1. Who is the data controller?
Athletics Partner SARL 72 Impasse de la Divine Comédie, 34790 Grabels, France SIRET: 521 042 978 00028 Email: contact@athletics-partner.com
Athletics Partner SARL ("Athletics Partner" or "we") is the controller of the personal data collected through the website www.athletics-partner.com.
DPO / data protection contact: Athletics Partner is not legally required to appoint a Data Protection Officer (DPO) under Article 37 of the GDPR (fewer than 250 staff, no large-scale processing). For any question about your data, contact: contact@athletics-partner.com.
2. What data do we collect?
2.1 Contact / information request form
When you fill in our contact form, we collect:
- First name, last name
- Email address
- Phone number
- Sport played and school grade
- Status (athlete or parent/legal guardian) and, for a parent, their title, last name and first name
- How you heard about us
- The content of your message
- Whether or not you choose to receive our follow-ups and our news (checkboxes, not pre-checked)
2.2 Other forms
- Newsletter: your email address and, where applicable, the sport you are interested in.
- Coach's Corner access (university coaches): name, university, email address, phone, sports, needs and message.
- Preparation questionnaire (available only through a personal link sent by Athletics Partner): the answers you enter. Until you send the questionnaire, the draft stays in your browser and is not transmitted.
- Objection: your email address, the scope of and reason for your objection.
Requests sent through these forms are stored encrypted on our server until they are handled.
2.3 Browsing data
The website uses no audience measurement tool and no advertising tracker. Only the server's technical logs (IP address, date and time, page requested, browser type) are recorded, to keep the website secure and working properly. They are not used for advertising or combined with other sources.
2.4 Data of athletes featured on the website (showcase)
Athletes placed by Athletics Partner may be featured on the website with: last name, first name, sport, host university, competition level, background, video(s), photograph(s). This is based on prior explicit consent, given in the contract signed with Athletics Partner (see section 5).
3. Purposes and legal bases
| Purpose | Legal basis (GDPR Art. 6) |
|---|---|
| Handling contact and information requests | Legitimate interest (Art. 6.1.f): following up and replying to incoming requests |
| Commercial prospecting (lead follow-up, reminders) | Legitimate interest (Art. 6.1.f): within the limits of applicable law and of the right to object |
| Security and proper working of the website (technical logs) | Legitimate interest (Art. 6.1.f) |
| Featuring athletes on the website (showcase) | Consent (Art. 6.1.a): collected in writing in the contract, revocable at any time |
| Sharing with partner universities (placement) | Performance of a contract or of pre-contractual measures (Art. 6.1.b) |
| Compliance with legal obligations (accounting, tax) | Legal obligation (Art. 6.1.c) |
4. Retention periods
| Data category | Retention period |
|---|---|
| Contact form data (prospect who did not become a client) | 3 years from the last contact |
| Contact form data (client / placed athlete) | Duration of the contractual relationship + 5 years (general statute of limitations) |
| Server technical logs | 12 months maximum, then deleted |
| Showcase data (athlete featured on the website) | Until consent is withdrawn or deletion is requested, within 30 business days |
| Objection request | 3 years |
| Accounting data and supporting documents | 10 years (legal obligation) |
5. Featuring minor athletes and image rights
5.1 Prior consent (opt-in)
No athlete is featured on the website without having given explicit, free, informed and documented consent. For athletes under 18, this consent is obtained from their legal guardian(s) (parents or guardian), in accordance with Article 8 of the GDPR, Article 9 of the French Civil Code and French law no. 2024-120 of February 19, 2024 on respecting children's image rights.
Consent is recorded through:
- The contract signed with Athletics Partner (by the legal guardian(s) for a minor athlete), kept for the duration of the contractual relationship and then 5 years
- An explicit list of the items published (photo, video, name, background, university)
When they come of age, the athletes themselves decide whether they continue to be featured on the website.
