Register of consultants authorised to provide services to cities wishing to organise the Olympic Games
Information Notice on the processing of personal information
NOCs and/or Cities contemplating or having submitted to the IOC a candidature to host the Olympic Games have undertaken to use only the services of consultants, individuals or companies, having previously registered themselves in the register of consultants managed by the IOC (the “Consultants Register”) and thereby demonstrated their commitment to comply with the Olympic Charter, the IOC Code of Ethics and its implementing provisions, especially the rules governing the Candidature process of the relevant edition of the Olympic Games.
1. Information Processed
The IOC may collect and process certain information related to consultants, including personal data within the meaning of the Swiss Federal Data Protection Act of 19 June 1992 and the EU General Data Protection Regulation. Information processed includes the candidature in relation to which the consultants provide their services, first name, last name, nationality, physical address, or company/organisation, email addresses, password, phone number and field of activity (the “ Consultants Personal Information”). As part of the registration process, consultants must confirm that they have read and understood the conditions applicable to the collection and processing of Consultants Personal Information, as described in the present Information Notice.
Consultants Personal Information will be processed by the IOC for the following purposes:
(i) registering consultants and communicating with applicants and registered consultants,
(ii) constituting, managing and updating the Consultants Register,
(iii) verifying the compliance by registered consultants with the Olympic Charter, the IOC Code of Ethics and its implementing provisions, especially the rules governing the Candidature process of the relevant edition of the Olympic Games and
(iv) protecting the IOC's legal rights and interests, in particular with regards to the Candidature Process of the relevant edition of the Olympic Games (the “Permitted Purposes”).
The name and country of residence (respectively, the trade name and place of business) of consultants registered in the Consultants Register will be published by the IOC and therefore made publicly available. Other information and documents provided by consultants in view of their registration will be kept confidential by the IOC and will only be disclosed to third parties in the situations foreseen at Paragraph 7 of the present Information Notice.
5.Processing of personal information
The IOC undertakes to process the collected information only as necessary for the Permitted Purposes and always in a transparent, lawful and proportional manner. The IOC will retain information relating to consultants only as long as necessary for the Permitted Purposes, up to two years after the dissolution of the Organising Committee for the relevant edition of the Olympic Games. Certain information may be kept for a longer period of time, as necessary for the Permitted Purposes .
The IOC will implement technical and organizational measures to protect Consultants Personal Information against the risks of unauthorized access, damage, destruction or theft, as required by applicable laws.
7.Disclosure to third parties
In addition to the publication foreseen in Paragraph 4 above, the IOC reserves the right to disclose Consultants Personal Information to any of its members, employee, agent or to any subcontractor, including as the case may be outside Switzerland or the European Union, who assist the IOC in the processing of Consultants Personal Information by providing services such as hosting, general IT infrastructure services, email and other communications services, or maintenance services, or if the IOC deems such disclosure necessary for achieving the Permitted Purposes. The IOC may also disclose to each of the cities wishing to organise the relevant edition of the Olympic Games the Consultants Personal Information. In all such cases, the IOC will ensure that the data recipient undertakes to take to keep the transmitted information confidential and secure. The IOC also reserves the right to release Consultants Personal Information to law enforcement authorities if the IOC is required under law to do so, or based on its good-faith belief that such release is necessary to comply with applicable legislation or protect its legitimate interests.
8.Legal basis for processing
Processing of Consultants Personal Information is based on the consultants' consent, as well as on the IOC's legitimate interests to ensure the fairness and transparency of the Olympic Games Candidature Process and the respect of the Olympic Charter, the IOC Code of Ethics and its implementing provisions, especially the Rules governing the Candidature process of the relevant edition of the Olympic Games.
9.Exercising your right
At all times, registered consultants may request access to their own information, as well as the correction of any erroneous or incomplete data, or object to the processing of their personal information by contacting the IOC's data protection officer at the address indicated on the registration portal or at firstname.lastname@example.org. In case consultants withdraw their consent to the processing of their Consultants Personal Information, they will be removed from the Consultants Register and as a consequence will be required to terminate their mission for an Interested/ Candidate City. Consultants are required to verify that their information is accurate and up-to-date and, in case a consultant notices any inaccurate or obsolete data, to notify the IOC in a timely manner.
International Olympic Committee, Château de Vidy, 1007 Lausanne, Switzerland 31 May 2018