Version 1.1 2020 – Updated 1 February 2020
This notice describes how the American Football Irish (AFI) processes personal data. In particular, it describes the types of personal data collected, the purposes for which that personal data is collected, the limited contexts in which personal data may be shared with other parties, and the measures AFI takes to protect the security of the data. It also outlines AFI members’ rights and choices with respect to personal data, and how to contact AFI to update your data or ask questions about AFI data and privacy practices.
AFI processes personal data to administer and conduct the playing of American Football and American Football related activities. Data used for this purpose includes membership and player registrations, official and coaching registrations, team sheets, disciplinary processes, communications and notifications of events, fundraising and promotional activities, coaching activities and compliance related requirements (i.e. vetting and insurance).
1. What data AFI has about members
AFI controls certain information about AFI members, regardless of their registrations status (i.e. regardless of whether they are registered as coaches, officials, players, etc.) including:
- Email address
- Home Address
- Telephone contact details
- Date of birth
- Team (if relevant)
- Coaching qualification details (if relevant)
- Officiating Qualifications (if relevant)
- personal data entered on team rosters
- personal data entered on official’s game reports
- records of disciplinary matters
- Board meetings, AGMs, EGMs and SGMs and
- (in certain circumstances and in line with AFI data policy and Officiating Footage Policy) video footage of games.
- Names and various other player details are required to be processed by AFI, including by AFI’s officiating department, in order to secure compliance with rules regarding player eligibility and suspensions,
- Personal data such as date of birth is required to assess player eligibility, level of competitive football relevant to the player, and whether child protection policies apply in certain cases (e.g. re youth football),
- video footage is required to be shared with and processed by AFI for the purposes of resolving appeals relating to ejections.
- To communicate with data subjects regarding membership of AFI or the status of a member in any respect,
- To support or corroborate details provided on game day, via rosters provided to officials, game tape, or otherwise,
- To consider disciplinary matters or appeals in accordance with the AFI by laws and constitution,
- For the purpose of proper, transparent, efficient, and lawful administration of the sport of American Football in Ireland,
- To update records or to perform data analyses of membership statistics,
- To ensure accuracy and quality of data retained,
- To comply with our legal obligations, including, without limitation, regulatory obligations, obligations under data protection law, and obligations arising as a member of Sport Ireland, or otherwise enforce or protect AFI’s rights.
- Communicating with event providers or hosts, sports agencies, entertainment representatives, tour operators or other persons involved in facilitating, hosting, organising, or liaising with AFI-related or AFI-sanctioned football,
- Communicating re data hosted by service providers (e.g. Azolve),
- Communicating relevant information to any external third party who has a legitimate and lawful interest in receiving the personal data from AFI, e.g. auditors, officials of Sport Ireland, or members of a disciplinary committee.
- If AFI is required to disclose personal data by law or as part of a legal process, in response to a request from a court, law enforcement authorities, or public/government officials,
- When sharing personal data is necessary or appropriate to prevent physical harm or financial loss,
- In connection with an investigation of suspected or actual fraudulent or illegal activity,
- As otherwise permitted pursuant to this Policy.
- Enquire whether their personal data is being processed, and on what basis such processing takes place, and details about that data such as any recipient(s) of the personal data to whom the personal data has or will be disclosed, and the retention period for the relevant data,
- To request copies of certain personal data regarding them,
- Opt out of collection and processing of their personal data in certain respects,
- Request access to and receive information about the personal data kept by AFI about them,
- Update and correct inaccuracies in that personal data without undue delay – if a person’s personal data is incomplete, they have the right to have that data completed, including by means of providing supplementary information,
- Restrict or object to the processing of personal data,
- Have data anonymized or deleted, as appropriate,
- Exercise rights to data portability to easily transfer information to another entity,
- Lodge a complaint with an appropriate supervisory authority, including The Data Protection Commissioner.
- Withdraw any consent previously provided regarding the processing of personal data, at any time and free of charge. AFI will apply such preferences going forward and this will not affect the lawfulness of the processing before the withdrawal of consent.
- Charge a reasonable fee, taking into account the administrative costs of providing the information/ taking the action requested; or
- Refuse to act on your request.
- Queries seeking confirmation of whether a data subject’s personal data is being processed,
- Data access requests,
- Complaints about data or privacy
- Erasure requests
- Queries on whether personal data is accurate and up-to-date.