Data Treatment Policy

POLICY FOR TREATMENT AND PROTECTION OF INFORMATION AND PERSONAL DATA - PTPIDP

1. SCOPE

The Policy for the Treatment and Protection of Information and Personal Data presented below will be applied to all Databases and / or Files that contain personal data and that are subject to treatment by the Bolivarian Sports Organization ODEBO and the Olympic Committee Colombian, considered as responsible and / or in charge of the treatment and protection of personal data information.

2. IDENTIFICATION OF THE PERSONS RESPONSIBLE FOR DATA USE TREATMENT

Bolivarian Sports Organization (ODEBO) with address at Carrera 19 No. 37 - 20 of the city of Bogotá - Colombia, identified with Tax Identification Number NIT 90122893-0.

Bogotá Line: + 57 (1) 6300093 Ext: 1059 - 1060 from Monday to Friday from 8:00 a.m. at 4:30 p.m.

Website: www.odebolivariana.org E-mail: [email protected] Colombian Olympic Committee, with address at Avenida Carrera 68 No. 55-65 in the city of Bogotá - Colombia, identified with Tax Identification Number NIT 860016662- 6.

Bogotá Line: + 57 (1) 6300093 from Monday to Friday from 8:00 am at 5:00 p.m.

Fax: + 57 (1) 7455687 from Sunday to Sunday 24 hours. Website: www.coc.org.co

 

3. INTRODUCTION

In compliance with the commitments acquired by the Colombian Olympic Committee and the Bolivarian Sports Organization, for the organization of the XIX Valledupar Bolivarian Games, it is necessary to create communication strategies that allow the dissemination and knowledge of the general public of these sports fair that will be held in its nineteenth version and that will be based in the city of Valledupar and sub-sites, such as Chimichagua, in which there will be a participation of 11 countries with an approximate of three thousand one hundred thirty-three (3133) athletes in 27 Olympic sports and 38 disciplines. Therefore, the Bolivarian Sports Organization and the Colombian Olympic Committee thank the community for visiting our website and their interest in knowing and participating in the different subscriptions that are being carried out in the XIX Valledupar Bolivarian Games, in which will be legally protected all data that is deposited on our website and attached forms. The Bolivarian Sports Organization and the Colombian Olympic Committee respect your right to privacy online and for the same reason you are being protected when using our digital platforms, with our POLICY OF TREATMENT AND PROTECTION OF INFORMATION AND PERSONAL DATA - PTPIDP, the which establishes the data processing practices carried out by ODEBO, and consequently the Colombian Olympic Committee, the entity to which the organization of the XIX Valledupar Bolivarian Games is delivered.

The Organization of the XIX Valledupar Bolivarian Games, defines the following policy based on its status as the person responsible for the processing of personal data that assists it, in order to effectively comply with the legal provisions contained in Law 1581 of 2012, in Decree 1377 of June 27, 2013 and in the Sole Regulatory Decree 1074 of 2015, so that in the development of treatment activities, in the application of the PTPIDP, and in the interpretation of it based on The aforementioned norms, the principles of legality, purpose, freedom, truthfulness or quality, transparency, access and restricted circulation, security and confidentiality will be applied harmoniously, in the terms provided by Article 4 of Law 1581 of 2012 and Law 1266 of 2008 and the other rights, freedoms and constitutional guarantees referred to in article 15 of the Political Constitution; as well as the right to information enshrined in article 20 of the same and to comply with the attention of queries and claims about the treatment of personal data stored by ODEBO and C.O.C, in our digital databases. Also complying with the right to Habeas Data that everyone has to know, update and rectify the information that has been collected about them in files and databases of a public or private nature and guarantees all citizens decision-making power and control over your personal information.

4. GENERAL OBJECTIVE

This policy is implemented to guarantee the reservation of information and security regarding the treatment that will be given to digital databases in all users interested in having information and being part of these Games by filling in the forms that are They will attach to our website https://www.bolivarianosvalledupar.com/. To carry out games where transparency, respect and a more efficient process are characterized during the permanence of the games, or of the calls that are carried out during the same. Reflecting our commitment to protect the privacy and confidentiality of the personal information entrusted to us by the interested parties. This Policy may change with the introduction of new technologies, business practices and with the needs of the interested parties.

