DanceSport Federation of Ireland (“DFI”) Privacy Statement
Last Updated: 30th of March 2025
1. Introduction
The IDC National DanceSport Federation Limited, trading as the DanceSport Federation of Ireland (“DFI”), a company limited by guarantee registered in the Republic of Ireland with Company Number 545056 and registered address at 21 Esmond Avenue, Dublin, Dublin 3, D03 P923, Ireland is committed to protecting the privacy and personal data of individuals with whom the organisation interacts and in compliance with the General Data Protection Regulation (GDPR) (EU) 2016/679 and the Data Protection Act 2018 (Ireland).
2. Scope
This policy applies to all personal data collected and processed by DFI, including data from members, competitors, officials, volunteers, employees, and website users.
3. Data Collected
- Membership Data: Name, address, membership status, date of beginning membership, date membership ended.
- Competition & Event Data: Registration details, results, adjudicator scores, adjudicator personal details, rankings, photographs, videos, phone number, email, date of birth, gender, competition category.
- Financial Data: Bank details (for processing payments), invoices, payment records.
- Website Usage Data: IP addresses, cookies, analytics.
- Communication Records: Emails, correspondence, feedback, and complaints.
4. Legal Basis for Processing
| Categories of Personal Data | Lawful Basis |
|---|---|
| Membership Data | Legal obligation based on the requirements of the Companies Act 2014 |
| Competition and Events Data | Legitimate Interest of the organisation to be able to operate competitions in line with the objects of the organisation |
| Financial Data | Legitimate Interest of the organisation to process payments of members, suppliers, and others with whom the organisation interacts |
| Website Usage Data | Consent |
| Communication Data | Legitimate Interest of the organisation to communicate with and have a record of communication with members, suppliers, and others |
| Children’s Data (individuals under 16 years of age) |
Parental or guardian consent will be sought to process the personal data of children. |
| Photography and Videos | Photography and Videos at competitions may be processed in the legitimate interest of the organisation to promote its events and further advertise the work of the organisation. Where individuals are specifically photographed and videos are made of specific individuals, individual consent will be sought. |
5. How Data is Collected
DFI collects data through:
- Membership application forms (online or paper-based).
- Competition registrations and event participation.
- Website usage and cookies.
- Direct interactions, emails, and feedback forms.
6. Data Sharing and Transfers of Personal Data
The DFI will never sell your personal data to third parties.
From time to time, the DFI may work with third parties to provide services to members or improve processes, process payments, store data, or communicate with individuals. These suppliers may be deemed personal data processors.
In instances such as these, the DFI shall have a contract in place with such providers as required by law, in order to protect personal data.
Where such data processors are based outside the EU/EEA, the DFI will ensure that adequate protections are in place and a transfer mechanism as required by law – such as:
- Standard Contractual Clauses (SCCs) for non-EU transfers.
- Adequacy Decisions by the European Commission, if applicable.
The DFI is a member of the World DanceSport Federation (WDSF). Members who wish to compete in WDSF tournaments must be registered with the WDSF. The DFI may share personal data with the WDSF in order to register a person as a competitor so that they can compete at WDSF competitions. This will be done with the prior knowledge of the individual in question, or a parent or guardian in the case of a child under 16 years of age.
The DFI may share personal data with third parties if it is obliged to do so by law or judicial order.
7. Public Display of Athlete Rankings
In line with the legitimate interests of the organisation to operate and promote DanceSport in Ireland, basic personal details of registered athletes (such as name, category, age group, country, competition results, and rankings, etc.) may be displayed on the DFI’s public ranking webpage. This display is necessary for the transparent operation of ranking systems and event qualification. For athletes under the age of 16, the same data may be displayed, provided that parental or guardian consent has been obtained at the time of membership registration, in line with Section 4 of this policy.
8. Data Storage & Security
DFI implements security measures to protect personal data:
- Encryption: Secure storage of sensitive information.
- Access Controls: Limited access to authorized personnel only.
- Data Retention: Retained only for as long as necessary for its intended purpose and legal compliance.
- Regular Reviews: Periodic audits of security practices.
9. Data Retention Policy
DFI retains personal data only for as long as necessary:
- Membership records: Ongoing as required by law under the Companies Act 2014.
- Competition results: 20 years after membership ends (for historical records and ranking).
- Financial records: 6 years (as per Irish tax laws).
- Communication records: 3 years (for inquiries and dispute resolution).
- Website Data and Analytics: As described in our Cookie Policy.
- Children’s Data: Held only as long as required for the duration of membership and deleted upon request or after membership ends.
10. Data Subject Rights
Under GDPR and Irish law, individuals have the following rights:
- Right to Access: Request a copy of personal data held.
- Right to Rectification: Request corrections to inaccurate data.
- Right to Erasure (“Right to be Forgotten”): Request deletion of personal data (subject to legal obligations).
- Right to Restriction: Request to limit processing of data.
- Right to Data Portability: Receive personal data in a structured format.
- Right to Object: Object to processing based on legitimate interests or direct marketing.
- Right to Withdraw Consent: Withdraw consent where processing is based on it.
You have the right to make a complaint to the Irish Data Protection Commissioner www.dataprotection.ie.
11. Contact Information
For data protection queries, contact:
Data Protection Officer (DPO)
DanceSport Federation of Ireland
Email: admin@dancesport.ie
Address: 21 Esmond Avenue, Dublin, Dublin 3, D03 P923, Ireland
12. Policy Review
This policy will be reviewed annually and updated as necessary to remain compliant with
GDPR, the Irish Data Protection Act 2018, and best practices.