『ACCREDITATION AND REGISTRATION FOR RUGBY WORLD CUP 2019 DATA PROTECTION NOTICE』
Please read here for information on how your information is used in connection with your Accreditation Application and/or Accreditation for Rugby World Cup 2019 (the “Tournament”) and your registration at the Tournament as a member of the World Rugby Family, a Tournament Guest or a contractor or commercial partner of the Tournament.
Unless defined in this notice, capitalised terms used in this notice have the meaning given in the Terms and Conditions of Accreditation which apply to your Accreditation for the Tournament.
Control and scope of information
Rugby World Cup Limited, which has an address at World Rugby House, 8 – 10 Lower Pembroke Street, Dublin 2, Ireland (“RWCL”), is the controller of the information collected in connection with your registration and Accreditation for the Tournament. The data protection officer of RWCL is Liam McKenna.
The information which will be processed in connection with your registration and Accreditation in relation to the Tournament includes the information which you submit in the course of your Application (i.e. information regarding your name, your organisation and role, your date and place of birth, gender, contact details, address, passport details (number, place of birth, issue and expiry date, nationality), apparel sizing, your travel preferences and bookings, preferred language, title/function, and designated Venues for which you have received or are seeking Accreditation), a passport-style photo of you, details of any dietary requirements or mobility restrictions which you provide to us and details of your acceptance of the Terms and Conditions of Accreditation and this notice.
The precise scope of the information we need to collect relating to you will depend on the capacity in which you are receiving Accreditation.
Where we agree with you separately to this notice, we will use a passport-style photo of you which we already have on file, rather than requiring you to submit a new photo (but you are free to submit a new photo if new prefer, provided it meets the prescribed quality, layout and size specifications).
Uses and legal bases
Your information is used, depending on the capacity in which you are receiving Accreditation, for the purpose of the implementation of Accreditation arrangements, to arrange travel and other logistical details relating to the Tournament on your behalf, performance of the Accreditation Terms and Conditions, to contact you and to facilitate your access to Venues for which you have received Accreditation. Our legal bases for processing your information is the performance of the Accreditation Terms and Conditions and any other contracts to which we are a party with you or your organisation, the entering into travel and other logistical contracts on your behalf and our legitimate interests in implementing appropriate Accreditation, travel and logistical arrangements for the Tournament (including in relation to security).
Your information will be shared with and/or provided to Japan Rugby 2019 (“JR2019”) and to non- commercial third party service providers engaged in connection with the Tournament for these purposes.
Dietary requirements or mobility restrictions
We process details of any dietary requirements or mobility restrictions which you provide to us to ensure that these requirements can be catered for during your presence at the Tournament. Our legal basis for processing this information is the explicit consent which you provide to us in the registration form. You have the right to withdraw this consent at any time by contacting us using the details set out below, but please note that if you do withdraw your consent, we may not able to ensure that your dietary or mobility requirements can be catered for.
Transfer of your information abroad
JR2019 is based in Japan, which (of course) is outside the European Union, and both RWCL and JR2019 use service providers outside the European Union in connection with your information. Some of the other persons to whom we may provide your information, as described above, may also be outside the European Union. Countries outside the European Union may not provide a level of legal protection for your information as strong as the level of protection provided in Ireland or your home country.
In order to ensure an adequate level of protection for your information, RWCL has put in place a data transfer agreement with JR2019, protecting the information, in the appropriate standard form approved for this purpose by the European Commission (please contact us if you would like to see a copy of any of these agreements).
Retention of your information
Your accreditation information will be retained for the duration of the Tournament and for a suitable period of time thereafter (save where JR 2019 and/or RWCL have a lawful basis for retaining such data for a longer period).
Failure to provide information
Please note that the information we collect in connection with your registration and Accreditation is necessary for us to provide you with Accreditation in accordance with the Accreditation Terms and Conditions. If you fail to provide any of the information we require in connection with your Accreditation, or any of the other purposes mentioned above, or seek to object to use processing your information for such purposes, we will not be able to provide you with Accreditation or any other access to designated Venues at the Tournament.
You also have certain rights in relation to the categories of personal data listed above, subject to certain exemptions: a) the right to access your personal data; b) the right to request the rectification and/or erasure of your personal data; c) the right to restrict the use of your personal data; d) the right to object to the processing of your personal data or withdraw your consent to the processing of personal data;
e) where we are processing personal data based on your consent, the right to receive your personal data, which you provided to us, in a structured, commonly used and machine-readable format or to require us to transmit that data to another controller; f) If unsatisfied with a response from us, you have the right to lodge a complaint relating to the processing of your personal data to the Irish Data Protection Commission by emailing firstname.lastname@example.org , or by email to another data protection supervisory
Queries and further information
If you wish to exercise any of your rights under applicable data protection laws, or have any queries in relation to this notice, you may contact RWCL by emailing email@example.com . You can contact our data protection officer by emailing firstname.lastname@example.org and marking your correspondence for the attention of the Data Protection Officer of Rugby World Cup Limited.