5. SCOPE OF APPLICATION

This policy will be applicable to personal data registered in any digital database of the Bolivarian Sports Organization and the Colombian Olympic Committee in conjunction with the Organizing Committee of the XIX Valledupar Bolivarian Games, whose owner is a natural person and that are collected through the completion of the forms attached to our website.

6. PRINCIPLES

These principles are taken from the regulations in force in Colombia that regulate the protection of personal data. For the purposes of guaranteeing the protection of personal data, the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games will apply the following principles in a comprehensive manner, in the light of which the treatment, transfer and transmission of personal data:

• Principle of Legality in Data Processing Matters: Data processing is a regulated activity, which must be subject to current and applicable legal provisions that govern the matter.
• Principle of Purpose: The activity of the processing of personal data carried out by the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games or to which it has access, will obey a legitimate purpose in accordance with the Political Constitution of Colombia, which must be informed to the respective owner of the personal data.
• Principle of Freedom: The processing of personal data can only be carried out with the prior, express and informed consent of the owner. Personal data may not be obtained or disclosed without prior authorization, or in the absence of a legal, statutory, or judicial mandate that relieves consent.
• Principle of Truthfulness or Quality: The information subject to personal data processing must be true, complete, exact, updated, verifiable and understandable. The processing of partial, incomplete, fractioned or misleading data is prohibited.
• Principle of Transparency: In the processing of personal data, the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games, will guarantee the holder his right to obtain at any time and without restrictions, information about the existence of any type of information or personal data that is of interest or ownership.
• Principle of Access and Restricted Circulation: The processing of personal data is subject to the limits that derive from their nature, from the provisions of the law and the Constitution. Consequently, the treatment can only be done by persons authorized by the owner and / or by the persons provided by law. Personal data, except for public information, may not be available on the internet or other means of dissemination or mass communication, unless access is technically controllable to provide restricted knowledge, only to the holders or authorized third parties in accordance with the law. For these purposes, the obligation of the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games, will be medium.
• Security Principle: The information subject to treatment by the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games, must be handled with the technical, human and administrative measures that are necessary to grant security to the records avoiding their adulteration, loss, consultation, use or unauthorized or fraudulent access.
• Principle of Confidentiality: All persons who in the Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games, administer, manage, update or have access to information of any kind found in databases of data, they are obliged to guarantee the reservation of information, so they undertake to keep and keep strictly confidential and not reveal to third parties, all the information that they come to know in the execution and exercise of their functions; Except in the case of activities expressly authorized by the data protection law. This obligation persists and will be maintained even after the end of your relationship with any of the tasks that the treatment comprises.

7. DEFINITIONS

• Authorization: Prior, express and informed consent of the owner to carry out the processing of personal data.
• Privacy Notice: Verbal or written communication generated by the person in charge, addressed to the owner for the processing of their personal data, by means of which they are informed about the existence of the Information Processing Policies that will be applicable, the form of access them and the purposes of the treatment that is intended to give personal data.
• Database: Organized set of personal data that is subject to treatment.
• Personal Data: Any information linked to or that may be associated with one or more specific or determinable natural persons.
• Private Data: It is the data that due to its intimate or reserved nature is only relevant for the owner.
• Public Data: It is the data that is not semi-private, private or sensitive. Public data, among others, are data related to the marital status of individuals, their profession or trade and their status as a merchant or public servant. By its nature, public data may be contained, among others, in public records, public documents, gazettes and official gazettes and duly enforceable judicial decisions that are not subject to reservation.
• Semi-private Data: The data that is not intimate, reserved, or public in nature is semi-private and whose knowledge or disclosure may be of interest not only to its owner but to a certain sector or group of people or society in general, such as financial and credit data of commercial activity.
• Sensitive Data: information that affects the privacy of the owner or whose improper use can generate discrimination, such as racial or ethnic origin, political orientation, religious or philosophical convictions, membership of unions, social organizations, human rights or that promotes interests of any political party or that guarantee the rights and guarantees of opposition political parties, as well as data related to health, sexual life, and biometric data.
• Responsible for the Treatment: Natural or legal person, public or private, that by itself or in association with others, performs some treatment on personal data on behalf of the person responsible for the treatment. In events in which the Responsible Party does not act as the Manager of the database, the person in charge will be expressly identified.
• Responsible for the Treatment: Natural or legal person, public or private, that by itself or in association with others, decides on the database and / or the treatment of the data.
• Owner: Natural person whose data is subject to treatment.
• Treatment: Any operation or set of operations on personal data within which its collection, storage, use, circulation or deletion can be included.
• Transfer: The data transfer takes place when the Responsible and / or Person in Charge of the Treatment of personal data, located in Colombia, sends the information or personal data to a receiver, who in turn is Responsible for the Treatment and is within or out of the country.
• Transmission: Processing of personal data that implies the communication of the same within or outside the territory of the Republic of Colombia when its purpose is to carry out a treatment by the Manager on behalf of the Responsible.

