Courses for Parents

Fully online, short course with a quiz.

If your child is under 18 and competing in any IPSF event, this course will help you:

• Understand the rules and responsibilities involved
• Know what you are signing (and why it matters)
• Support your child in a safe, respectful, and positive way
• Avoid common mistakes that could affect your child’s experience or score

Click here to get to the parents course

IPSF Data Protection Policy

Effective Date: 2025 | Last Updated: October 2025

1. Definitions
   • Personal Data – any information relating to an identified or identifiable natural person.
   • Processing – any operation performed on personal data, such as collection, storage, use, disclosure or deletion.
   • Controller – the organisation that determines the purposes and means of processing personal data.
   • GDPR - the EU General Data Protection Regulation (2016/679).
   • Processor – an external service provider that processes personal data on behalf of IPSF.
   • Data Subject – the individual whose personal data is processed by IPSF.
   • Supervisory Authority – the President of the Personal Data Protection Office (Prezes Urzędu Ochrony Danych Osobowych – UODO), the independent national data-protection authority of Poland.

1. Purpose and Scope

This Policy explains how the IPSF collects, uses, stores and protects personal data in accordance with GDPR and the Polish Data Protection Act.

It applies to all personal data processed through IPSF systems, websites, applications, membership databases, competition management tools and related operations.

This Policy applies globally to all activities conducted by the IPSF and to any national federations, committees or authorised organisers duly acting under the authority of the IPSF, insofar as they process personal data for IPSF-related purposes. IPSF acts as the data controller for its own processing operations. National Federations and event organisers act as independent controllers unless a written Data Processing Agreement states otherwise.

2. Data Protection Contact

IPSF has designated a Data Protection Contact (not a formal DPO under Article 37 GDPR).
Email: support@ipsfsports.org
Postal address: os. Jana III Sobieskiego 40/2N, 60-688 Poznań, Poland.

3. Legal Bases for Processing (Articles 6 and 9 GDPR)

IPSF processes personal data only where a lawful basis applies:

• Contract performance (Art. 6(1)(b)) for account registration, competition entry, and membership administration;
• Legal obligation (Art. 6(1)(c)) for compliance with accounting, tax, and applicable anti-doping rules;
• Legitimate interests (Art. 6(1)(f)) for system security, fraud prevention, and communication with members;
• Consent (Art. 6(1)(a)) for newsletters, marketing, media, and processing of minors' data;
• Special category data may be processed under Art. 9(2)(a) (explicit consent), Art. 9(2)(f) (establishment, exercise or defence of legal claims), Art. 9(2)(g) (substantial public interest in sports governance), or Art. 9(2)(h) (health data for athlete safety).

4. Categories of Personal Data

Depending on the context, IPSF may process:

• Identification: name, date of birth, nationality, passport or ID number.
• Contact: email address, telephone number, postal address.
• Membership and account: login credentials, federation affiliation, preferences.
• Competition and judging: registration details, scores, results, eligibility and disciplinary records.
• Financial: payment IDs and transaction references from Stripe or PayPal (no card data stored by IPSF).
• Technical: IP address, browser type, device ID, cookies, usage logs.
• Media: photos and videos (with consent).
• Minors: personal data of individuals under 18 processed only with verifiable parental or guardian consent.

5. Systems and Data Sources

- Website: Joomla CMS (SSL/TLS encrypted).
- App and database: hosted by Hetzner Online GmbH (Germany).
- Email: SendGrid / Twilio (USA).
- Payments: Stripe and PayPal (EU/USA).
- Internal collaboration: Google Workspace (EU data region).

IPSF collects limited personal data through its official website and digital platforms.
Data automatically collected may include IP address, browser type, time zone, and access logs for security and statistical purposes.

IPSF’s digital systems include a Joomla-based website and an internal web/mobile application. These platforms collect and process limited personal data such as user registrations, competition entries, and IP addresses for security purposes. All communication between users and IPSF systems is encrypted using SSL/TLS. Hosting is provided by Hetzner Online GmbH (Germany) within the European Union, ensuring GDPR-compliant data handling.

The IPSF website and applications use SSL/TLS encryption, two-step authentication for administrative logins, and regular software updates to maintain data integrity.

6. Processors and Safeguards (Articles 28 and 46 GDPR)

All processors operate under written Data Processing Agreements.

Where data leaves the EEA, IPSF applies the EU Standard Contractual Clauses (Commission Implementing Decision (EU) 2021/914) or equivalent safeguards.

7. Data Retention and Deletion

Personal data is retained only as long as necessary for the purposes collected:

• Membership and user accounts: until account closure plus 24 months of inactivity;
• Competition records: 10 years for historical and statistical purposes (Art. 89 GDPR);
• Financial records: 7 years (accounting obligations); and
• Media content: until consent is withdrawn.

