Privacy policy

IEMTech makes COVA. We are in the City of Naga, Cebu, Philippines.

Our Data Protection Officer answers every question about this policy and every request about personal information:

• Data Protection Officer, IEM Information Technology Services
• Email: privacy@covaevents.com
• Phone: +63 929 892 6334
• Post: City of Naga, Cebu, Philippines 6037

• You can read covaevents.com without an account. It has no forms.
• It sets no cookies and runs no analytics or tracking. Its fonts come from the site itself.
• Netlify, Inc. hosts the site. Like any web host, it receives your device’s IP address and browser details when it serves a page, so it can deliver and protect the site. We don’t use these to identify you.
• When you email us, we receive your address and your message. We use them only to answer you, and keep them for as long as that takes. Our email is hosted by Google.

• Our Page is facebook.com/covaph. We post there about organizers’ real events, and only for an organizer whose admin has turned this on in COVA.
• We post an event’s milestones: registration opening and closing, the draws being published, the event day, and the final results. We also post results by chapter (by school, at an inter-school event). Each post links to the organizer’s own site.
• Our posts never name an athlete, never show a photo of an athlete, and never show an event fee.
• COVA’s Facebook app only publishes posts to our own Page. It doesn’t sign you in with Facebook and reads no Facebook user’s data.
• When you comment on our Page or message it, Meta handles that under its own policy. We see only what you post or send us, and use it only to answer you or keep the Page tidy.
• To have a post removed, email privacy@covaevents.com with a link to it, and we take it down.

Who decides: Organizers, such as regional taekwondo associations, run their events on COVA, each on its own site under its own name. The organizer decides what it collects and why: it is the personal information controller. IEMTech handles that information on the organizer’s behalf, under our agreement with it, and never for a purpose of our own.

What COVA holds for an organizer:

• athletes’ names, birth dates, gender, belt and chapter, an NCC ID when given, and the height or weight of a sparring entry;
• parents’ email address and mobile number, when a parent registers an athlete through the organizer’s event link;
• coaches’ and the organizer’s staff’s names, email addresses and sign-in details;
• proofs of payment that chapters upload, and the payments the organizer records;
• each event’s draws, results and medals.

Where it is kept:

• Each organizer’s records are kept in a database of their own, apart from every other organizer’s.
• COVA’s servers and file storage are in Singapore (Amazon Web Services), and COVA’s email is sent through Amazon’s email service there.
• The event link’s bot check is Cloudflare Turnstile, which receives the visitor’s IP address.

What the public sees:

• An organizer’s published fight diagrams show each athlete’s name, chapter and division.
• Its medal tally shows chapters, and names each award’s best player.
• The event link lists coaches’ names, so a parent can pick their chapter’s coach.
• A registration’s status page shows the athlete’s name and the coach’s name and email to whoever holds its private link.
• An athlete in a Special division is never shown in public.

Cookies on organizer sites:

• Coaches and the organizer’s staff get a sign-in cookie and a security cookie. “Keep me signed in” adds one more.
• The event link saves an unfinished registration in your own browser for 24 hours.
• There are no advertising or analytics cookies.

Your requests: To see, correct or erase an athlete’s details, or to withdraw consent, contact the organizer that holds them. Each organizer site’s footer has “Contact the organizer”. You may also write to our Data Protection Officer, and we’ll pass your request to the organizer and help it answer.

How long: COVA keeps an organizer’s records for as long as the organizer uses COVA, unless it asks us to delete them sooner. When an organizer leaves, we hand its records back and delete our copies. Backups expire within 30 days.

Most athletes are children. Organizers collect their details from parents and coaches to register them for events. Our Facebook posts never name them or show their photos.

• Every page and app is served over an encrypted connection (HTTPS).
• People see only what their role allows. A coach sees their own chapter. Payments are seen only by the chapter’s coach and the organizer’s admins.
• Stored files and backups are encrypted. Private files, such as proofs of payment, open only through links that expire within minutes.
• If a breach affects personal information, we tell the organizer concerned at once. It can then tell the National Privacy Commission and the people affected, as the law requires.

Under the Data Privacy Act you have the right to:

• be told how your information is used;
• see it, and have it corrected;
• object to its use, and have it erased or blocked;
• get a copy you can take elsewhere;
• be paid for damages caused by its misuse.

To use any of these rights, write to our Data Protection Officer at privacy@covaevents.com. You may also complain to the National Privacy Commission at privacy.gov.ph.

When we change this policy, we post the new version here with its date. Before a change that affects how we use your information, we say so on this page first.