Privacy Policy

PRIVACY NOTICE

Purpose of This Policy

This privacy notice tells you what to expect when Rugby Triathlon Club processes your personal information and is aligned to the British Triathlon Federation (BTF) privacy notice.

How we use your information

Rugby Triathlon Club will be a "controller" of the personal information that you provide to us through this website, unless otherwise stated.

This privacy notice applies to information Rugby Triathlon Club collects about:

Members of Rugby Triathlon Club
People entering an event organised by Rugby Triathlon Club
Rugby Triathlon Club coaches
Event results
Visitors to our website

Members of Rugby Triathlon Club

As a member of Rugby Triathlon Club, we process personal information including:

personal details - such as name, title, address, email addresses, telephone numbers, relevant health information, date of birth, gender;
emergency contact details – name, contact number, relationship;
equality information - disability (if any), ethnic group, religious belief, gender;
payment details - credit/debit card details (which we do not retain) and other payment details such as bank account number, sort code, card details so we can receive payments from you and details of the financial transactions with you;
membership photo - the photo used on your membership card
marketing communication preferences - so that we know whether, and how, we should contact you.
records of correspondence and instructions to us, such as emails and telephone conversations;
records of your attendance at any events or training sessions;

Why we need your personal information - contractual purposes

We need to process our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

provide you with core member services, such as training sessions and seminars;
facilitate member benefits such as club discounts, including provision of membership cards;
provide affiliated membership to England Athletics (EA) as an optional member benefit;
send you membership communications email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees’ information, information on membership benefits and club events;

If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information - legitimate interests

We also process our members’ personal information in pursuit of our legitimate interests to:

monitor and develop participation in club events and training provision;
participate in surveys for researching and development purposes;
respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the club. Complaints will be dealt with in line with the Rugby Triathlon Club complaints and disciplinary policy. We will use your personal information to investigate your complaint and take action in line with the complaints and disciplinary policy;

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on dataprotection@rugbytriathlon.org.uk.

If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need your personal information - consent

We use consent as the legal basis to:

send out marketing communications to promote and encourage participation in events organised and supported by Rugby Triathlon Club, communicate offers from retail partners, promote events organised by nominated club charities or relevant organisations (such as England Athletics or Cycling Time Trials);
marketing communications will not be sent to any junior members under the age of 16. This is because, by law, people under the age of 16 are not recognised as being able to fully understand why they are agreeing to or opting in to something. We will only communicate with any junior members under the age of 16 if they have applied to race in an event organised by Rugby Triathlon Club and will need to receive information on this event.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure & Barring Service, and UK Police and law enforcement agencies for the purposes of prevention and detection of crime.

We may also share personal information with professional and legal advisors for the purposes of taking advice.

If your personal information is included in any images or videos taken at club training sessions or events, these may be shared for promotional and/or journalistic purposes, unless you request otherwise.

Rugby Triathlon Club may share personal information with companies who help with membership fulfilment. For example, Rugby Triathlon Club utilises third-party membership management, which may retain information to initiate contact about membership renewals. Also, Rugby Triathlon Club may outsource the printing and distribution of membership cards to a third-party supplier.

Your data may be shared with data processors to help with communication delivery. For example, a third-party provider, MailChimp, may be used to deliver some of our email communications which might include newsletters. Your data may be shared when we use data processors to conduct online surveys (for example SurveyMonkey) so that we can report on trends and gain feedback; or with companies who provide cloud-based file storage and sharing (such as OneDrive and Google Drive).

Some personal data may be provided to payment providers in order to take payment for your membership. This generally includes payment details along with name, address and contact details which are sometimes used in fraud prevention.

If we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for two years.

We will also keep certain personal information for longer in the event of a claim against Rugby Triathlon Club.

Transferral of personal data outside the European Union

Your personal data may be transferred outside of the EU when using third party services such as OneDrive, Google Drive, MailChimp or SurveyMonkey. Whenever your data is transferred outside the EU we will make sure the organisation receiving the personal data has provided adequate safeguards. For example, by ensuring such services have certified their compliance with the EU-U.S. Privacy Shield Framework.

People entering a Rugby Triathlon Club event

Rugby Triathlon Club is the “controller” and “processor” of the personal information that you provide to us, unless otherwise stated.

