Information Notice Regarding the Management of and Participation in Sporting Events

Context

The University of Namur organises sporting events or supports participation in events organised by third parties. In this context, it may be required to manage event registration, timing and the publication of participants' performances in events it organises, or to grant discount codes for participation in the Namur Marathon for instance.

Categories of personal data processed and purposes of use

For the purposes of this activity, the University of Namur processes data falling into the following categories:

• General identification data [category including the following types of data: surname, first name, postal address, email addresses, copy of identity card, identity photograph, telephone number, …] 
• Personal characteristics [a category comprising the following types of data: date of birth, gender, place of birth, marital status and nationality, residence status in Belgium, mother tongue, languages spoken, possession of a driving licence, etc.]
• Identifiers assigned by UNamur [category including the following types of data: student number, internal registration number, eID for access to internal resources, access card identifiers, student card number, …]
• Data relating to sound, photographs or video recordings [category including the following types of data excluding CCTV images and identity photographs: recordings, metadata associated with recordings, …]
• Data relating to membership of a group [category including the following types of data: student, UNamur staff member, …]
• Data relating to participation in a sports competition [category including the following types of data: registration, race time, ranking in a race, …]
• Data relating to the category of athletes [gender, age, individual/team, disabled sports team, …]

These data are used to:

• Manage the registration of participants in a sports event organised by UNamur
• Manage the participation of UNamur members in sports events organised by third parties (e.g. the Namur Marathon)
• Manage the participation of registered persons in an event (allocation of race numbers, timekeeping, participant rankings, …)
• Manage the compilation and publication of rankings
• Manage publications relating to these events, including on social media

Basis of lawfulness for data processing

For events organised by UNamur, registration and participation data are processed insofar as this processing is necessary for the performance of a contract with the data subject or for the implementation of pre‑contractual measures taken at the request of that person (Article 6(1)(b) GDPR).

For the management of the participation of UNamur members in events organised by third parties, UNamur relies on its legitimate interest in processing participants’ data (Article 6(1)(f) GDPR), this interest consisting in promoting sport by encouraging voluntary participation of students and staff in sports competitions.

For publications relating to these events, UNamur relies on its legitimate interest in processing data (Article 6(1)(f) GDPR), this interest consisting in promoting the event and informing the public about the competition and participants’ results.

SPECIFIC CATEGORIES OF DATA 

In pursuit of the aforementioned purposes, the University of Namur may also need to process data relating to the existence of a disability where a team associated with a participant with a disability registers under a team name that identifies the participant with a disability, although this is not mandatory. In such cases, this identification, which reveals information relating to the participant’s health, must be made with the consent of the data subject (Article 9(2)(a) of the GDPR).

Categories of data subjects

The categories of persons whose data are processed for the purposes of this activity are:

• Enrolled students
• Staff members
• Participants in an event

Data sources

The data included in this processing activity come from the following sources:

• The data subject has provided them
• The data are retrieved from a University database

Recipients of the data

The data are processed solely by individuals and services of the University for the purposes of carrying out the activity. Internal recipients mainly belong to the following category:

• Administrative staff of the University

External recipients belong to the following categories:

• External organisations involved in the organisation of sports events
• External service provider O’TOP Services, acting on behalf of and on the instructions of the University to manage registrations and timing. This service provider is responsible for publishing the results. It also offers its own services to individuals who create an account on its website. 
• The public with access to publications relating to sports events

Characteristics of the processing

The retention period is determined according to the operational needs linked to the purpose for which the data are used.

As part of this processing activity, the University of Namur makes use of services provided by third parties involving transfers of personal data outside the territory of the European Economic Area, namely to the United States.

This transfer takes place under the following safeguards:

The transfer is made to an organisation (social network) that undertakes to implement measures in line with the requirements of the European Commission to ensure an adequate level of protection.

Rights of data subjects

Data subjects have rights described on the page: https://www.unamur.be/en/privacy-policy

For any other request, the first point of contact is: secretariat.vecu@unamur.be