8. TREATMENT AND PURPOSES

The treatment that the Bolivarian Sports Organization and the Colombian Olympic Committee will carry out, together with the Organizing Committee of the XIX Valledupar Bolivarian Games will be to collect, store, process, use, handle, circulate, transfer and / or transmit national and / or international, update, correct and destroy, strictly complying with the security and confidentiality duties ordered by Law 1581 of 2012 and Decree 1377 of 2013 and with the following purposes:

to. Register the personal data information in the databases of the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games, in order to analyze, evaluate and generate statistical data, as well as indicators for the formulation of policies, processes and procedures within the framework of the development of the sporting event.

b. Facilitate the implementation of programs in compliance with legal mandates.

c. Send the information to entities in the sports sector or judicial entities at their express request and within the framework of the development of the sports event.

d. Support external and internal audit processes.

and. Support the information offered to the media, press, bulletins and press releases.

F. Have contact with the agents involved in the development of the sporting event.

Likewise, the Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games, will provide personal data to third parties that provide services or with whom they have any type of cooperative relationship, in order to:

to. Provide technical assistance.

b. Facilitate the implementation of programs, processes and procedures in compliance with legal mandates.

c. Manage and administer databases.

d. Give responses to requests, complaints and resources.

and. Give answers to control and / or surveillance bodies.

In this sense, the Bolivarian Sports Organization and the Colombian Olympic Committee will instruct the respective areas of the structure of the Organization of the XIX Valledupar Bolivarian Games on:

to. Their quality as data controllers of the data collected by them.

b. The vigilance that they must exercise regarding the respect of habeas data in the relationship established between the intervening agents in the framework of the development of the sporting event

c. Training for the legal representatives of children and adolescents regarding the responsible and safe use that they must give their personal data.

First paragraph: In all the cases listed in this article, the purpose of the data processing is included in the transfer and / or transmission of personal data to third parties as responsible or in charge as appropriate, located in the national territory or by outside it (international), as required for the proper management of the activities and responsibilities in charge of the organization of the XIX Valledupar Bolivarian Games.

First Paragraph: It is guaranteed that the information contained in its databases will be used correctly and for lawful purposes, in accordance with current regulations and without violating the right to habeas data protected by the National Constitution of the Republic of Colombia. The processing of personal data described above will include any valid operation including, but not limited to, collection, storage and use activities.

9. RIGHTS OF THE OWNER OF PERSONAL DATA

As the owner of personal data, you have the right to:

a. Free access to the data provided to the Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games that have been processed.

b. Know, update and rectify your information against partial, inaccurate, incomplete, fractioned, misleading data, or those whose treatment is prohibited.

c. File a complaint with the Superintendency of Industry and Commerce for infractions of the provisions of Law 1581 of 2012 and the other regulations that modify, add or complement it, once the complaint process has been exhausted before the person responsible or in charge of the processing of personal data .

d. Request the deletion of the data when the treatment does not respect the principles, rights and constitutional and legal guarantees, which will proceed when the authority has determined that the Bolivarian Sports Organization and the Colombian Olympic Committee in the treatment have incurred in conduct contrary to the Constitution and current regulations.

and. Know the data processing policy of the entity and through it, the use or purpose that will be given to your personal data.

F. Identify the person in charge in the Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games that will process and respond to their requests.

g. The others indicated by article 8 of Law 1581 of 2012.

10. AUTHORIZATION AND CONSENT OF THE HOLDER

All collection, storage, use, handling, transfer, transmission, circulation, updating, correction, deletion and, in general, any activity through which it is intended to obtain and / or process personal information of third parties, will be carried out by authorization. prior, express, free and informed of their respective owners. In any case, with the granting of the authorization by the owner for the collection and processing of information and personal data, it will be understood that he has read the PTPIDP contained herein, since he has been informed that they are on the https page : //www.bolivarianosvalledupar.com/. Likewise, through the authorization for the collection and processing of information and personal data, the owner declares that said data and information are true, complete, exact, updated, verifiable and understandable by the time they are supplied.

