ADAMS Privacy Policy

Effective 1 January 2015

Summary of changes as of 1 January 2015:

The ADAMS Privacy Policy now specifies that information related to the Athlete Biological Passport program is stored and processed in ADAMS (Information for Athletes – Categories of Data Concerned).  

The “Data Retention” sections have been modified to reflect the changes made to the Annex of WADA’s International Standard for the Protection of Privacy and Personal Information. In particular, the previous eight-year retention period is now extended to ten years. Retention times for whereabouts information have also been clarified depending on the athlete’s belonging to the Athlete Biological Passport program.

ADAMS Privacy Policy

This ADAMS Privacy Policy sets out how, as a consequence of your participation in organized sport, some data relating to you will be retained in and processed on “ADAMS.”

As explained in the ADAMS Legal Statement, ADAMS may be used by Anti-Doping Organizations (ADO) for scheduling in and out-of-competition doping tests and managing related information, including Therapeutic Use Exemptions (TUE), information related to athlete whereabouts, information about the results of anti-doping tests, and sanctions-related information relevant to athletes and other participants. Through ADAMS, ADOs can better coordinate and render more effective their anti-doping programs mandated by the World Anti-Doping Code (Code).

If you are an athlete, the ADO that registered you in its Registered Testing Pool may use ADAMS for one or more of the above purposes, depending on its particular needs and requirements.  For other persons (e.g., trainers, coaches, athlete representatives), your data may appear in ADAMS by virtue of your affiliation with an athlete or athletes appearing on ADAMS.  In either case, the ADO that entered your data onto ADAMS shall serve as your ADAMS “Custodian Organization.”  WADA relies upon data available in ADAMS to fulfill its own responsibilities under the Code.

Please note that collection and processing of your data by your Custodian Organization, WADA and other ADOs must comply with WADA’s International Standard for the Protection of Privacy and Personal Information, which provides you with a right to access and, where inaccurate, rectify your data. You understand that your provision of certain information, such as whereabouts information, is mandatory and that failure to provide such information may constitute an anti-doping violation.

For more information on ADAMS, please consult the WADA website at www.wada-ama.org. To the extent that you have any concerns about the processing of your data, you may consult with the relevant organization, such as your Custodian Organization and/or WADA (www.wada-ama.org), as appropriate.

Additional information about ADAMS and the handling of your data is provided below, which you should consult before proceeding:

Information for Athletes

Information for Other Individuals

Information for Athletes

Categories of Data Concerned

ADAMS contains the following categories of data:

§     Your unique ADAMS profile consisting of data relating to your identity (name, nationality, date of birth, gender, sport and discipline you compete in, organizations and/or sports federations to which you belong, and indication whether you compete at an international or national level).

In addition, and depending on how your Custodian Organization uses ADAMS, the database may also contain:

§     Data relating to your whereabouts (e.g., training, competitions, travel, periods spent at home, on vacation, or other regular or exceptional activities), including, each time you elect to use the “auto-location” reporting button on the ADAMS app, information about your mobile device’s location;

§     Data relating to test distribution planning (for the testing pools in which you participate);

§     Data relating to your Therapeutic Use Exemptions, if any;

§     Data relating to doping controls (test distribution planning, sample collection and handling, laboratory analysis, results management, hearings and appeals); and

§    Data relating to the Athlete Biological Passport.

Some of the above data may constitute protected personal data under national data protection or privacy laws where you reside.

Responsibility

Your Custodian Organization has created your unique ADAMS profile and is responsible for your information appearing in ADAMS. You can identify your Custodian Organization by viewing the “Security” tab of your athlete profile. In addition, WADA will access and process certain of your data in ADAMS (i.e., TUE data, laboratory results, athlete biological passport, sanctions and whereabouts data) to fulfill its responsibilities under the Code. Your Custodian Organization and WADA are responsible for protecting your information in accordance with applicable laws and WADA’s International Standard for the Protection of Privacy and Personal Information. WADA, moreover, has implemented strict contractual controls governing the use of ADAMS by ADOs and others.

You will be responsible for ensuring that all information that you enter into the system or that is entered on your behalf by other parties, such as your agent or coach, is accurate. Where your Custodian Organization uses the ADAMS whereabouts module, you will be responsible for ensuring that the information you provide relating to your whereabouts is accurate and up to date. Please note that failure to provide and/or update accurate whereabouts information is likely to constitute an anti-doping rule violation, whether the failure is intentional or negligent.

You will be provided with a confidential password in order to enter your own data onto ADAMS and you will be responsible for keeping this password confidential at all times. Should you inadvertently disclose your password, you should contact your Custodian Organization immediately and a new password will be assigned to you.

Disclosures

Part of your ADAMS profile, created by your Custodian Organization, may be shown to other ADOs using ADAMS to ensure that only a single athlete profile for you is created.

The Custodian Organization and WADA, where appropriate, may enable other ADOs and service providers to access certain of your information appearing in ADAMS to enable them to administer anti-doping programs. Where this occurs, such ADOs and service providers also must abide by strict contractual controls and will be responsible for protecting your information in accordance with applicable laws and WADA’s International Standard for the Protection of Privacy and Personal Information.

These other ADOs may include, as relevant or appropriate: national Olympic committees, national paralympic committees, major event organizations such as the International Olympic Committee and International Paralympic Committee, international federations and national federations, and national anti-doping organizations. They should only be granted access on a need-to-know basis in accordance with the Code. By viewing the “Security” tab on your ADAMS profile, you can learn which organizations have access to your data.