Data no longer required is securely deleted or anonymised in line with IPSF's retention schedule.

Cookies used on IPSF websites are limited to essential functionality and analytics tools governed by consent in accordance with the ePrivacy Directive. For more details, see the IPSF Privacy Policy.

8. Security Measures (Article 32 GDPR)

IPSF applies appropriate technical and organisational measures including:

• SSL/TLS encryption for all transmissions;
• EU-based hosting, firewalls, and intrusion detection;
• Role-based access control and two-factor authentication for administrators;
• Regular patching, vulnerability assessments, and encrypted backups;
• Staff training and confidentiality obligations; and
• Secure storage and destruction of any paper records.

IPSF reviews these measures annually to ensure continued effectiveness

9. International Transfers (Articles 44 to 46 GDPR)

Limited transfers to the USA (e.g., SendGrid, Twilio, PayPal) are protected by the EU Standard Contractual Clauses (Decision (EU) 2021/914).

No other third-country transfers take place without adequate safeguards.

10. Rights of Data Subjects (Articles 12 to 23 GDPR)

Individuals may exercise the following rights: access, rectification, erasure, restriction, portability, objection, and withdrawal of consent.

To exercise any of these rights, please contact us at support@ipsfsports.org

We will respond within one month of receiving your request (this may be extended by up to two months for particularly complex cases).

If you are not satisfied with how we handle your request, you have the right to make a complaint to the President of the Personal Data Protection Office (UODO) – the Polish national data protection authority – in accordance with Article 77 of the GDPR.

11. Processing of Minors' Data

IPSF processes the personal data of individuals under 18 years of age only with verifiable consent from a parent or legal guardian.

Where national law sets a lower threshold (e.g. 16 years under Polish law), IPSF will apply the higher standard by default.

12. Images and Videos

IPSF may use images and videos of athletes, coaches, and officials to promote events or achievements, subject to consent.

Unauthorised third-party commercial use is prohibited.

13. DPIAs, Records, and Breach Management

IPSF maintains Records of Processing Activities (Art. 30) and conducts Data Protection Impact Assessments for new technologies or high-risk processing (Art. 35).

All personal data breaches are recorded. Where required, IPSF will notify UODO within 72 hours and inform affected individuals where there is a high risk to rights and freedoms (Arts. 33 and 34).

In the event of a personal-data breach, IPSF will immediately assess the risk to the rights and freedoms of affected individuals and record the incident in its internal breach register. Where notification is required, IPSF will inform the President of the Personal Data Protection Office (UODO) within 72 hours of becoming aware of the breach and, when appropriate, will also notify affected individuals without undue delay. IPSF will document all facts, effects, and remedial actions in accordance with Article 33(5) GDPR.

In the event of a data breach, IPSF will:

1. Immediately contain the incident and assess its scope;
2. Record the breach in the internal register, noting date, type, and corrective actions;

• Notify UODO within 72 hours where required under Article 33 GDPR; and

1. Inform affected individuals without undue delay if the breach poses a high risk to their rights and freedoms.

IPSF reviews all incidents annually to prevent recurrence.

14. Updates

Any amendments shall be approved by the IPSF Executive Board and communicated through the IPSF website or other appropriate channels. The latest version will be available at https://ipsfsports.org/privacy

15. Contact Us

International Pole and Aerial Foundation,
Operating as International Pole and Aerial Sports Federation (IPSF)
os. Jana III Sobieskiego 40/2N, 60-688 Poznań, Poland

Email: support@ipsfsports.org

IPSF Privacy Policy

Effective Date: 2025 | Last Updated: October 2025

1. Who We Are

The International Pole and Aerial Sports Federation (IPSF) is a non-profit organisation promoting pole and aerial sports worldwide. The IPSF is the world governing body for pole and aerial sports.

We are committed to protecting your privacy and handling your data lawfully under the General Data Protection Regulation (GDPR) and Polish data protection laws.

This Privacy Policy applies globally to all activities conducted by the IPSF and to any national federations, committees or authorised organisers duly acting under the authority of the IPSF, insofar as they process personal data for IPSF-related purposes.

IPSF acts as the data controller for its own processing operations. National Federations and event organisers act as independent controllers unless a written Data Processing Agreement states otherwise.

2. What This Privacy Policy Covers

This Privacy Policy explains what personal data we collect and why, how we use and store it, with whom we share it and your rights under GDPR as they relate to the IPSF.

It applies to all visitors, members, athletes, coaches, judges, volunteers and users of the IPSF website, web app and mobile app.

3. Data We Collect

We may collect the following:

• Identification and contact details;
• Membership and account data;
• Competition and judging information;
• Financial transaction references from Stripe or PayPal (no card data stored by IPSF);
• Technical data such as IP address, device ID, cookies and logs;
• Images and videos (with consent);
• Data of minors (under 18, with guardian consent); and
• Disciplinary or anti-doping data required under IPSF Rules.

