Automated retention rules have been built into ADAMS to give effect to the retention periods described in Annex A of the International Standard for the Protection of Privacy and Personal Information (ISPPPI). These automated processes purge any data from ADAMS for which the retention period has expired. See an example of how these processes work below. Retention periods for any data not expressly provided for in Annex A is based on the criteria set out in Article 10 of the ISPPPI.
ADOs are responsible for respecting the retention periods set out in Annex A and other retention criteria described in the ISPPPI for data they maintain outside of ADAMS.
Example: Retention Rules in ADAMS
- PT is an international-level athlete that is part of the International Federation’s Registered Testing Pool (RTP). PT participates in many major events, including in the 2021 Olympic Games.
- PT submitted whereabouts in Q4 2021. PT was late to submit these whereabouts and received a notice of filing failure in early January 2022.
- PT received a therapeutic use exemption (TUE) in advance of the 2021 Games that expired on 1 January 2022.
- During the Games, the Athlete Passport Management Unit responsible for reviewing PT’s Athlete Biological Passport recommended that an additional sample be collected.
- On 1 January 2022, PT decided to retire from sport. PT’s last doping control occurred on 1 December 2021.
- On 1 January 2030, one of PT’s samples from the 2021 Games is re-analyzed and returns an AAF.
- PT receives a final decision and a four-year sanction for having committed an anti-doping rule violation (ADRV) on 1 June 2030.
In this example, we focus on how long the last anti-doping information about PT is kept in ADAMS (e.g., the last test, last available whereabouts, etc.). We also focus on the normal application of the rules, not on possible exceptions explained in the ISPPPI. For complete details about the retention rules, see Annex A of the ISPPPI.
|
Data Category |
Kept until |
Why? |
|
|
1 June 2040 (name, date of birth, etc.)
1 December 2031 (contact information) |
Demographic information (like name, date of birth, etc.) must be kept until all other associated records about PT, e.g. PT's sanction, are deleted. This is so the sanction can remain tied to PT in ADAMS. Contact information is kept for 10 years from the date of the last test so PT can be contacted in the event of an AAF. |
|
|
31 December 2022 (whereabouts)
31 December 2031 (filing failure record) |
Whereabouts continue to be relevant after the date for which they are submitted (in Q4 2021) because three whereabouts failures within a 12-month period is a type of ADRV. They can also be relevant to test distribution planning, interpreting lab results, investigations, and ADRV proceedings. Evidence of whereabouts failures (incl. filing failures) can be relevant to other ADRVs (e.g., tampering) that can be pursued up to 10 years after the date of the relevant conduct. |
|
|
1 January 2032 (TUE certificate).
1 January 2023 (The TUE application and supplementary medical information). |
The TUE certificate expired on 1 January 2022, so it is kept until 1 January 2032 (10 years). This is so evidence of the approved TUE is kept for as long as an athlete sample can be re-analyzed. Otherwise, an athlete could receive an ADRV for a substance for which they had received a valid exemption at the time the sample was collected. Supporting TUE documentation is only kept for a short period needed to process and review the application. |
|
|
1 December 2031 (Doping Control Form, mission order, and other testing documents) |
These testing documents are needed for sample re-analysis, which can happen up to 10 years from the date of sample collection (1 December 2021), and for interpretation/validation of ABP data and results. |
|
|
1 December 2031 (results from last doping control on 1 December 2021)
1 January 2040 (AAF results from sample re-analyzed on 1 January 2030) |
Laboratory results are needed for sample re-analysis, which can happen up to 10 years from the date of sample collection. PT's 2021 sample was re-analyzed in January 2030. PT's AAF result from 2030 will be kept for 10 years, because PT could be charged with another ADRV within this 10-year period and receive a sanction for a second violation, based on a re-analysis of other samples collected before the end of PT’s career. |
|
|
15 December 2031 (ABP biological variables) |
PT’s last doping control was on 1 December 2021. The ABP biological marker values would have been generated the same day the DCF was entered in ADAMS and matched to lab results, on 15 December 2021. ABP results/data are kept for 10 years, because they can be relevant to an ADRV and to interpret sample re-analysis results. PT’s passport raised flags during the 2021 Games that led to additional sample collection and would have factored in to the decision to flag PT's samples for re-analysis. This would have been important context to the decision to bring an ADRV charge in 2030. |
|
|
1 June 2040 (decision and supporting case file) |
A final decision was issued on 1 June 2030, with PT’s suspension lasting until 1 January 2034. The decision and supporting case file will be kept for 10 years because more of PT’s samples could still be re-analyzed and lead to a charge for a second violation. If PT were to receive a second violation, the existence of a first sanction is necessary information to determine the length of the second sanction. |