5.2 Right to withdraw (opt-out and erasure)
Any athlete (or their legal guardian if they are a minor) can withdraw their consent at any time, without giving a reason. Withdrawal leads to:
- Removal of the items concerning them from the website within 30 business days
- Deletion or anonymization of the related data in our systems, within the same period
To exercise this right: contact@athletics-partner.com (subject: "Showcase consent withdrawal").
5.3 About videos
Athlete videos hosted on YouTube are shown through a facade: only the preview image is displayed, and the YouTube player (youtube-nocookie.com domain) is loaded only when you click play. The preview image is served by YouTube's image servers (i.ytimg.com), which receive your IP address at that point; no cookie is placed before the click. See the cookie policy for more details.
6. Data transfers outside the European Union
As part of its placement business with US universities, Athletics Partner shares athletes' personal data (name, contact details, athletic results, academic transcripts, etc.) with universities located in the United States and, where applicable, in Canada.
6.1 Basis for the transfer
Sending an athlete's file to a university is the very purpose of the placement assignment you entrust to us: it is necessary for the performance of the contract concluded with Athletics Partner (Article 49.1.b of the GDPR). Only the data needed for the application is shared, and only with the universities involved in your plans.
For Canada, transfers to organizations subject to the Canadian PIPEDA law also benefit from an adequacy decision of the European Commission.
6.2 Informing the person concerned
You are informed of this transfer before any data is sent, as part of the handling of your file. The transfer takes place only with your agreement, in the contractual context of the placement assignment.
7. Recipients of the data
Your data may be shared with the following categories of recipients:
- Athletics Partner's internal team (advisors, placement staff)
- Partner US and Canadian universities (as part of placement assignments)
- Technical service providers, bound by a data processing agreement that complies with the GDPR (Art. 28): the website host (OVH SAS), the email service Brevo (which forwards each request received to Athletics Partner's mailbox) and that mailbox (Google Workspace)
- Competent authorities, where required by law (tax authorities, judicial authorities)
We do not sell, rent or transfer your data to third parties for commercial purposes.
8. Your rights
Under the GDPR (Articles 15 to 22) and the French Data Protection Act (loi Informatique et Libertés), as amended, you have the following rights over your data:
| Right | Description |
|---|---|
| Access (Art. 15) | Get confirmation that your data is being processed and receive a copy |
| Rectification (Art. 16) | Correct inaccurate or incomplete data |
| Erasure (Art. 17) | Ask for your data to be deleted in the cases provided for by law |
| Objection (Art. 21) | Object to processing based on legitimate interest (in particular prospecting) |
| Restriction (Art. 18) | Ask for processing to be temporarily suspended, for example while something is checked |
| Portability (Art. 20) | Receive your data in a structured format and transfer it to another controller |
| Withdrawal of consent | Withdraw consent you gave at any time (without affecting the lawfulness of earlier processing) |
How to exercise your rights
Send your request to: contact@athletics-partner.com (subject: "GDPR rights request").
We acknowledge receipt of your request and reply within one month of receiving it. This period may be extended by two further months for complex or numerous requests, in which case we will let you know beforehand.
We may ask you to prove your identity (copy of an ID document) for access or erasure requests, to avoid disclosing data to the wrong person.
9. Complaint to the CNIL
If you believe that the processing of your personal data does not comply with the applicable rules, you have the right to lodge a complaint with the Commission Nationale de l'Informatique et des Libertés (CNIL), the French data protection authority:
CNIL 3 Place de Fontenoy, TSA 80715, 75334 Paris Cedex 07, France www.cnil.fr — Phone: +33 1 53 73 22 22
10. Data security
Athletics Partner implements appropriate technical and organizational measures to protect your data against unauthorized access, loss, destruction or alteration. These measures include in particular: encryption of sensitive data, restricted access to data on a least-privilege basis, access logging and regular backups.
In the event of a personal data breach likely to result in a high risk to your rights and freedoms, you will be informed as soon as possible, in accordance with Article 34 of the GDPR.
11. Changes to this policy
This privacy policy may be updated to reflect regulatory changes or changes in our practices. The date of the latest update appears at the top of this document. We encourage you to check it regularly.