How we protect and respect your data
We may make changes to this policy from time to time, such as complying with legislation updates or federation policy.
How We Collect and Use Personal Data
We may obtain personal data directly from you in a variety of ways as indicated below. We only collect this data when you voluntarily submit such information to us for any of the following reasons:
Via our web enquiry forms, you may submit details including name, email address and telephone number. Additional information may be supplied voluntarily that will help us engage with your enquiry on a more personal level.
When you provide your personal details to us they will be stored securely. We may use your information to conduct communications with you on a legitimate interest basis for the purposes of developing a relationship, unless you have unsubscribed.
Newsletters and Events
You may choose to opt-in to other types of communication when completing Newsletter Subscription or Contact Us forms on our website. These communications may include digital news or invitations to events.
Subscribers unsubscribe at any time by using links provided in the confirmation emails.
When subscribing for events and workshops (online or offline), we also add your data to our system, as part of our legitimate business interests with you, we may use this data to invite you to similar events in the future. Any issues with managing subscriptions or data can be quickly brought to our attention by contacting [email protected]
Registration for events and membership system
In relation to your personal data, we will:
⦁ process it fairly, lawfully and in a clear, transparent way
⦁ collect your data only for reasons that we find proper for the course of your enrolment in events
⦁ only use it in the way that we have told you about
⦁ ensure it is correct and up to date
⦁ keep your data for only as long as we need it
⦁ process it in a way that ensures it will not be used for anything that you are not aware of or have consented to (as appropriate), lost or destroyed.
We hold many types of data about you, including
⦁ your personal details including your name, birth date, weight and contact details
⦁ information about previous registrations and event results included on our event management systems (Sportdata) and membership system (SportsID).
JJIF may also receive your data indirectly from the following sources:
We collect data about you in a variety of ways including the information you would normally include during an event registration or membership. Personal data is kept within the federation IT systems.
All of the processing carried out by us falls into one of the permitted reasons. Generally, we will rely on the first three reasons set out above to process your data.
We may gather your personal identification information (full name, email address) in connection with attending events (e.g., online webinars, e-tournaments or JJIF ranking events) that we make available on our websites. We will collect personal identification information only if you’ve voluntarily submitted such information to us, either by completing a form or using SportsID authentication.
You can decline to supply personal identification information, except that it may prevent us from providing you with requested resource. In exchange for using our resources or attending these events of value, you may receive periodic digital news and event invitations from the JJIF. But you can unsubscribe using the links in these newsletters or invitations at any time.
Non-personal identification data
We may collect non-personal identification information whenever you interact with our websites. Non-personal identification information may include the location, browser name, the type of computer and technical information about the users means of connection to our website, such as the operating system and the Internet service providers utilised and other similar information. We may use information to understand how you, and our others as a group, use the services and resources provided on our website. This can help us optimise future user experience of our websites.
LEGITIMATE INTEREST SUBSCRIPTION
Who we classify as legitimate interest?
In light of GDPR, we have reviewed our subscriber and membership list and determined whether we have a Legitimate Interest in maintaining contact with some subscribers, members or contacts. You may be so for one of the following reasons:
⦁ You are currently or have been a member of JJIF
⦁ You’ve expressed an interest in our services previously as a prospect
⦁ You’ve requested to hear more about our federation via email
⦁ You’re a friend/fan of the federation or a close associate
⦁ You work for a federation that is a member of JJIF
⦁ You supply services to JJIF
⦁ You currently work at JJIF
⦁ You have bought a product or attended an event of value by JJIF
We consider each of the above as good reason to continue contacting you in the future. Under GDPR, this is known as a Legitimate Interest and we believe there is a mutual and genuine interest in you hearing from JJIF going forward.
We do not share our database and our subscribers’ data with any third party without the specific consent of our subscribers.
What may we send our subscribers and when?
⦁ Periodic newsletters – We will normally only contact you on a periodic basis with relevant information and news about JJIF, trends in your sport, or in relation to one of our events.
⦁ Ongoing updates – We will contact you with relevant content based on your previous or current engagement with JJIF.
⦁ Events – Intermittently we may hold workshops, webinars or events that could be useful for you and training that may benefit you. Once you show interest in an event, we may send you reminders.
How we store and process your information
All your information is stored securely in our websites, event and membership systems. JJIF securely stores your data at datacentres, concentrated in the EU.
How we send out electronic communication
We will normally email you everything, but we may call or send you an SMS message if you are attending an event.
How to change your preferences
If you disagree with our assessment of legitimate interest in your case, you can change your preferences at any time. You can unsubscribe from our mailing list by clicking the unsubscribe button in your email correspondence from us.
Alternatively, you can get in touch with our team to learn more about how we manage your data, as well as what data we collect and hold, by contacting us at [email protected] We will also be able to update your preferences.
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How We Protect Your Information
We understand that sharing your data with us is very personal. JJIF will protect your data and adopt appropriate data collection, security measures, storage and processing practices against unauthorised access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our websites and IT systems.
Who Has Access to Your Information?
We will not sell or rent your information to third parties. We will not share any of your personal information with third parties for marketing purposes without your consent.
Third party processors
We use third party processors who help us operate our business and website or administer activities on our behalf. As a data controller, we ensure our data processors, are GDPR compliant. All data is stored either in the EU or in the USA with Privacy Shield compliant data processors. This is something that we verify as an organisation.
You will find content on the JJIF websites that links to other websites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties who may be data processors. These websites and services may have their own privacy policies, cookie policies, so we encourage you to read them.
For many of you, we will retain your data for as long as you remain engaged with JJIF. We will conduct regular data reviews then securely delete your data when required.
Access rights to your information
You have rights regarding accessing, correcting or limiting how JJIF uses or discloses information we hold about you.
Subject Access Requests (SAR):
You have the right to see what personal data we hold about you and for how long. To obtain a copy of this personal information, please email [email protected]
Please put in the subject line: SUBJECT ACCESS REQUEST.
We will respond to any requests to access your personal information within 30 days. Requests will be processed free of charge unless the requests from one subject becomes excessive. We reserve the right to charge a fee if more than one request is received within a 12-month timeframe from a single individual. Requests for corrections to information will be dealt with within 30 calendar days from an electronic receipt of information from the data subject.
Your Acceptance of These Terms
Email: [email protected]
Mail: P.O. Box 110006
Visiting address: Capital Tower
This document was last updated on the 18th of March 2021.