Throughout this section of the privacy notice the term “We” refers to Rugby Triathlon Club.

When you enter an event, we process certain personal information including:

personal details – such as name, address, email address, and date of birth;
membership details (if applicable, such as BTF number);
payment details (which we do not retain);
participation details – club, team name;
emergency contact details – name, contact number, relationship;
relevant medical information (if any);
equality information – disability (if any), ethnic group, religious belief, gender;
experience levels, behaviour and interests – optional research questions for monitoring purposes;
any additional information needed for the event - for example swim times, t-shirt size;
records of correspondence and instructions to us, such as emails and telephone conversations;

Why we need your personal information - contractual purposes

We need to collect our event participants’ personal information so that we can manage your event entry and participation in the event. We will use our event participants’ personal information to:

provide you with core event services and opportunities including but not limited to, entering you into the event, selecting your age category, adding you to the start list and including you in the results and potential prizes;
send you event related communications by post, email, text or telephone including but not limited to; confirming your entry, issuing pre-race information and distributing your result; and
any other contractual requirements specific to the event.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above services.

Why we need your personal information – legitimate purposes

We also process our event participants’ personal information in pursuit of our legitimate interests to:

promote and encourage participation in the sport of Triathlon by sending other potential participants communications and booking information for upcoming competitions and events. Your personal information may also be used in images and footage captured from our competitions and events, which may use for promotional purposes;
respond to and communicate with participants regarding your questions, comments, support needs or complaints, concerns or allegations in relation to our event. Complaints will be dealt with in line with the relevant complaints process. We will use your personal information to investigate your complaint and take action as appropriate;

If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as an event participant.

Why we need your personal information – vital interests

We need contact details of someone we can contact in an emergency if a situation occurs where we are concerned for your welfare this includes but is not limited to, we are unable to locate you, you are involved in an incident and/or accident where you have injured yourself and/or you are involved in an incident and/or accident where you are unconscious.

This privacy notice applies to the emergency contact information provided. Before sharing someone else’s personal information, to be used as your emergency contact, you must gain their permission to do so.

We need your medical details in case you are involved in an incident and/or accident where you are not able to communicate with the first aid responders and/or emergency services. Your medical details will be shared with the first aid responders and/or emergency services should you be involved in an incident and/or accident.

Who we share your personal information with

We will pass some personal data on to our payment providers in order to take payment for your event entry. This generally includes payment details along with name, address and contact details which are sometimes used in fraud prevention.

In order to deliver the event service, your race entry and results will be publicly available both online and in print format. These will include your name, age category, gender and club/team name. Where an event is electronically timed, we will share your race entry details with our timing companies so your time can be recorded and added to the results.

If your personal information is included in any images or footage taken by at our competitions and events, we may use these for promotional and/or journalistic purposes, unless you request otherwise.

Rugby Triathlon Club utilises third-party event entry and timing systems, the providers of which may retain information independently. Also, Rugby Triathlon Club may outsource the printing and distribution of membership cards to a third-party supplier.

We may also share your personal information with our official partners, charities and sponsors for marketing purposes, where you have consented for us to do so.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, the Emergency Services, the Safeguarding Board and UK Police and law enforcement agencies for the purposes of detection of crime, safeguarding children, managing major incidents/accidents and your welfare.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Your data may be shared with data processors to help with communication delivery. For example, a third-party provider, such as MailChimp, may be used to deliver some event communications such as race information and results. Your data may be shared when we use data processors to conduct online surveys (for example SurveyMonkey) so that we can report on trends and gain feedback; or with companies who provide cloud-based file storage and sharing (such as OneDrive and Google Drive).

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with relevant triathlon services. Unless you ask us not to, we will review and possibly delete your personal information, with the exception of Event Results, after two years.

We will also keep certain personal information for longer in the event of a claim against Rugby Triathlon Club.

Transferral of personal data outside the European Union

Your personal data may be transferred outside of the EU when using third party services such as MailChimp which we use to help with event communications.

Whenever your data is transferred outside the EU we will make sure the organisation receiving the personal data has provided adequate safeguards. For example, by ensuring such services have certified their compliance with the EU-U.S. Privacy Shield Framework.