4. How We Collect Data

IPSF collects personal data through the following interactions:

• When you create an IPSF account or register for membership;
• When you enter or judge competitions organised or sanctioned by IPSF;
• When you subscribe to newsletters or marketing communications;
• When you make payments through Stripe or PayPal;
• When you contact IPSF via online forms or email; and
• Through essential cookies and analytics tools used on our digital platforms.

5. How and Why We Use It

IPSF processes personal data only where a lawful basis applies:

• Contract performance (Art. 6(1)(b)) for account registration, competition entry, and membership administration;
• Legal obligation (Art. 6(1)(c)) for compliance with accounting, tax, and applicable anti-doping rules;
• Legitimate interests (Art. 6(1)(f)) for system security, fraud prevention, and communication with members;
• Consent (Art. 6(1)(a)) for newsletters, marketing, media, and processing of minors' data;
• Special category data may be processed under Art. 9(2)(a) (explicit consent), Art. 9(2)(f) (establishment, exercise or defence of legal claims), Art. 9(2)(g) (substantial public interest in sports governance), or Art. 9(2)(h) (health data for athlete safety).

6. Cookies and Analytics

Our Joomla-based website uses essential cookies for functionality and optional analytics cookies only with your consent, in accordance with the ePrivacy Directive (2002/58/EC).

You can manage preferences through our cookie banner or your browser settings.

7. Data Sharing and International Transfers

We share data only when necessary and under GDPR-compliant agreements:

• Hetzner Online GmbH: hosting of website and databases (Germany);
• SendGrid / Twilio: email delivery (USA) protected by SCCs (2021/914);
• Stripe / PayPal: payment processing (EU/USA) protected by SCCs (2021/914); and
• National Federations and organisers: independent controllers for their processing.

IPSF does not sell or trade personal data.

To deliver its services effectively, the IPSF relies on a small number of carefully selected external providers who act as data processors under written agreements. Each provider processes personal data solely on IPSF’s documented instructions and only for the purposes described below.

IPSF ensures that all such providers offer appropriate technical and organisational measures consistent with Article 28 of the GDPR, and that any transfers of personal data outside the European Economic Area are protected by approved legal safeguards such as the European Commission’s Standard Contractual Clauses (Decision (EU) 2021/914).

The principal processors and service providers engaged by the IPSF are listed below:

8. Data Retention

We keep your data only as long as necessary:

• Accounts: deleted after 24 months of inactivity;
• Competition records: 10 years (Art. 89 GDPR);
• Financial data: 7 years (accounting laws); and
• Media: until consent is withdrawn.

When data is no longer needed, it is securely deleted or anonymised.

See Privacy Policy for cookies information

9. Data Security

We implement robust security controls: SSL/TLS encryption, EU-based hosting, firewalls, access controls, staff training, encrypted backups and regular audits.

Further technical details are outlined in the IPSF Data Protection Policy.

10. Your Rights

You have a number of important rights over your personal data. These include the right to:

• Access the personal data we hold about you and receive a copy of it;
• Correct any inaccurate or incomplete information;
• Request deletion of your data when it is no longer needed or where you have withdrawn consent;
• Limit how your data is used in certain situations;
• Receive your data in a portable format and transfer it to another organisation; and
• Object to your data being processed for particular reasons, such as direct marketing.

If you have given your consent for us to use your data, you can withdraw that consent at any time.

To exercise any of these rights, please contact us at support@ipsfsports.org. We will respond within one month of receiving your request (this may be extended by up to two months for particularly complex cases).

If you are not satisfied with how we handle your request, you have the right to make a complaint to the President of the Personal Data Protection Office (UODO) – the Polish national data protection authority – in accordance with Article 77 of the GDPR.

11. Processing of Minors’ Data

IPSF processes the personal data of individuals under 18 years of age only with verifiable consent from a parent or legal guardian.

Where national law sets a lower threshold (e.g. 16 years under Polish law), IPSF will apply the higher standard by default.

12. Data Breaches

In the event of a personal data breach, IPSF will:

1. Immediately contain the incident and assess its scope;
2. Record the breach in the internal register, noting date, type, and corrective actions;

• Notify UODO within 72 hours where required under Article 33 GDPR; and

1. Inform affected individuals without undue delay if the breach poses a high risk to their rights and freedoms.

IPSF maintains a breach register and reviews all incidents annually to improve prevention measures.

13. Changes to This Policy

Any amendments shall be approved by the IPSF Executive Board and communicated through the IPSF website or other appropriate channels. The latest version will be available at https://ipsfsports.org/privacy

14. Contact Us

International Pole and Aerial Foundation,
Operating as International Pole and Aerial Sports Federation (IPSF)
os. Jana III Sobieskiego 40/2N, 60-688 Poznań, Poland

Email: support@ipsfsports.org