11. REVOCATION OF THE AUTHORIZATION AND REQUEST TO DELETE THE DATA

The holders of personal data may request at any time the organization of the XIX Valledupar Bolivarian Games, in its capacity as data controller, the deletion of their personal data and / or the revocation of the authorization granted for the treatment thereof. , upon presentation of a claim.

In the terms of numeral 1 of article 2.2.2.25.2.6. of the Sole Regulatory Decree 1074 of 2015, the request for the suppression of the information and the revocation of the authorization will not proceed when the owner of the authorization has a legal or contractual duty to remain in the database.

12. PROHIBITION OF THE PROCESSING OF PERSONAL DATA OF MINORS

The Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games are aware of and respect the prohibition established in article 7 of Law 1581 of 2012 regarding the treatment of data of children and adolescents, except in those cases in which they are data likely to be considered as public in nature. In the event that the entities described above intend to carry out activities to process the personal data of minors, the best interest will be respected and the protection of their fundamental rights will be guaranteed. Likewise, the Bolivarian Sports Organization and the Colombian Olympic Committee, together with the Organizing Committee of the XIX Valledupar Bolivarian Games will refrain from submitting said data to treatment activities without the respective authorization of the legal representative of the minor who owns the information. in the terms of the law and in accordance with this PTPIDP, prior exercise of the minor's right to be heard, in view of their ability to know and understand the terms of the authorization that their representatives grant.

13. CASES IN WHICH AUTHORIZATION IS NOT REQUIRED FOR THE PROCESSING OF THE DATA.

a. When the information is requested from the Bolivarian Sports Organization or the Colombian Olympic Committee by a public or administrative entity that is acting in the exercise of its legal functions or by court order.

b. In the case of data of a public nature, because these are not protected by the scope of this standard.

c. Duly verified medical or health emergency events.

d. In those events where the information is authorized by law to fulfill historical, statistical and scientific purposes.

and. In the case of data related to the civil registry of people because this information is not considered as data of a private nature.

14. DELIVERY OF INFORMATION WITHOUT THE NEED FOR THE AUTHORIZATION OF THE DATA HOLDERS

a. To the owners of the data, their heirs or representatives at any time and through any means, when they request it from the Bolivarian Sports Organization or the Colombian Olympic Committee with their corresponding consent.

b. To the judicial or administrative entities in the exercise of functions that raise any requirement to the Bolivarian Sports Organization or the Colombian Olympic Committee for the information to be delivered.

c. To third parties that are authorized by any law of the Republic of Colombia.

d. To third parties to whom the owner of the data expressly authorizes the delivery of the information and whose authorization is presented to the Bolivarian Sports Organization or the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games.

15. AREA RESPONSIBLE FOR ATTENTION TO REQUESTS, CONSULTATIONS AND CLAIMS ABOUT PERSONAL DATA

The Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games are in charge of the development, implementation, training and monitoring of this Policy. The Organization of the XIX Valledupar Bolivarian Games is designated by the Bolivarian Sports Organization and the Colombian Olympic Committee as responsible for the attention of requests, queries, complaints and claims before which the Holder of personal data may exercise their rights to know, update and rectify the data.

For this purpose, all workers and contractors that carry out the Processing of Personal Data in the different dependencies or areas of the XIX Valledupar Bolivarian Games, are obliged to transfer to the General Secretariat of the XIX Valledupar Bolivarian Games, all the responses of the requests, complaints or claims that are received by the Personal Data Holders in the times established by law.

16. PROCEDURE FOR ATTENTION AND RESPONSE TO REQUESTS, CONSULTATIONS, COMPLAINTS AND CLAIMS FROM THE HOLDERS OF PERSONAL DATA

The Holders of the Personal Data that are being collected, stored, processed, used and transmitted or transferred by the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games, may at any time exercise their rights to know , update and rectify the information.

