Note: This Privacy Notice applies to
individuals who visit and navigate the ITF Academy website, those who
participate in our online and in-person ITF Academy courses, conferences, webinars and when you register for and use the
ITF Academy eBook function. If you engage with the ITF in any
other way, your personal data will be processed in accordance with the
applicable Privacy Notice. All ITF Privacy Notices can be found on the ITF
website.
Please read this notice carefully.
ITF Licensing
(UK) Limited trading as the International Tennis Federation (ITF) is a data
controller of any personal data it collects and holds about you. The ITF is
referred to as “we”, “us” and “our” in this privacy notice.
We are a company registered in England and
Wales under company number 02584446. We are registered on the Information
Commissioner's Office Register; registration number Z5603782.
We are committed
to protecting and respecting your privacy in accordance with the applicable
data protection laws which impose certain obligations on us as a data
controller. This notice provides you with the necessary information regarding your
rights and our obligations, and explains how, why and when we process your
personal data.
We will endeavour to inform you of any
substantial changes to our processing of your personal data. We may also
provide you with other specific privacy notices if we process different types
of data for you. We may also provide you with other specific privacy notices if
we process different types of data for you. You
can find a list of all our privacy notices here: https://www.itftennis.com/about/help/privacy-notice.aspx .
Please note that the ITF Academy
website may contain links to third party websites / digital platforms. We are
only responsible for the privacy practices and security of our own digital
platforms. We recommend that you check the privacy and security policies and
procedures of every other website / digital platform that you visit.
If you require
any further information, or wish to contact us about how we collect and store your
data, our contact details are:
|
Address |
Bank Lane,
Roehampton, London UK, SW15 5XZ |
|
Telephone Number |
+44 20 8878 6464 |
|
Data Protection Officer’s Email |
To comply
with the General Data Protection Regulation (2016/679) we have appointed a
European representative. If you wish to contact them, their details are as
follows:
Bird & Bird GDPR Representative Services SRL
Avenue Louise 235
1050 Bruxelles
Belgium
EUrepresentative.ITF@twobirds.com
Key Contact: Vincent Rezzouk-Hammachi
This privacy notice explains
how we will use the personal data of anyone who:
·
registers to attend and participate in an online or in-person
ITF Academy course, conference or webinar;
·
registers for and uses the ITF Academy eBook function (including
web application); and
·
uses the ITF Academy website www.itf-academy.com (the Website) by:
o
navigating
and interacting with the Website;
o
registering for an online account on the Website;
o
signing up for any newsletter on the Website; and
o
expressly providing us with their personal data on the
Website.
Each such person is referred to as “you” and “your” in this privacy notice.
We collect and process your data when you use
ITF Academy (as set out in paragraph 2 above), or communicate with us in
relation to ITF Academy. We may also obtain data about you:
·
that
is publicly available, such as information from media, websites, and your
social media accounts;
·
from other organisations, including our National
Associations and Regional Associations, the ATP, WTA and the Grand Slam Board,
where those other associations lawfully share your information with us;
·
from other regulatory bodies or law
enforcement as part of our role and responsibilities as the regulator of ITF
competitions and only when that information relates to regulatory or criminal
investigations in respect of safeguarding issues or other matters prohibited
under our terms of engagement with you;
·
when we ask you to complete optional surveys that
we use for research purposes;
·
if you sign-up for our newsletters or for
competitions or promotions;
·
and
·
when you digitally interact with the Website which
may include the use of cookies (subject to our Cookie policy).
