Thank you for your interest in the Healthy Athletes® program. The protection of your privacy in the collection, processing and use of your personal data in accordance with legal requirements is something we take very seriously. Below you will find information on how we handle your personal data when you participate in Healthy Athletes® (HA). Personal data include all information relating to an identified or identifiable natural person.
To improve the readability of this document, we are forgoing the simultaneous use of masculine and feminine forms. All references to persons always refer to all genders.
1. Data controller
The controller for the processing of your personal data within the meaning of Art. 4 No. 7 GDPR for international events is
1133 19th Street NW
Washington, DC 20036-3604 USA
2. Data processing purposes
We use your personal data for the following purposes:
- Communicating knowledge about prevention, health and the avoidance of disease
- Preventing health risks and supporting healthy lifestyles
- Improving access to health services
- Targeting and providing health services
- Informing caregivers and family members
- Reducing barriers and raising awareness among professionals
- Improving the scientific data situation, closing research gaps
- Presenting care needs
3. Information about the processing of your data
In the following, you will find more detailed information on what personal data is collected and how it is processed.
3.1 Registering for HA
When you register for the Special Olympics events, you also have the opportunity to register to participate in HA. This registration is voluntary. In the context and for the purposes of registration, we process the following personal data:
- Given name and family name
- Date of birth
- Telephone number
- Email address
- Information about caregivers
- Emergency contact
- Contact details of the attending physician
3.2 Processing of the screening results
3.2.1 The results of the screening are recorded by the attending physicians in a standardized form and, provided you give your consent, shared with a limited number of Special Olympics employees. In this process, the following data is stored pseudonymously:
- Participant number (instead of given name and family name)
- Date of birth and age
- Information about the event
- The results of “Fit Feet” (data on shoe type and size, (resting) biometrics, range of motion, skin, nails, toes, feet, bones)
- The results of “FunFitness” (data on physical fitness, such as mobility, strength, balance, stamina)
- The results of “Health Promotion”: BMI (weight, height), eating and drinking habits, blood pressure, physical activity, hand washing, sun protection, smoking history
- The results of “Healthy Hearing” (data on hearing ability)
- The results of “Opening Eyes” (data on eyesight, eye diseases, visual aids, previous examinations)
- The results of “Special Smiles” (data on dental and oral hygiene and health, dental status)
- The results of “Strong Minds” (data on psychological well-being and stress management)
The above data will subsequently be stored by Special Olympics in a database on the health status of people with intellectual disabilities in cooperation with the Centers for Disease Control and Prevention (CDC) in Washington (further information on the CDC can be found here: CDC Washington). This means that the data is only stored with the assigned participant number. For the CDC, person-specific identification is not possible. The aggregated results will be used to support health policy demands to improve health care for people with intellectual disabilities.
4. Storage period
We only keep your personal data for as long as is necessary to fulfill the purposes described. The review of the time periods required for this is based on careful consideration, in the context of which we closely examine the necessity of the data processing:
- If we process your personal data on the basis of your consent, this is carried out until you revoke your consent at the latest.
- If we process your personal data on the basis of our legitimate interests, this is carried out until your justified objection at the latest.
- Beyond that, we only keep your personal data insofar as this is necessary to fulfill our contractual and legal obligations or to preserve evidence within the framework of the legal statute of limitations. In accordance with §§ 195 et seq. of the German Civil Code (BGB), the statutory limitation periods can be up to thirty years, whereby the regular limitation period is three years.
Once the applicable retention periods have expired, we will securely delete or anonymize your personal data.
5. Your rights as a data subject
You have various rights under the GDPR, which arise in particular from Art. 12 to 23 GDPR:
5.1 Right of withdrawal
According to Art. 7 para. 3 GDPR you have the right to withdraw your consent at any time without giving reasons with effect for the future.
5.2 Right of access
According to Art. 15 GDPR, you can request information about your personal data processed by us. In your request for information, you should precisely specify your request to make it easier for us to compile the required data. Please note that your right of access may be restricted under certain circumstances in accordance with the statutory provisions (in particular § 34 of the German Federal Data Protection Act (BDSG)).
5.3 Right to rectification
If the information concerning you is not (or no longer) applicable, you can request a correction in accordance with Art. 16 GDPR. If your data is incomplete, you can request that it be completed.
