Privacy policy

PRIVACY POLICY

Effective Date: 17/12/2024
Application Name: Team Kenya AMS App
Data Controller: National Olympic Committee of Kenya

1. Introduction

The Team Kenya AMS App (“Application”, “Platform”, “we”, “our”, or “us”) is operated by the National Olympic Committee of Kenya (NOCK).

This Privacy Policy explains how we collect, process, store, protect, and disclose personal data when users interact with our Athlete Management System (AMS), which supports the management of athlete performance, health, training, and participation in national and international competitions.

We are committed to safeguarding your privacy and ensuring that your personal data is handled in accordance with applicable laws, including the Kenya Data Protection Act (2019).

2. Scope of This Policy

This Privacy Policy applies to:

• Mobile applications (Android and iOS)
• Web-based AMS platform
• Related services, tools, and integrations

It applies to all users, including:

• Athletes
• Coaches
• Medical personnel (doctors, physiotherapists)
• Federation officials
• Performance analysts
• Administrative staff

3. Definitions

• Personal Data: Any information that identifies or can identify an individual
• Sensitive Personal Data: Includes health, biometric, and performance-related data
• Data Subject: The individual whose data is collected
• Processing: Collection, storage, use, sharing, or deletion of data

4. Information We Collect

4.1 Personal Identification Data

• Full name
• Date of birth
• Gender
• Nationality
• Contact details (email, phone number)
• Identification details (passport, ID number where applicable)

4.2 Athlete Performance Data

• Training schedules and logs
• Performance metrics and analytics
• Fitness assessments
• Competition participation and results
• Rankings and statistics

4.3 Medical and Health Data (Sensitive Data)

• Injury records and history
• Medical diagnoses and reports
• Treatment plans and physiotherapy logs
• Return-to-play evaluations
• Anti-doping compliance records

4.4 Technical and Usage Data

• IP address
• Device type and operating system
• Browser type
• Log files and system activity
• App usage patterns

4.5 Location Data

• GPS-based attendance check-ins
• Training camp verification
• Travel tracking during competitions

(Location data is collected only where necessary and permitted.)

4.6 Uploaded Content

• Documents (medical reports, contracts, certificates)
• Images and identification files

5. Legal Basis for Processing

We process personal data based on:

• Consent – where users provide explicit permission
• Contractual necessity – to deliver AMS services
• Legal obligations – compliance with applicable laws
• Legitimate interests – improving athlete management and performance tracking

6. How We Use Your Data

Your information is used to:

6.1 Core Operations

• Maintain athlete records and profiles
• Manage training programs and schedules
• Monitor athlete health and injuries
• Facilitate event participation and logistics

6.2 Communication

• Send notifications and updates
• Enable communication between stakeholders

6.3 Analytics & Performance

• Analyze training and performance trends
• Generate reports for coaches and officials
• Support decision-making for competitions

6.4 Security

• Prevent unauthorized access
• Detect and investigate suspicious activity

7. Data Sharing and Disclosure

We strictly limit data sharing.

7.1 Authorized Recipients

Data may be shared with:

• Authorized officials within the National Olympic Committee of Kenya
• Coaches and assigned technical staff
• Medical professionals responsible for athlete care

7.2 Service Providers

We may engage third-party providers for:

• Cloud hosting
• Data storage
• Analytics

All providers are bound by strict confidentiality and data protection agreements.

7.3 Legal Disclosure

We may disclose data where required:

• By law or court order
• To protect legal rights
• To prevent fraud or harm

8. International Data Transfers

Where data is transferred outside Kenya:

• Adequate safeguards are implemented
• Transfers comply with applicable legal frameworks
• Data protection standards are maintained

9. Data Security

We implement robust security measures, including:

• End-to-end encryption of sensitive data
• Secure API communication
• Multi-factor authentication (where applicable)
• Role-based access control
• Regular security audits and monitoring

Despite these measures, no system is entirely immune from risk.

10. Data Retention

We retain personal data only for as long as necessary:

• Duration of athlete participation
• Legal and regulatory requirements
• Historical and performance analysis

Data is securely deleted or anonymized when no longer needed.

11. Your Rights as a Data Subject

Under applicable laws, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion (“right to be forgotten”)
• Restrict processing
• Object to certain processing activities
• Withdraw consent at any time

Requests can be submitted via the contact information below.

12. Children and Minor Data Protection

The platform may process data of minors (under 18 years):

• Managed through federations and guardians
• Consent obtained where required
• Additional safeguards applied to sensitive data

13. Cookies and Tracking Technologies

The web platform may use:

• Cookies
• Analytics tools

These help improve functionality and user experience.

Users may control cookie preferences via browser settings.

14. Third-Party Integrations

The Application may integrate with:

• Wearable devices (e.g., fitness trackers)
• External performance tools

Data shared is limited to necessary functionality and subject to user consent.

15. Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time.

Changes will be:

• Posted within the app
• Published on official websites
• Accompanied by an updated effective date

16. Contact Information

For inquiries, complaints, or data requests:

• Organization: National Olympic Committee of Kenya
• Email: info@nock.or.ke
• Phone: +254 723 557 553
• Address: Gallant Building, 6th Floor, Parklands Road, P.O. Box 46888 - 00100, Nairobi

Official Websites:

• NOCK Official Website
• Team Kenya Website

17. Permissions and Justification

The Application may request:

All permissions are strictly limited to functional requirements.

18. Acceptance of This Policy

By using the Team Kenya AMS App, you acknowledge that you have read, understood, and agreed to this Privacy Policy.