This privacy notice applies to all personal information that FHI 360 and the U.S. Department of State’s Bureau of Education and Cultural Affairs (ECA) (data controllers, collectively “we”) collect or process about you in connection with participation in the U.S. Department of State Sports Visitor Program (“Sports Visitor Program”). The purpose of the Sports Visitor Program is to bring international youth athletes and their coaches from around the world to the United States and take American youth athletes and their coaches from the United States to locations abroad for sports-based exchanges that address U.S. embassy and consulate priorities and U.S. foreign policy goals. We comply with all applicable data protection laws and regulations, including but not limited to the European Union’s General Data Protection Regulation (GDPR).
For participants, and parents/guardians, the Sports Visitor Program collects information about you through our Sports Visitor Program participation forms. This information includes personal information, such as contact information, demographics, athletic background, and preferences. Some of the information requested may include personal information that could be considered sensitive, such as disability information or information about your health. We use this information in order to best accommodate you through the provision of our services. For more information about how we protect this information, please see the “Security” section below.
The legal bases for collecting and processing your personal information includes the following:
- Our legitimate interest in providing this program to participants and gathering information that will help us further develop the program and provide more participants with similar opportunities;
- Processing is necessary for the purposes of a contract to which you are a party;
- Your consent to collect certain special types of information, such as health data and photographs;
- Archiving, research, and statistical purposes.
Your data will be used and/or stored for five (5) years after the conclusion of the Sports Visitor Program. After that time, any data we may store will be de-identified.
Your Rights
To the extent provided by the laws of your country of residence, you may have the following rights:
- The right to assess personal information we process about you and request details of that processing;
- The right to request that we update, correct, amend, erase, or restrict your personal information;
- The right to request data portability;
- The right to submit a complaint to your local data protection authority.
Withdrawal of Consent
Where provided by law, you may withdraw consent you previously provided to us or object at any time to the processing of your personal information and we will apply your preferences going forward as appropriate. Your withdrawal has no effect on the lawfulness of the data processing that occurred prior to your withdrawal.
Security
We implement technical and organizational measures to ensure a level of security appropriate to the risk to the personal information we process. These measures are aimed at ensuring the ongoing integrity and confidentiality of personal information. We evaluate these measures on a regular basis to ensure the security of the processing. For more information on the appropriate safeguards in place, please contact us at the email address below.
Data Access and Data Transfer
FHI 360 and ECA are located in the United States and therefore, some information you provide, such as your application information, is stored on servers located in the United States. Only FHI 360, ECA, those involved in your travel (e.g., airlines, hotels, university housing, etc.), the U.S. Embassy or Consulate in your country responsible for recruitment, and local U.S. partner organizations responsible for implementing your local program have access to this information. Participant information acquired by partner organizations to implement outbound programs for American participants are provided to FHI 360 and ECA upon request.
Any personal information shared with individuals outside your country of residence will be treated in compliance with applicable data protection laws. Data privacy and protection in those countries may not offer the same level of protection as those in your own country, but we transfer data using country-specific mechanisms, such as standard contractual clauses and in some cases, your consent.
Contact Information
If you have questions or concerns regarding the way in which your personal information has been used, or you want to exercise one of your rights or withdraw consent, please contact the FHI Data Privacy Officer at privacy@fhi360.org.
Changes to the Notice
You may request a copy of this privacy notice from us using the contact details set out above. We may modify or update this privacy notice from time to time. You will be able to see when we last updated the privacy notice because we will include a revision date. Changes and additions to this privacy notice are effective from the date on which they are posted. Where changes to this policy will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice so that you have the opportunity to exercise your rights (for example, to object to the processing).
Date of Notice: January 22, 2025