Athlete Opportunities Form Privacy Policy

We at the British Olympic Association (“we” or “our” or “us”) are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store, and protect your information when you apply for opportunities with our commercial partners.

What information do we collect?

We collect only the minimum personal data necessary to process your application. This includes:

  • Name

  • Contact details (e.g. email address, postal address, phone number)

  • Your sport, any Olympic Games attended, any medals won

  • A brief description of why you are interested in or suitable for the opportunity

  • Your availability for appearances or participation

We do not request unnecessary or sensitive personal data.

How do we collect your data?

Your personal data is collected when you voluntarily complete and submit an application form hosted on Microsoft Forms.

How do we use your data?

We use your data solely for the purpose of:

  • Reviewing and assessing your application

  • Contacting you in relation to the opportunity

Your data will not be used for marketing purposes unless explicitly stated and consented to.

Access to and Sharing of your data

  • Access to application data is strictly limited to authorised personnel, including designated mailbox owners responsible for managing submissions.

  • Applications are received via a dedicated inbox and handled manually.

  • Email communications to multiple applicants are sent using BCC to protect your privacy.

Data sharing with partners:

  • Raw application data will not be shared with commercial partners.

  • Only the following information will be shared with partners:

    • Name

    • Your sport, any Olympic Games attended, any medals won

    • Postal address where required (for successful applicants only)

    • Reason the individual is a good fit (based on the information provided in the form)

Commercial partners will receive only this shortlisted information and will not have access to full application responses.

How we store and protect your data

We take appropriate technical and organisational measures to keep your data secure:

  • Responses are stored securely within Microsoft Forms during the application period

  • The file is stored in a restricted-access folder with access limited to authorised personnel only

  • Any data sent to our partners shall be password protected

How long will we keep your personal information for?

  • Application data will be stored in Microsoft Forms until the submission window closes

  • Data will be exported: within 3 business days of the deadline

  • Following export, data will be retained for: 6 months to complete the selection process and any related follow-up

  • After this period, your data will be securely deleted

Lawful basis for processing your data

We process your personal data on the basis of:

  • Legitimate interests – to assess applications and match individuals with relevant opportunities

  • Consent – where you voluntarily submit your information for consideration

Your rights and opt-out

Under UK data protection law, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate or incomplete data

  • Request deletion of your data

  • Object to or restrict how your data is processed

To exercise any of these rights, please contact us at: [email protected]. Subject to verifying your identity, the BOA will respond to any such requests with the information requested within 30 days.

Opt-out:

You may withdraw your application or request that your data is no longer processed at any time before the shortlist is shared with partners. To do so, please contact us at: [[email protected]]. Once shortlisted information has been shared with a commercial partner, it may not be possible to fully retract your data from their consideration processes.

Changes to this Policy

We may update this policy from time to time. Any changes will be communicated via our forms or other appropriate channels.

Contact

If you have any questions about this privacy policy or about how your data is handled, please email us at [email protected] or write to us at the following address:

Data Protection Officer

British Olympic Association

101 New Cavendish Street

London

W1W 6XH