At European Customs Sports Association (ECSA) we take data protection seriously and will only pass on your information to third parties where they provide facilities for our events or for our members to take part in events. This policy document sets out how ECSA collects, stores, shares and uses the personal data we already hold about you and any we may obtain in the future.

What is personal data?

Personal data is any information that can be used to identify you.

What data do we hold?

We collect data on the following:

• Your name and title;
• Telephone number(s) where you have provided these;
• Office and E-mail addresses where you have provided these;
• Pictures of people who participate in events that have ECSA status, taking part in the event is considered as consent to have your picture taken;
• Video recordings of EC- and AGM-meetings when they are held online, with prior consent at the start of the meeting.

We only use this data for our own purposes, to alert you to ECSA activities, to facilitate your participation in ECSA activities and to inform you of any changes in event status.

We also collect and retain data where you supply it to us and that data is necessary to facilitate your participation in ECSA activities, to inform you of any changes in event status or to draft the minutes of a meeting.

Why do we hold your data?

We collect and hold data in order to fulfil our obligations to you as members of ECSA.

Who will see your data?

Your personal data will be treated as being strictly confidential. Only officials of ECSA will see it, for the purposes of fulfilling our obligations to you and facilitating your participation in ECSA activities.

We will only share your data with parties outside of ECSA with your consent. When you supply us with data related to participating in an activity, third parties may also see this where they are involved with the organisation of that activity. As per article 45 of the European Union (EU) General Data Protection Regulation (GDPR), transfers of data to EU or European Economic Area (EEA) countries may be made without specific authorisation and almost all ECSA Member States are members of the EU or the EEA. ECSA will only transfer your data to non- EU/EEA countries where they are approved by the European Commission as having appropriate data protection laws to ensure an adequate level of protection for your personal information.

If you provide information on behalf of anyone else then in doing so you are confirming that you have explained how their information might be used by ECSA and they have given you permission to do so. If you have provided any sensitive information about yourself or others (such as health-related information) you agree (and are confirming that the information is about has agreed) that we can use the information as set out in this document.

Pictures from ECSA events are stored on our website and possibly on a social media platform such as Facebook and Instagram. These pictures will only be posted after we ask for your consent to use them.Pictures from ECSA events are stored on our website and possibly on a social media platform such as Facebook and Instagram. These pictures will only be posted after we ask for your consent to use them.

Recordings of online meetings (EC and AGM) will strictly be used by our Secretary to draft up the minutes of the meetings.

How long will we keep your data?

Where information is collected to facilitate your participation in an ECSA activity, we will destroy it after the activity has taken place, except for basic contact information such as names and E-mail addresses (to enable us to contact you in relation to future events). Where your information is passed to third parties because they facilitate your participation in an ECSA activity, we will require them to destroy that information following the event.

Pictures are stored for a longer period for history purposes.

Video-recordings will be kept in our archive for internal use by our EC-members.

What are your rights?

Your rights are contained in the General Data Protection Regulation (GDPR) of the European Union. They are:  

• the right to be told about the collection and use of your personal information (this is achieved by this document);
• the right to access the data we hold about you;
• the right to have rectified any incorrect or incomplete data we may hold about you;
• the right to ask ECSA to provide you or a third party with some of the information we hold about you in a structured, commonly used electronic form so that it can easily be transferred;
• the right to have your data erased where it is no longer necessary for us to retain it, where you withdraw your consent for us to process it or where you object to us processing it and there are no legitimate grounds for us to do so;
• the right to ask ECSA to restrict the personal information we use about you where you have asked for it to be erased or you have objected to our use of it.

If you have any questions about how ECSA handles your data, you should contact the ECSA Secretary.