We may process
personal data about you, including personal data about:
|
you as an
individual (if you choose to register a user account with us) |
• your full name • your email address, address and telephone
numbers (including mobile number) • your sex • your nationality • country of residence • your date of birth (and year of birth if you
registered prior to May 08, 2024) • for children under 18yrs,
information (including name and contact details) about your parents or
guardians |
|
you as an
individual (if you register to attend a course in person) |
• accessibility
requirements • your passport details (if you ask for a visa supporting letter) • your national
identification document |
|
your financial
details (if applicable) |
your
(or
your nominated financier’s) credit or other card details
(number, expiry, security code, name, billing address) when you provide these
to us for the purposes of processing a payment to services (e.g. for eBook
purchases). Payments for ITF Academy course fees are processed by WorldPay. |
|
your technology
information |
•
how you have reached our digital platform •
your device identifiers including IP address •
your browser type, versions and plug-ins, and
your operating system •
your journey through the Website, including
which links you click on and searches you made, how long you stayed on a
page, and other page interaction information |
|
your
preferences and digital journey |
• whether you wish to receive marketing from us
and which types of marketing material you would like to receive •
which promotions or adverts you respond to ·
which videos you watched, articles you read, and content
you liked |
|
your correspondence |
• information collected in any forms that you
complete ·
information contained in any correspondence, or
communications received or sent by you in respect of the Website |
|
Performance of
our contract with you |
|
|
Fulfil the
contract of service that you enter into with us (e.g. when you register to
attend a course, conference or webinar or enter one of our Website
competitions) |
We may use your
personal data to: · verify
your identity, address and other information provided to us about you,
including integrating your account with any existing ITF records. · set up your account
and authenticate your registration when you register an account with us to
attend an online course · to enable us to
administer any prize draws or similar competitions or other
offers/promotions which you enter · receive and manage
payments (if you need to pay for any ITF Academy products
or services). If you provide a credit or debit card, we use third parties
to check the validity of the sort code, account number and card details you
submit in order to prevent fraud · communicate with you · provide
supporting letters for use in visa applications for in-person courses |
|
Enable our business and pursue our
legitimate interests or those of a third party |
|
|
Manage our training courses and
conferences |
We will use your personal data to: · organise, facilitate and promote our training courses and related events, including your safe participation in those courses · ensure that you receive the best training and education opportunities · verify
level(s) of certification with National Associations and Regional
Associations · report
to your National Association on your use of the Academy on their account |
|
Development
of the game of tennis and coaching |
We may use your personal data to develop tennis
both as a global sport and within your country, as well as monitor and encourage participation, including
in relation to tennis coaching. |
|
Regulating and protecting the integrity of the game, and
comply with legal and regulatory obligations |
We may
use your personal data to: •
ensure adherence to the rules, regulations and
codes of conduct that apply to tennis and coaching; •
investigate and resolve any disciplinary issues
or potential breaches of our Rules and Regulations, Code of Ethics and other
codes or policies that you, your employer or your Association are subject to; •
uphold the highest stands of integrity in
respect of the game of tennis and of the ITF; • monitor, prevent,
investigate and/or report fraud, misrepresentation, security incidents or
crime, in accordance with applicable laws; and • record your
compliance with any education requirements of ITF rules, regulations and
codes of conduct. |
|
Monitor and research |
We may use your personal data to: • monitor the Website
and our training courses, including gathering and presenting
statistical information about users of the ITF Academy • assess and improve the
effectiveness of the Website and our training courses, including
gathering and presenting statistical information about users of the ITF
Academy • undertake research to improve our training courses |
|
Other business interests |
We
may use your personal data to: •
promote
the ITF’s training courses,
programmes and events
through online and traditional media • monitor use of,
improve and protect our Website and online services
both online and offline • update, consolidate
and improve our business and the services that we provide to you as well as
the accuracy of our records and to enable us
to identify our users, members and service beneficiaries • identify other
products and services you may be interested in and telling you about other
products and services •
obtain your feedback and
respond to and rectify complaints received by you and other users, members
and service beneficiaries of the ITF •
analyse your personal data to
make sure that you only receive information that is relevant to you •
develop
and improve our federation and facilitate investment in, and the growth of,
our business •
manage
and mitigate the risks to you and our federation •
conduct
market research |
|
Investigate and respond to
complaints, disputes and where necessary to bring or defend legal claims |
We
may use your personal data to: • identify and record facts and evidence; and • investigate and respond to complaints, disputes,
regulatory investigations and/or to bring or defend legal claims. |
|
Legal
Obligations |
|
|
Compliance with applicable laws |
We may use your personal data to comply
with applicable laws i.e. criminal, safeguarding, regulatory and investigative
purposes (including disclosure of personal data in connection with legal
proceedings and litigation). |
|
Consent |
|
|
Consent |
We may seek your consent to use your personal
data for some purposes. When we ask for you consent
we will explain the reasons why. You are entitled to refuse consent. However, your refusal to provide consent may mean that we are
unable to provide you with services that you have requested. |
|
Explicit
Consent |
In
addition, we may process information about your medical history, ethnic and
racial background and religion (“Special Category Data”). In most
cases, we will only process this with your explicit consent, which may
include situations such as: • ensuring accessibility of an ITF training course,
event or conference; • complying with preferences in relation to
attendance at an ITF an ITF training course, event or conference (e.g.
