St. Vincent Taekwondo Federation – Data Protection & Privacy Policy

“Protecting the Privacy and Trust of Our Members”

1. Purpose

The St. Vincent Taekwondo Federation (STF) is committed to protecting the personal data of its members, athletes, coaches, volunteers, and officials. This policy outlines how STF collects, uses, stores, shares, and protects personal data in compliance with:

• The EU General Data Protection Regulation (GDPR) 2016/679 (where applicable)

• National Data Protection Laws and Regulations of St. Vincent and the Grenadines

• International standards for sports data privacy

The aim is to ensure that all personal data is handled lawfully, fairly, and transparently, with respect for individual rights.

2. Scope

This policy applies to:

• All STF programs, competitions, training sessions, and events.

• All personal data collected from members, athletes, parents/guardians, volunteers, staff, and partners.

• Both physical and electronic data formats.

3. What Personal Data We Collect

STF collects only the data necessary for legitimate federation operations, including:

a) Identification Information

• Full name

• Date and place of birth

• Gender

• Nationality

• Passport or national ID number

• Athlete photograph

b) Contact Information

• Residential address

• Email address

• Phone number

c) Membership & Competition Data

• Taekwondo club affiliation

• Belt rank and grading history

• Competition results and records

• Coaching or referee certifications

d) Health & Safety Information (where required)

• Medical conditions or allergies relevant to participation

• Emergency contact details

• Injury and concussion history

e) Financial Information (where applicable)

• Bank account details for reimbursements or prize payments

• Records of membership fees and payments

Data may be provided directly by you or obtained from:

• Your club or coach (e.g., registration forms)

• Publicly available databases (e.g., competition results)

• Event entry systems and official rankings

4. Legal Basis for Processing

We process your personal data under one or more of the following legal bases:

1. Legal and Regulatory Compliance – to meet requirements from World Taekwondo, Pan American Taekwondo Union, the Ministry of Sport, or law enforcement.

2. Contractual Necessity – to deliver membership benefits, event participation, and related services.

3. Legitimate Interest – to develop the sport, manage competitions, and ensure safety.

4. Consent – for optional activities such as marketing or public use of photographs.

5. How We Use Your Data

We use your personal data for purposes including:

• Managing membership and event registrations

• Organizing competitions, training, and grading exams

• Maintaining athlete performance records

• Managing coach, referee, and volunteer credentials

• Injury, concussion, and safeguarding tracking

• Financial transactions such as reimbursements or prize distribution

• Complying with anti-doping regulations and safe sport requirements

6. Data Sharing

We only share personal data where necessary and permitted by law, including:

• STF-affiliated clubs – for membership and event administration

• Event organizers and sanctioning bodies – for competition entries and rankings

• Government authorities – when legally required

• Accredited service providers – for insurance, IT support, or payment processing

• Law enforcement or child protection agencies – where safeguarding concerns arise

No personal data is sold or traded to third parties.

7. International Transfers

If personal data is transferred outside St. Vincent and the Grenadines (e.g., to World Taekwondo headquarters), STF ensures:

• The receiving country has adequate data protection laws, or

• Standard contractual clauses or other safeguards are in place

8. Data Retention

We keep personal data only for as long as necessary:

• Membership records – for the duration of active membership plus 5 years

• Competition records – retained indefinitely for historical purposes

• Financial records – minimum 7 years (per accounting regulations)

• Safeguarding records – minimum 10 years or in accordance with legal requirements

9. Data Security

STF protects data through:

• Secure password-protected systems

• Encryption for sensitive files

• Restricted access to authorized personnel only

• Regular backups stored securely

• Physical security for paper records

10. Your Rights

You have the right to:

• Access – request a copy of your personal data held by STF

• Rectification – request corrections to inaccurate or incomplete data

• Erasure – request deletion, where legally permissible

• Restriction – limit how we use your data

• Objection – object to processing, especially for marketing purposes

• Withdraw Consent – at any time, where processing is based on consent

• Data Portability – request your data in a machine-readable format where applicable

Requests can be made by emailing privacy@stftaekwondo.org with proof of identity.

11. Data Breach Response

If a data breach occurs that risks your rights or freedoms:

• You will be notified without undue delay.

• The breach will be reported to the relevant authority within 72 hours where required.

12. Photography & Media Use

• STF will only use identifiable photos or videos of minors with written parental/guardian consent.

• Athletes can request removal of images from STF platforms at any time.

13. Online Services & Cookies

When using the STF website or online registration systems:

• Certain data (e.g., IP address, browser type) may be collected automatically for security and analytics.

• Cookies are used to improve user experience; you may disable cookies in your browser settings.

14. Policy Review

This policy will be reviewed annually, or sooner if legal requirements change. Updates will be communicated to all members via email and posted on the STF website.

15. Contact Us

Questions about this policy or data protection requests can be sent to: Data Protection Officer – St. Vincent Taekwondo Federation