For this purpose, the following procedure will be followed, in accordance with the Personal Data Protection Law:

16.1. Means enabled for the presentation of petitions, inquiries, complaints and claims:

The Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games have provided the following means for the reception and attention of requests, queries, complaints and claims that allow us to keep proof of them:

• Written communication addressed to:

a.- The Organizing Committee of the XIX Valledupar Bolivarian Games, Calle 28 No 13 - 65 Parque 12 de Octubre in the city of Valledupar - Cesar.

b.- The Bolivarian Sports Organization, Carrera 19 No. 37 - 20 of the city of Bogotá - Colombia

c.- The Colombian Olympic Committee, Carrera 68 No. 55 - 65 of the city of Bogotá - Colombia

• Telephone communication to:

a.- The Organizing Committee of the XIX Valledupar Bolivarian Games, at + 57 (5) 562 3279 from Monday to Friday from 8:00 a.m. at 4:30 p.m.

b.- The Bolivarian Sports Organization, at + 57 (1) 6300093 Ext: 1059 - 1060 from Monday to Friday from 8:00 a.m. at 4:30 p.m.

c.- The Colombian Olympic Committee, + 57 (1) 6300093 from Monday to Friday from 8:00 a.m. at 5:00 p.m., Fax: + 57 (1) 7455687 from Sunday to Sunday 24 hours

• Request via email to [email protected]

• Website:

a.- The Organizing Committee of the XIX Valledupar Bolivarian Games: www.bolivarianosvalledupar.com

b.- The Bolivarian Sports Organization: www.odebolivariana.org

c.- The Colombian Olympic Committee: www.coc.org.co

16.2. Attention and response to requests and inquiries:

The Holder or his representative may request the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games:

• Information about the Owner's Personal Data that are subject to Treatment.

• Information regarding the use that has been given to your personal data by the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games. Requests and inquiries will be answered within a maximum term of fifteen (15) business days from the date of receipt. When it is not possible to attend the request or query within said term, the interested party will be informed, stating the reasons for the delay and indicating when their request or query will be addressed.

16.3. Attention and response to complaints and claims:

The Holder or his proxies may request the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games, through a complaint or claim presented through the channels already indicated:

• The correction or updating of the information.

• That the alleged breach of any of the duties contained in the Personal Data Protection Law be remedied or corrected.

The request must contain at least the description of the facts that give rise to the complaint or claim, the address and contact information of the applicant.

If the complaint or claim is incomplete, the Bolivarian Sports Organization, the Colombian Olympic Committee and the Organizing Committee of the XIX Valledupar Bolivarian Games must request the interested party within five (5) days following receipt of the complaint or claim to that heal the faults. After two (2) months have elapsed from the date of the request, without the applicant submitting the required information, it will be understood that the complaint or claim has been withdrawn.

In the event that the Organization of the XIX Valledupar Bolivarian Games who receives the complaint or claim is not competent to resolve it, it must notify the competent party, within a maximum term of two (2) business days, and inform the interested party of what happened.

The maximum term to address the complaint or claim will be fifteen (15) business days from the day following the date of receipt. When it is not possible to address the complaint or claim within said term, the interested party will be informed of the reasons for the delay and the date on which the complaint or claim will be addressed.

 

16.4. Procedure Requirement:

The presentation of queries, petitions and claims before the Bolivarian Sports Organization and the Colombian Olympic Committee together with the Organizing Committee of the XIX Valledupar Bolivarian Games constitutes a procedural requirement to file a complaint with the Superintendency of Industry and Commerce in the face of an alleged violation of rights of the owners of the information or personal data, so that said entity will not process the complaints that are filed without the exhaustion of the previous stage mentioned above. All of the above, in accordance with the provisions of article 16 of Law 1581 of 2012.

17. VALIDITY

The present PTPIDP of the Bolivarian Sports Organization and the Colombian Olympic Committee in conjunction with the Organizing Committee of the XIX Valledupar Bolivarian Games governs as of its issuance, so its content requires the Bolivarian Sports Organization and the Colombian Olympic Committee while they remain Contractual, commercial, labor or merely informative relations with the holders of the information and personal data are in force.

Paragraph: The Bolivarian Sports Organization and the Colombian Olympic Committee at the head of the Organization of the XIX Bolivarian Games Valledupar reserves the right to make adjustments to the content of this PTPIDP when the processing activities and / or the purpose of the data processing and personal information change, or when regulatory changes in the matter justify it. In any case, said changes will be duly communicated to the owners through the efficient communication mechanisms commonly used in the ordinary course of commercial or promotional relationships that are maintained with them.

 

BALTAZAR MEDINA
DC. No. 8,283,501 of Medellín
President ODEBO C.O.C

AFRANIO RESTREPO

C.C No. 80,419,646 of Bogotá

Director XIX Bolivarian Games