EWF Media Accreditation Privacy Notice - EWF Media Accreditation

EWF is committed to protecting the privacy and personal data of users of the EWF Media Accreditation Portal. Personal data collected through the Portal is processed only for legitimate accreditation, event-management, operational, security and communication purposes. 1. Personal Data We Process The EWF Media Accreditation Portal may process personal data including: account and login information; first name and last name; contact details; nationality and country of residence; media profile information; media category and primary media activity; Member Federation or media organisation information; professional status and supporting professional evidence; profile photographs; AIPS card number, where voluntarily provided; event accreditation applications; Member Federation authorisation letters and other supporting documents; requests relating to media access and media rights; accreditation and media-rights decisions; communications relating to applications and accreditation; administrative, security and audit records. The information collected depends on the applicant's media category, the requirements of the relevant event and the information voluntarily submitted through the Portal. 2. AIPS Card Information Providing an AIPS card number is optional. Where provided, the AIPS card number is treated as private information. It is accessible only to authorised personnel and may be included in authorised private operational exports where required for accreditation administration. AIPS card numbers are never displayed on the public Accredited Media list. 3. How Personal Data Is Used Personal data may be used to: create and maintain media profiles; process media accreditation applications; verify applicant identity and eligibility; verify Member Federation or professional media status where applicable; review supporting documentation; administer event accreditation and access permissions; review requests for additional media access or media rights; communicate application, accreditation and rights decisions; prepare operational accreditation information; support venue access, security and accreditation control; maintain accurate administrative and audit records; investigate misuse, security concerns or other issues relating to the Portal. Personal data will not be used for purposes incompatible with the operation and administration of EWF media accreditation without an appropriate basis for doing so. 4. Sharing of Information Personal data may be made available to authorised persons where necessary for the organisation and operation of an EWF event. This may include authorised representatives of: the European Weightlifting Federation; the Local Organising Committee (LOC); the event venue; accreditation personnel; security personnel; and other authorised operational personnel involved in event organisation. Access is limited according to operational need and the responsibilities of the person receiving the information. Private application documents and other sensitive information are not made publicly available. 5. Public Accredited Media List For events where the EWF publishes an Accredited Media list, only specifically approved public information may be displayed. Public information may include: name; nationality; represented organisation or Member Federation; media category; primary media activity; photography permission; and applicable audio-visual permission. The public Accredited Media list does not display private information such as: email addresses; telephone numbers; AIPS card numbers; private supporting documents; application references; internal notes; detailed rights discussions; or other information designated as private within the Portal. Only current accreditations eligible for public publication are displayed. 6. Private Operational Information and Exports The Portal may generate private operational information and exports for authorised EWF and event personnel. Such information may be used for accreditation preparation, event operations, access control, security and other legitimate organisational purposes. Private exports are access-controlled and are not intended for public distribution. Sensitive or optional information is included only where required for the relevant operational purpose and where the authorised export configuration permits it. 7. Data Retention Personal data and accreditation records are retained for as long as reasonably necessary for the purposes for which they were collected, including: accreditation administration; event operations; security; record keeping; dispute resolution; accountability; and compliance with applicable legal or organisational requirements. Certain historical accreditation, decision, audit or legal-acceptance records may be retained after an account or application is no longer active where continued retention is necessary for legitimate administrative, security or record-keeping purposes. Personal data that is no longer required will be deleted, anonymised or otherwise handled in accordance with applicable requirements and EWF data-retention procedures. 8. Data Security EWF applies appropriate organisational and technical measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. The Portal uses access controls and role-based permissions to restrict access to private information. Applicant documents, profile photographs, private exports and other protected information are stored and accessed through controlled areas of the Portal and are not intended to be publicly accessible. Administrative and security-related activities may also be recorded through system audit logs. 9. Accuracy of Personal Information Users are responsible for providing accurate and up-to-date information through their media profile and accreditation applications. Users may update eligible profile information through their account. Information submitted as part of an event application may also be retained as a historical record of the information provided at the time of submission. 10. Your Personal Data Users may contact EWF regarding their personal data, including requests concerning access to, correction of, or deletion of personal information, where applicable. Certain information may need to be retained where necessary for accreditation history, security, legal compliance, audit purposes or other legitimate record-keeping requirements. Requests will be considered in accordance with applicable data-protection requirements. 11. Contact Questions regarding this Privacy Policy, the EWF Media Accreditation Portal or the processing of personal data may be sent to: European Weightlifting Federation Email: office@ewf.sport 12. Changes to This Privacy Policy EWF may update this Privacy Policy when necessary to reflect changes to the Portal, accreditation procedures, operational requirements or applicable data-protection obligations. The current version of the Privacy Policy published through the EWF Media Accreditation Portal applies from its stated effective date.6