Rugby Triathlon Club coaches

As a Rugby Triathlon Club coach, you should also view the membership section of this privacy notice to see the how much of your personal data is processed. In addition, we process certain personal information including:

personal details – name, address, email address, and date of birth, club, BTF membership number
records of correspondence and instructions to us, such as emails and telephone conversations

Why we need your personal information - contractual purposes

We need to process your personal information so that we can manage a number of processes for coaching. We might use your personal information for:

TriMark accreditation with the British Triathlon Federation/Triathlon England
record of completing a coaching courses
sending you important communications related to your role as a coach

Why we need your personal information - legitimate interests

We might also use your personal information in pursuit of our interests which include:

develop and maintain qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and DBS child protection requirements.
respond to and communicate with coaches regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the club. Complaints will be dealt with in line with the Rugby Triathlon Club’s complaints and disciplinary policy. We will use your personal information to investigate your complaint and take action as appropriate;

If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a coach.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure & Barring Service (DBS), and UK Police and law enforcement agencies for the purposes of safeguarding children.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

How long we keep your personal information

A lot of the personal information processed as a coach is tied into your membership information so you should see the membership section of this privacy notice to see those retention periods.

We will only keep your coaching personal information for as long as necessary.

Transferral of personal data outside the European Union

Your personal data may be transferred outside of the EU when using third party services such as MailChimp which we use to help with coach communications or file-storage and sharing services like OneDrive.

Event Results

In publishing event results on our website, we process certain personal information which might include:

personal details - name, gender, age group, date of birth, membership number, club
performance details (times and positions)

Why we need your personal information - legitimate interests

We might also use your personal information in pursuit of our interests which include:

aggregate reporting on participation trends and the numbers and demographics of people competing in our events

archiving results to provide people with a history of events competed in and to allow for historical research

If we agree and comply with your objection, this may affect our ability to undertake the tasks above.

Who we share your personal information with

Some of your personal information is shared publicly on our results pages. What is displayed depends on what information has been provided to us, it can include: position, name, gender, age group, club and overall time and individual stage times.

How long we keep your personal information

Result data is intended to be kept indefinitely as a historic record or until Rugby Triathlon Club no longer needs it. Should you wish to remain anonymous then, at such a request, we will replace your personal information with “unknown participant” and remove all possible identifying information.

Note: race results are published and freely available online from many sources. Rugby Triathlon Club cannot manage data controlled by such third-parties.

Transferral of personal data outside the European Union

We do not currently transfer event results data outside of the European Union.

Visitors to our websites

Use of cookies

You can read more about how we use cookies on our website.

Security and performance

Rugby Triathlon Club processes the IP addresses and user agents of visitors in certain areas to help maintain the security and performance of the Rugby Triathlon Club website.

Our legal basis for processing this information is legitimate interests.

These are retained for at least one year but often much longer to allow for long-term reporting.

Your rights

Under the Data Protection Act 1998 and General Data Protection Regulation, you have rights as an individual which you may exercise in relation to information we hold about you. You can read more about these rights at https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/.

Your rights include:

your right to request access to the personal information that we hold about you by making a subject access request;
if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
your right to request that we restrict the processing of your personal information for specific purposes; and
if you wish us to delete your personal information, you may request that we do so.

Access to personal information

Rugby Triathlon Club tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we can:

give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.

To make a request to Rugby Triathlon Club for any personal information we may hold, please contact us using the details provided below or by emailing dataprotection@rugbytriathlon.org.uk.

If we do hold information about you, you can also ask us to correct any mistakes by contacting us.

Complaints or queries

Rugby Triathlon Club tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Please contact us using the contact details provided further down this page.

You also have the right to lodge a complaint with a supervisory authority, which, in this instance, is the Information Commissioner's Office (ICO). If you want to make a complaint about the way we have processed your personal information, you should do so on the ICO website: https://www.ico.org.uk/concerns.

Links to other websites

This privacy notice does not cover any links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review.

This privacy notice was last updated on 26th November 2018.

How to contact us

If you want to request information about our privacy policy, you can email us at dataprotection@rugbytriathlon.org.uk or write to:

Data Protection
Rugby Triathlon Club
c/o Rugby School Sports Centre
Horton Crescent
Rugby
CV22 5DJ