelled.

10.3. If any provision hereof is invalid or unenforceable, other provisions shall remain valid and enforceable to the fullest extent permitted by applicable law.

10.4. Failure to enforce your strict compliance herewith cannot be construed as our waiver of any provision hereof or any right hereunder.

10.5. The applicable law is the law of the Republic of Belarus. The competent court at the location of MEGOC has the exclusive jurisdiction over all disagreements and disputes arising out of or in connection with the Policy. The Policy is drawn up in English and in Russian. In case of any discrepancies, the Russian version of the document shall prevail.