International Children's Games privacy notice
Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioners Office (ICO) as a Data Controller. This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.
Why we collect and use Personal Data about you
We collect and hold personal information relating to your participation in the International Children’s Games.
We use this information to:
- Provide you with necessary and appropriate services
- Help us to develop and improve our services
- Complete statistical returns to Government departments
Our lawful basis for processing personal data is Consent.
What information do we collect about you?
- Your full name
- Your contact details and/or your parents' contact details
- Your date of birth
- Details of any health conditions and any medication you take
- Details of your next of kin (who we should contact for you in an emergency)
- Passport details (for travel agents)
- ID photograph (for Games accreditation)
- Clothing sizes (for team kit)
- School you attend
Who we share your Personal Data with
We will share data with:
- Swimming Team - City of Coventry Swimming Club
- Track and Field Team – Godiva Harriers Athletics Club
- Team Coventry’s Head of Delegation
- Travel agents and travel partners
How long will we keep your information?
We will only keep your information for as long as we need to so we can give you the service you need unless we must keep it for legal reasons. The information will be retained for 12 months.
Your rights
You have the right to:
- Ask to see the personal information we hold about you
- Withdraw consent (see below)
- Ask us to change information we hold about you if it is wrong
- Ask us to delete the information we hold about you
- Ask us to limit the way we use your personal information
- Ask for human intervention regarding decisions made about you by a computer
- Data portability (have your data transferred to another Authority)
- Complain to the Information Commissioner’s Office
To exercise any of these rights please contact the Coventry City Council Sport Development team by mailing covsport@coventry.gov.uk [mailto:covsport@coventry.gov.uk]
Withdrawal of consent
Where personal data is processed based on consent, you will have the right to withdraw that consent. However, Coventry City Council processes personal data that it is necessary to do so to comply with our legal obligations and to enable us to perform tasks carried out in the public interest.
Complaints
You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision. dpoteam@coventry.gov.uk [mailto:dpoteam@coventry.gov.uk]
If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF.
Last reviewed: December 2025
Parental consent, authorisation consenting to medical treatment of (athlete) Minor and release and waiver of liability
In consideration for the above referenced athlete (“the Minor”) being permitted to participate in the 2026 International Children’s Games to be held in Hualien, Taiwan on 1 – 6 August, 2026 (the “Games”), the undersigned parent(s) and/or legal guardian(s) of the Minor hereby agrees, on his/her/their behalf and on the behalf of the Minor and his/her/their respective heirs, executors and assigns, to the following:
Medical Care Authorisation, Consent to Treatment and Specific Indemnity
The undersigned hereby authorise International Children’s Games and the International Children’s Games Hualien 2026 (“the organisers”), to consent to any medical, dental, surgical or hospital care, treatment or diagnosis, anaesthetic, or X ray examination for the Minor. This authorisation is granted under the effective legal acts of the host country and includes the authority to consent to any medical, dental, surgical or hospital diagnosis, treatment or care, physiotherapy or first aid treatment to be rendered to or for said Minor under the general or specific supervision of a qualified physician, surgeon, dentist, physiotherapist, or paramedic/first aider. This authorisation shall remain effective while the Minor is enroute to or from, or is participating or otherwise involved in, the Games and for all care that may be rendered in connection with any injury or condition which may be occasioned in connection with the organisers, whether such care may be rendered during the Games or thereafter. The undersigned acknowledge that personnel participating in the Games are not necessarily medically trained to care for any physical or medical problems that may occur during the Games and confirm that the Minor has no health problems that could prevent the Minor from participating in the Games.
Indemnity, Release, and Waiver of Liability
The undersigned has read and fully understands this Parental Consent, Authorisation Consenting to Medical treatment of Minor and Release and Waiver of Liability.
The Minor and his or her heirs, executors and assignees do hereby agree to assume all the risks and responsibilities surrounding such participation and do hereby also agree to indemnify, and fully and forever waive, release and discharge the Games, the organisers and representatives thereof, relevant local authorities and their respective officers, directors, councillors, employees and agents (collectively the “Releasees”) from any and all liabilities, demands, claims, damages, losses, costs (including legal fees), actions and causes of action (known or unknown) (collectively “Claims”) arising out of or related in any way with the Minor’s participation in the Games or presence at the Games at any time, including, but not limited to, any claim for personal injury, property damage and/or death and on account of first aid service rendered to the Minor during the Games or on account of any and all acts done pursuant to the above medical care authorisation and consent to medical treatment of Minor, but only to the extent permitted under the effective legal acts of the host country. This indemnity extends to Claims made by third parties against the Releasees. The undersigned as parent/guardian of the Minor and the Minor understand and agree that the Minor shall be fully responsible for his or her own personal items during his or her participation in the Games and that the Releasees shall not be liable for any loss of or damage to the same. The undersigned as parent/guardian of the Minor and the Minor understand and agree that, to the extent permitted by the legal acts of the host country, the Minor is at all times fully responsible for his or her personal safety during his or her participation in the Games and when the Minor is outside of the Games’ - (a) venues, (b) accommodation and/or (c) transport. On such occasions that the Minor is outside of the Games’ - (a) venues, (b) accommodation and/or (c) transport, the Minor’s Head of Delegation shall, to the extent permitted under the legal acts of the host country, procure that the Minor acts in a way so as not to compromise his or her personal safety and shall be responsible for his or her supervision. The undersigned acknowledges and agrees that the Releasees are not responsible for the supervision of the Athletes (Minor) while attending and/or participating at the Games or otherwise.
The undersigned further agree that this release is a full and complete waiver of all claims, which shall apply to all known and unknown and unanticipated claims, and waive the benefits but only to the extent permitted under the legal acts of the host country.
Choice of Law/Severability
This document shall be construed in accordance with the legal acts of the host country and any dispute, difference or question of any kind which may arise between any of the parties shall be determined in accordance with the procedures as established by the legal acts of the host country.
This document has been prepared by the International Children’s Games and the undersigned understands that it has legal consequences and if he/she/they has/have any questions in relation to the document he/she/they should seek independent legal advice.
The undersigned has read this document and fully understands its terms. The undersigned understands that he/she/they may be giving up substantial rights by signing this document and sign it freely and voluntarily without any inducement. It is further understood and agreed that this Parental Consent, Authorisation Consenting to Medical Treatment of Minor and Release and Waiver of Liability is legally binding on the undersigned, the Minor and their respective heirs, executors and assignees but only to the extent permitted under the legal acts of the host country.