WADA and the organizations listed above will not disclose any of your data other than to authorized persons within their organizations on a need-to-know basis; each of the organizations accessing and using ADAMS may only do so in order to fulfill their responsibilities and obligations arising under the Code, which primarily involves the establishment of anti-doping programs and ensuring appropriate information sharing as provided for under the Code.

International Transfers

Your data may be made available through ADAMS to persons or parties located outside the country where you reside. For example, your information will be shared with WADA, established in Switzerland and Canada, and may be shared with ADOs in countries where you may train or participate in sporting events. The data protection and privacy laws of these countries may not always be equivalent to those in your own country. In any case, ADOs have to comply with WADA’s International Standard for the Protection of Privacy and Personal Information.

Rights

You may have certain rights under applicable laws and under WADA’s International Standard for the Protection of Privacy and Personal Information, including rights to access and/or correct any inaccurate data and remedies with respect to any unlawful processing of your data.

Security

ADAMS is hosted in data centers located in Canada. Strong technological, organizational and other security measures have been applied to ADAMS to maintain the security of the data entered onto ADAMS. In addition, WADA and ADOs have put in place internal and contractual guarantees to ensure that your data remain confidential and secure.

Data Retention

It may be necessary to retain your data in ADAMS for a minimum period of ten years. For instance, if your Custodian Organization uses ADAMS for TUEs and you are granted a TUE, the TUE approval forms will be stored electronically in ADAMS for a minimum period of ten years. The period of ten years represents the time period during which an action may be commenced for an anti-doping violation under the Code. If you are part of the Athlete Biological Passport program, the ten-year retention period also applies to your whereabouts information. Otherwise, whereabouts information is only retained for a period of 18 months. For more information, please consult the Annex to WADA’s International Standard for the Protection of Privacy and Personal Information.

Right to Object

You understand that if you object to the processing of your data, it still may be necessary for your Custodian Organization and WADA to continue to process (including retain) certain of your data to fulfill obligations and responsibilities arising under the Code.

You understand that objecting to the processing, including disclosure, of your data may prevent you, your Custodian Organization, WADA or other ADOs from complying with the Code and relevant WADA International Standards, in which case such objection could constitute an anti-doping violation.

 

Information for Other Individuals

Categories of Data Concerned

ADAMS contains data relating to your identity (e.g., name) and basic contact details as well as your affiliation with an athlete or athletes with an ADAMS profile. This data may constitute protected personal data under national data protection or privacy laws where you reside.

Responsibility

The ADO that registered your athlete or athletes in its Registered Testing Pool (the “Custodian Organization”) is responsible for your information appearing in ADAMS. In addition, WADA will access and process certain of your data in ADAMS in order to fulfill its responsibilities under the Code. Your Custodian Organization and WADA are responsible for protecting your information in accordance with applicable laws and WADA’s International Standard for the Protection of Privacy and Personal Information. WADA, moreover, has implemented strict contractual controls governing the use of ADAMS.

In cases where you are asked to provide that data yourself, directly into the system, you are responsible for making sure that this information is accurate. You may be provided with a confidential password in order to enter your own data onto ADAMS and you will be responsible for keeping this password confidential at all times. Should you inadvertently disclose your password, you should contact the Custodian Organization immediately and a new password will be assigned to you.

Disclosures

Part of your profile or data included in the ADAMS profile of your athlete or athletes may be shown to other organizations, notably ADOs, using ADAMS to ensure that only a single profile is created for you.

The Custodian Organization and WADA, where appropriate, may enable other ADOs and service providers to access certain of your information appearing in ADAMS to enable them to administer their anti-doping programs. Where this occurs, such ADOs will be responsible for protecting your information in accordance with their local laws and regulations, the WADA International Standard for the Protection of Privacy and Personal Information, as well as contractual controls that WADA has put in place governing the use of ADAMS.

These other ADOs may include, as relevant: national Olympic committees, national paralympic committees, major event organizations such as the International Olympic Committee and International Paralympic Committee, international federations and national federations, and national anti-doping organizations. They should only be granted access on a need-to-know basis in accordance with the Code.

WADA and the organizations listed above will not disclose any of your data other than to authorized persons within their organizations on a need-to-know basis; each of the organizations accessing and using ADAMS may only do so in order to fulfill their responsibilities and obligations arising under the Code, which primarily involves the establishment of anti-doping programs and ensuring appropriate information sharing as provided for under the Code.

International Transfers

Your data may be made available through ADAMS to persons or parties located outside the country where you reside. For example, your information will be shared with WADA, established in Switzerland and Canada, and may be shared with ADOs in countries where your athlete trains or participates in sporting events. The data protection and privacy laws of these countries may not always be equivalent to those in your own country.

Rights

You may have certain rights under applicable laws and under WADA’s International Standard for the Protection of Privacy and Personal Information, including rights to access and/or correct any inaccurate data and remedies with respect to any unlawful processing of your data.

Security

ADAMS is hosted in data centers located in Canada. Strong technological, organizational and other security measures have been applied to ADAMS to maintain the security of the data entered onto ADAMS. In addition, WADA and ADOs have put in place internal and contractual guarantees to ensure that your data remain confidential

Data Retention

It may be necessary to retain your data in ADAMS for a minimum period of ten years. The period of ten years represents the time period during which an action may be commenced for an anti-doping violation under the Code.

Right to Object

You understand that you may have a right to object to the processing of your data, although in that event, and as noted above, it still may be necessary for your Custodian Organization and WADA to continue to process (including retain) certain of your data to fulfill obligations and responsibilities arising under the Code.

You understand that objecting to the processing, including disclosure, of your data may prevent you, your Custodian Organization, WADA or other ADOs from complying with the Code and relevant WADA International Standards, in which case such objection could constitute an anti-doping violation.