DATA PROTECTION POLICY

Adopted by the Irish Powerlifting Federation Executive Committee on 1st February 2024.

CONTENTS

CLAUSE

1. Policy statement
2. About this policy
3. Definition of data protection terms
4. Data protection principles
5. Fair and lawful processing
6. Processing for limited purposes
7. Notifying data subjects
8. Adequate, relevant and non-excessive processing
9. Accurate data
10. Timely processing
11. Processing in line with data subject's rights
12. Data security
13. Transferring personal data to a country outside the EEA
14. Disclosure and sharing of personal information
15. Dealing with subject access requests
16. Changes to this policy

POLICY STATEMENT

1.1 Everyone has rights with regard to the way in which their personal data is handled. During the course of our activities, we will collect, store and process personal data about our members, suppliers, and other third parties, and we recognize that the correct and lawful treatment of this data will maintain confidence in the organization and will provide for successful operations.

1.2 Data users are obliged to comply with this policy when processing personal data on our behalf. Any breach of this policy may result in disciplinary action.

ABOUT THIS POLICY

2.1 The types of personal data that Irish Powerlifting Federation (We) may be required to handle include information about current and past members, suppliers, and others that we communicate with. The personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 2018 (the Act) and other regulations.

2.2 This policy and any other documents referred to in it set out the basis on which we will process any personal data we collect from data subjects or that is provided to us by data subjects or other sources.

2.3 This policy sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer, and store personal data.

DEFINITION OF DATA PROTECTION TERMS

3.1 Data is information which is stored electronically, on a computer, or in certain paper-based filing systems.

3.2 Data subjects for the purpose of this policy include all living individuals about whom we hold personal data. A data subject need not be an Irish national or resident. All data subjects have legal rights in relation to their personal information.

3.3 Personal data means data relating to a living individual who can be identified from that data (or from that data and other information in our possession). Personal data can be factual (for example, a name, address, or date of birth) or it can be an opinion about that person, their actions, and behavior.

DATA PROTECTION PRINCIPLES

Anyone processing personal data must comply with the eight enforceable principles of good practice. These provide that personal data must be:

(a) Processed fairly and lawfully.

(b) Processed for limited purposes and in an appropriate way.

(c) Adequate, relevant, and not excessive for the purpose.

(d) Accurate.

(e) Not kept longer than necessary for the purpose.

(f) Processed in line with data subjects' rights.

(g) Secure.

(h) Not transferred to people or organizations situated in countries without adequate protection.

FAIR AND LAWFUL PROCESSING

5.1 The Act is not intended to prevent the processing of personal data but to ensure that it is done fairly and without adversely affecting the rights of the data subject.

5.2 For personal data to be processed lawfully, they must be processed on the basis of one of the legal grounds set out in the Act. These include, among other things, the data subject's consent to the processing, or that the processing is necessary for the performance of a contract with the data subject, for the compliance with a legal obligation to which the data controller is subject, or for the legitimate interest of the data controller or the party to whom the data is disclosed. When sensitive personal data is being processed, additional conditions must be met. When processing personal data as data controllers in the course of our actions, we will ensure that those requirements are met.

PROCESSING FOR LIMITED PURPOSES

6.1 In the course of our work, we may collect and process the personal data set out in the Schedule. We will only process personal data for the specific purposes set out in the Schedule or for any other purposes specifically permitted by the Act. We will notify those purposes to the data subject when we first collect the data or as soon as possible thereafter.

NOTIFYING DATA SUBJECTS

7.1 If we collect personal data directly from data subjects, we will inform them about:

(a) The purpose or purposes for which we intend to process that personal data.

(b) The types of third parties, if any, with which we will share or to which we will disclose that personal data.

(c) The means, if any, with which data subjects can limit our use and disclosure of their personal data.

7.2 If we receive personal data about a data subject from other sources, we will provide the data subject with this information as soon as possible thereafter.

7.3 We will also inform data subjects whose personal data we process that we are the data controller with regard to that data.

ADEQUATE, RELEVANT AND NON-EXCESSIVE PROCESSING

We will only collect personal data to the extent that it is required for the specific purpose notified to the data subject.

ACCURATE DATA

We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterward. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data.

TIMELY PROCESSING

We will not keep personal data longer than is necessary for the purpose or purposes for which they were collected. We will take all reasonable steps to destroy or erase from our systems all data which is no longer required.

PROCESSING IN LINE WITH DATA SUBJECT'S RIGHTS

We will process all personal data in line with data subjects' rights, in particular their right to:

(a) Request access to any data held about them by a data controller (see also clause 15).

(b) Prevent the processing of their data for direct-marketing purposes.

(c) Ask to have inaccurate data amended (see also clause 9).

(d) Prevent processing that is likely to cause damage or distress to themselves or anyone else.

DATA SECURITY

12.1 We will take appropriate security measures against unlawful or unauthorized processing of personal data, and against the accidental loss of, or damage to, personal data.

12.2 We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself.

12.3 We will maintain data security by protecting the confidentiality, integrity, and availability of the personal data, defined as follows:

(a) Confidentiality means that only people who are authorized to use the data can access it.

(b) Integrity means that personal data should be accurate and suitable for the purpose for which it is processed.

(c) Availability means that authorized users should be able to access the data if they need it for authorized purposes.

TRANSFERRING PERSONAL DATA TO A COUNTRY OUTSIDE THE EEA

13.1 We may transfer any personal data we hold to a country outside the European Economic Area ("EEA"), provided that one of the following conditions applies:

(a) The country to which the personal data are transferred ensures an adequate level of protection for the data subjects' rights and freedoms.

(b) The data subject has given his consent.

(c) The transfer is necessary for one of the reasons set out in the Act, including the performance of a contract between us and the data subject, or to protect the vital interests of the data subject.

(d) The transfer is legally required on important public interest grounds or for the establishment, exercise, or defense of legal claims.

(e) The transfer is authorized by the relevant data protection authority where we have adduced adequate safeguards with respect to the protection of the data subjects' privacy, their fundamental rights and freedoms, and the exercise of their rights.

13.2 Subject to the requirements in clause 12.1 above, personal data we hold may also be processed by committee members operating outside the EEA who work under us or for one of our suppliers. These individuals may be engaged in, among other things, the fulfillment of contracts with the data subject, the processing of payment details, and the provision of support services.

DISCLOSURE AND SHARING OF PERSONAL INFORMATION

14.1 We may share personal data we hold with any member of the IrishPF committee.

14.2 If we are under a duty to disclose or share a data subject's personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the data subject or other agreements; or to protect our rights, property, or safety of our employees, customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction.

DEALING WITH SUBJECT ACCESS REQUESTS

15.1 Data subjects must make a formal request for information we hold about them. This must be made in writing. Members of Irish Powerlifting Federation who receive a written request should forward it to the Board of Irish Powerlifting Federation immediately.

15.2 When receiving telephone inquiries, we will only disclose personal data we hold on our systems if the following conditions are met:

(a) We will check the caller's identity to make sure that information is only given to a person who is entitled to it.

(b) We will suggest that the caller put their request in writing if we are not sure about the caller’s identity and where their identity cannot be checked.

15.3 Our committee members will refer a request to the Executive Committee for assistance in difficult situations. Committee members should not be bullied into disclosing personal information.

CHANGES TO THIS POLICY

We reserve the right to change this policy at any time. Where appropriate, we will notify data subjects of those changes by mail or email.