5.4 Right to erasure
You can request the erasure of your personal data under the conditions of Art. 17 GDPR. Your right to erasure depends, among other things, on whether we still need your personal data to fulfill our legal duties.
5.5 Right to restriction of processing
Within the framework of the provisions of Art. 18 GDPR, you have the right to request a restriction of the processing of your personal data.
5.6 Right to data portability
According to Art. 20 GDPR, you have the right to receive your data that you have provided us within a structured, commonly used and machine-readable format.
5.7 Right to object
In accordance with Art. 21 GDPR, you have the right to object to the processing of your personal data at any time for reasons relating to your particular situation. However, we are not always able to comply with this, e.g. if legal regulations require us to process data as part of our official duties.
5.8 Right to complain
If you are of the opinion that we have not complied with data protection regulations when processing your data, you can lodge a complaint with the relevant supervisory authority.
5.9 Automated decisions including profiling
You have the right to not be subject to a decision based solely on automated processing which produces legal effects concerning you or affects you in a similarly significant way. No automated decision-making is carried out on the basis of the personal data collected.
6. Legal basis of the data processing
We only process your personal data in accordance with European and German data protection regulations, in particular the General Data Protection Regulation (GDPR) and the Federal Data Protection Act (BDSG). Specifically, this means that we process your personal data in particular if, insofar as and for as long as
- you have given us your consent (Art. 6 para. 1 a) GDPR),
- it is necessary for the performance of a contract with you or for the implementation of pre-contractual measures that take place at your request (Art. 6 para. 1 b) GDPR),
- it is necessary for compliance with legal obligations which we are subject to (Art. 6 para. 1 c) GDPR) or
- it is necessary for the protection of our or a third party’s legitimate interests (Art. 6 para. 1 f) GDPR).
We also process so-called special categories of personal data (data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying an individual, health data or data concerning a person’s sex life or sexual orientation) about you, this is in particular carried out if, insofar as and for as long as:
- you have given us your explicit consent (Art. 9 para. 2 a) GDPR),
- this is necessary for us or you to exercise the rights arising from labor law and social security and social protection law and to comply with our or your obligations in this regard (Art. 9 para. 2 b) GDPR),
- it is necessary for the establishment, exercise or defense of legal claims (Art. 9 para. 2 b) GDPR)
- it relates to personal data which you have manifestly made public (Art. 9 para. 2 e) GDPR), or
- it is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services (Art. 9 para. 2 h) GDPR).
7. Recipients or categories of recipients of the personal data
Recipients related to the Special Olympics Group:
We are part of the international network of Special Olympics and work in collaboration with other bodies. Personal data is only transferred to these bodies if there are legal grounds for doing so and if this is necessary for one of the purposes listed above. For this, Special Olympics has concluded an association-wide agreement on the handling of personal data.
8. Transfer of personal data to third countries and disclosure to third parties
8.1 Transfer to third countries
Your personal data is generally processed in Germany and in other European countries. If, in exceptional cases, your personal data is processed in countries outside the European Union or the European Economic Area (so-called third countries), this will only be carried out insofar as certain protective measures ensure that an appropriate level of data protection is provided. For this purpose, we usually take the following protective measures:
- Adequacy decision of the EU Commission: recipients in Andorra, Argentina, Canada, Faroe Islands, Guernsey, Israel, Isle of Man, Japan, Jersey, New Zealand, Switzerland, Uruguay, UK. For more information, see: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en.
- Standard contractual clauses: other recipients. For more information, see: https://ec.europa.eu/info/law/law-topic/data-protection/international-dimension-data-protection/standard-contractual-clauses-scc_en.
- Exceptions according to Art. 49 GDPR: other recipients.
Further information on third country transfers or copies of these measures can be obtained from the contact addresses provided.
8.2 Disclosure of data to order processors
In case we outsource certain parts of the data processing (“order processing”, we contractually oblige order processors to only use personal data in accordance with the requirements of the data protection laws and to ensure the protection of the rights of the data subject.
9. Data protection officer
If you have any further questions or concerns regarding privacy, please contact our Data Protection Officer in writing or electronically: LOC; Attn Data Protection Officer E-mail: firstname.lastname@example.org