For further information on your rights, and on RWCL’s privacy practices, please visit:https://www.rugbyworldcup.com/privacy-policy
How We Use Your Data
JR2019 also collects personal data of other categories of data subjects on the TMS on behalf of Rugby World Cup Limited and such personal data is subject to the privacy policies of Rugby World Cup Limited.
・Types of personal data
・Purposes of use of personal data
We collect, process and provide your personal data set forth above in order to achieve the purposes notified individually to you or set forth below. The legal basis for such processing is noted in brackets.
-to issue the accreditation for RWC2019 (consent, performance of contract and legitimate interest in running our business)
-to assess whether you can get into Japan (consent, performance of contract and legitimate interest in running our business)
In the case of processing your personal data for purposes other than the purposes specified above, we will notify you in advance of such new purposes of use and other matters as required by applicable laws.
You may withdraw such consent at any time; provided, however, that this will not affect the lawfulness of any processing carried out before your withdrawal of such consent.
In obtaining personal data from you when you are under the age of twenty (20), we will, at all times, ask for your guardian’s consent or the consent authorized by a guardian. In the event that anyone under the age of twenty (20) wishes to join in RWC2019, we ask them to make sure that consent is given or authorized by their guardian.
Sensitive Personal Data
We process the data regarding Accessibility set forth above only to the extent necessary to accommodate and provide you with appropriate help and/or facilities.
We process the dietary requirements set forth above only to the extent necessary to provide appropriate food to those who have food which they are unable to eat for any reason.
Necessity of Providing Personal Data
The personal data that you are to provide is necessary in order for you to join in RWC2019. Therefore, there may be cases where you will not be able to join in RWC2019 if you have not provided such personal data to us.
We will retain your personal data until December 31, 2019, and will then promptly delete the same, except for in the case that we are required to retain your personal data by any applicable laws or regulations and contractual requirements.
Transfer of Personal Data
We may provide your personal data to third parties such as our subsidiaries and affiliates (including World Rugby, Rugby World Cup Limited and The Japan Rugby Football Union), cloud vendors, outside contractors, and professionals (including tax firms and law firms), etc., and your data will be processed by such third parties in order to carry out the purposes of use specified above.
Your personal data may also be disclosed to:
-any third party to whom we assign or novate any of our rights or obligations under a relevant agreement;
-any national and/or international regulatory, enforcement or exchange body or court where we are required to do so by applicable law or regulation or at their request; and
-any central or local government department and other statutory or public bodies.
As a result, your personal data may be transferred to entities in countries or jurisdictions outside the countries or jurisdictions where you provide your personal data first (“First Country”) including, without limitation, the European Economic Area.
Please note that such transferred countries or jurisdictions may not have the same data protection laws as the First Country, and that they may not afford many of the rights conferred upon you in the First Country.
We will ensure that any such international transfers of personal data are made subject to appropriate and suitable safeguards as required by relevant laws. When doing so, we will comply with applicable data protection requirements and take appropriate safeguards to ensure the security and integrity of your personal data.
Data Subject’s Rights
You may make a request to us for access to, correction or deletion of, or restriction of processing of your personal data, and may make a request for data portability with regard to your personal data retained by us. When we receive a request based on the right specified above, we will conduct any necessary investigation without delay and provide you or a nominated third party with the personal data or respond to such rights without delay.
Please note that you may raise an objection to the data protection authorities having jurisdiction over us or the location of your domicile with regard to the processing of your personal data.
In addition to the above, we will comply with any requests or objections other than stated above as required under any applicable data protection laws and rules.
We are committed to protecting the security of your data. We use a variety of security technologies and procedure to help protect your data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our databases, nor can we guarantee that data you supply will not be intercepted while being transmitted to us over the Internet. We have implemented policies designed to safeguard your privacy and we will continue to revise our policies and implement additional security features as new technologies become available.
If we have given you a password which enables you to access certain parts of TMS, we urge you to keep the password safe and make sure you use a secure browser.
Rugby World Cup 2019 Organising Committee
[Department] Tournament Services Division
[Address] 4-1, Kasumigaoka-machi, Shinjuku-ku, Tokyo, Japan
[Email address] TMS@japanrugby2019.or.jp
[Phone number] 03-6438-6316
The contact information for our representative is as follows:
[Representative’s name] PLANIT // LEGAL
[Address] Neuer Wall 54, 20354 Hamburg, Germany
Data Protection Officer
The contact information for our Data Protection Officer is as follows:
[Data Protection Officer’s name] Head of Technology Department Masayuki Ito
[Address] 4-1, Kasumigaoka-machi, Shinjuku-ku, Tokyo, Japan
[Email address] email@example.com
[Phone number] 03-6438-6320
Effective date: 10 / 4 / 2019