dietary requirements). |
|
Substantial
Public Interest Reasons |
|
|
Where processing is necessary for reasons of
substantial public interest |
Special Category Data will only be
processed without your explicit consent where it is necessary and only where: •
we are
legally permitted or required to process this information without seeking
your consent; and •
it is
necessary for substantial public interest, which includes processing for
these purposes: -
anti-doping; -
anti-corruption
and protecting the integrity of tennis from dishonesty, malpractice or other
seriously improper conduct; -
processing
in order to protect the integrity of our sport, including against fraudulent
or corrupt practices; -
safeguarding
against physical, mental or emotional harm, or neglect. In addition, criminal offence data
may be processed without your explicit consent for the purposes described
above, even if not in the substantial public interest. |
Where
we have obtained your consent to processing your personal data (including
special category data), you are entitled to withdraw your consent to this at
any time. Please contact us if you wish to do so.
If you withdraw your consent, we will not
continue to process this information for the purpose for which consent was
obtained, but this will not impact the validity of any processing undertaken
before you withdrew your consent.
Sometimes
we will make an automated decision on the basis of your personal data. These help to ensure that the management of our courses
are based on accurate information and is fair and efficient. The automated
decisions we make are:
o
determining whether you have
successfully completed an online course that contains a scored assessment based
on your answers. The score may be automatically calculated based on your
responses based on pre-programmed assessment criteria;
o
providing automated feedback
on your answers; and
o
determining whether you have
met any prerequisite or eligibility criteria based on successful completion of
earlier Academy courses.
These
automated decisions are made pursuant to the agreement we have with you
regarding your selection and participation in our courses.
7. Marketing
We may ask you, when you provide us with your
personal data, if you are happy for us to contact you by telephone, post, email
or SMS about products and services offered by us or our commercial partners which
we think may be of interest to you.
If you do not agree to this, we will not use
your personal data for this purpose.
We will use your personal data to enable us to
provide you with information that is most relevant to you.
If, at any time, you change your preferences
and either do wish to receive such communications or wish us to stop sending
you such communications you can let us know by one of the following methods:
1.
email
us at education@itftennis.com and we’ll be happy to contact you to
help change your preferences. (As this isn’t a secure channel, please don’t
include any personal details in any emails sent to this address.)
2.
click
the ‘Update your details’ or ‘Unsubscribe’ link on any marketing emails that we
send you.
For more information about
how the ITF processes your personal data for marketing purposes, please refer
to the ITF Privacy Notice for Marketing (on the ITF website).
We may also use your personal
data to conduct market research, which does not require your consent. However,
we will respect your marketing preferences where any market research is
combined with promotional content.
Your
personal data may be shared with ITF Limited, registered in the Bahamas. Hosting
and storage of your personal data takes place at the ITF’s secure data storage
facilities in Roehampton and Slough (United Kingdom), and also on our Hosted
Service Provider platforms (Microsoft’s Office 365 and Azure cloud hosting
platforms). All data is stored in the UK or European Union.
We share your
personal data with:
•
you
and your representatives and agents;
•
any
person you ask us to provide information to;
•
organisations
engaged in the process of making or receiving payments on our or your behalf
(including WorldPay);
•
National
Associations, Regional Associations and tournament organisers;
•
the
other tennis governing bodies – ATP, WTA, the Grand Slam Board, Tennis
Australia, French Tennis Federation, Wimbledon, and US Tennis Association;
•
other organisations
involved in protecting the integrity of our sport against corruption and
anti-doping, including the International Tennis Integrity Agency, formerly the
Tennis Integrity Unit, other anti-doping organisations, law enforcement
agencies;
•
the
International Olympic Committee and International Paralympic Committee;
•
educators,
tutors, coaches and other participants involved in a course you are taking part
in.
•
sports
disciplinary bodies that have responsibility under the regulations to hear
cases and appeals, including the Independent Tribunal (run by Sport Resolutions
UK) and the Court of Arbitration for Sport;
•
the
ITF Ethics Commission;
•
courts
and any arbitrator or adjudicator of a dispute involving us;
•
our
platform service providers (World Academy of Sport through CENSEO Learning);
•
law
enforcement agencies; and
•
our
advisers, auditors, agents, and service suppliers who act or may act on our
behalf.
Some of these
third parties will act as a processor on behalf of the ITF, and only on our
instruction. Others will be a separate
data controller in respect of that personal data, and will process your
personal data in accordance with the applicable data protection laws relevant
to that organisation.
Personal data may be shared with government authorities and/or law
enforcement officials if mandated by law or if required for the legal
protection of our legitimate interests in compliance with applicable laws.
In all
instances where we disclose your information to third parties, we will ensure
that your information is appropriately protected.
We will
hold information about you only for as long as we need it for the purpose for
which we collected it, which is as follows:
·
we will
retain and process information about you:
o if you register and create an ITF Academy account we will hold information about you for as long as
you have an active account with us;
o as long as you log onto our websites, platforms or
online portals or use our services (including engaging with emails, registering
for ITF courses, making purchases or downloading content) we will keep your
personal data for a reasonable period from the date you cease to have an
account, login credentials or association with us.
o if you have
provided any personal data specifically to enter a promotional competition, we
will delete that personal data immediately after the competition has finished
(but if during that entry you consent to receive marketing emails
we will continue to process your details for that purpose);
o if you choose to complete an optional survey, we will hold information
about you only for a maximum period of 12 months after you completed the
survey.
·
we will only
keep your payment preferences for as long as is necessary to process a payment.
This means that we will ask for your payment details each time a payment needs
to be processed for you.
·
where you
have consented to us using your data for direct marketing purposes or to
receive newsletters, we will hold information about you for a period of 12
months after you have unsubscribed from all such newsletters or marketing. If you ask us to stop processing your data for this
purpose, we will keep a record of the fact that you have asked us not to send
you direct marketing or newsletters or to process your data indefinitely so
that we can respect your request in the future.
·
If you are
under 18 years old at the time of registering for ITF Academy and provide your
parents or guardians name and contact details, we will hold this information
until you are over 18 years old.
We may
retain the data for longer where it is necessary for us to meet our legal and
regulatory obligations. For example, personal data linked to disciplinary cases
under applicable regulations, subject access requests, disputes, or safeguarding
investigations will be kept for as long as it is necessary for those purposes,
as each is applicable.
If you are under 18
years olds
If you are under 18 and wish to register for the
Website you must confirm that your parent/legal guardian has agreed for you to
register for the Website. We will ask you for the name and email address of
your parent/legal guardian. We will send your parent/legal guardian an email so
they are aware you have registered for the Website, explain the services
provided on the Website and the fact that you should get your parent/legal
guardians consent each time you:
·
email us, or ask us to email anything to you;
·
send us any information;
·
register to participate in our
online and in-person ITF Academy courses, conferences, webinars;
·
register for the ITF Academy eBook function;
·
enter a competition or survey;
·
buy anything from us (like eBook purchases).
Parents/Legal
guardians of under 18 year olds
Please note we do not
seek your separate, direct consent to your child’s registration, but we expect
them to inform you and get your agreement in advance before they register and
before each time they do any of the activities listed
above.
You have a number
of rights over your personal data processed by us. These include:
•
access
to, and correction of, incomplete, inaccurate or outdated personal data
•
transmission
of personal data to you or to another person or organisation
•
erasure
of personal data
•
restriction
to our processing of your personal data
•
objection
to processing personal data
If we receive a
request from you to exercise any of the above rights, we may ask you to verify
your identity before acting on the request; this is to ensure that your data is
protected and kept secure.
The extent of
these rights are limited by law and we may not act on
part or all of your request(s) where the right(s) are not applicable. If we do
not act on your request, we will explain our reasons why.
Please contact us
through our Data Protection Officer if you require any further information or
wish to make a request to exercise any of your rights under applicable Data
Protection laws.
In most cases we
will respond to your request within one month.
We may transfer and your data may be processed
outside the United Kingdom (UK) and the European Economic Area (EEA) if
necessary for the successful delivery of the ITF Academy. This includes:
•
National
Associations or Regional Associations or tournaments outside the EEA if you
have entered a tournament or development programme taking place in that nation
or region, or are otherwise associated with them;
•
the
ATP, WTA, USTA and Tennis Australia;
•
World
Anti-Doping Agency;
•
educators,
tutors or coaches based outside the EEA.
Where we transfer your data outside of the EEA, we will create and
maintain appropriate safeguards so that your personal data is subject to the
same standards and protections as when we are processing your personal
information inside the EEA.
You
can contact us for more information about this.
Please contact us
using the contact details in the “About Us” section above, though our Data
Protection Officer or EU Representative if you are unhappy with the outcome of
any of your requests to exercise your rights, or how we handle your personal
data. You are also entitled to complain to the Information Commissioner’s
Office via www.ico.org.uk.
This Privacy
Notice may be translated in to French and Spanish upon request and can be displayed
in large print, Braille and audio also upon request.