Data Privacy Policy

Overview

• Your privacy is important to you. This Policy explains when and why we, Ashford Tri Club (herein ATC or the Club), collect personal information about our members (and other people who may participate in Club events), how we use it, how we keep it secure, and your Rights in relation to it under the Data Protection Act (DPA) and the General Data Protection Regulations (GDPR).
• We may collect, use and store your personal data, as described in this Data Privacy Policy (the Policy) and as described when we collect data from you.
• We reserve the ability to amend this Policy from time-to-time without prior notice. This Policy will be published on the ATC website, with the most recent amendments clearly indicated including additions or removed content.
• We will always comply with the GDPR when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner’s Office.  For the purposes of the GDPR, we will be the ‘controller’ of all personal data we hold about you.  The Data you provide to us will never be sold or shared with third parties unless you have provided your consent.
• The Club is run by an elected Committee, with specific Officers forming the Management Committee, as set out in the Constitution. The adoption of this Policy was agreed by all members of the Management Committee and is now an integral part of the club’s adopted Policies.
• Given our size, we do not have an appointed ‘Data Protection Officer’. However, the Club Chairperson is the ‘Data Compliance Lead’ for the Club, as supported by the Management Committee.  In the first instance, if you are concerned with any part of this Policy or its implications for you, you should contact the Chairperson or a member of the Management Committee.  The wider Committee has a supportive oversight role in this.
• We do not have any membership level below ‘Adult’ – that is anyone below 16 years of age for the purposes of this policy (it should be noted that the UK may choose on its own under a Data Protection Bill to reduce the age to 13 with regard to GDPR matters). Nonetheless, until that time consent from a person with ‘Parental responsibility’ will need to be provided for anyone younger than 16 years of age.  As we do not run events or have members below this age it is not envisaged that such provisions will be required at this time.  In all cases, we will seek to verify individual’s ages to ensure that parental consent is obtained when processing the data of anyone under 16 years of age.

What Information Do we Hold, and Why?

The table below sets out the main information we collect, hold, and why. In the main this is Data that is collected when you join the Club, or take part in our activities.

Type of Information	Purpose	Basis of processing
Member’s name, address, telephone number, e-mail address	Managing the Member’s membership in the Club, performing administration, and providing information in connection with and related to that membership	In the interest of the Club member in managing the club
Emergency contact details – provided on coached session forms/membership cards	For coaches and/or First Aiders to contact emergency contact in the event of an emergency	Protecting the Member’s vital interests and those of their friends, family and/or dependants and for the legitimate interests of members in operating the Club.
Photos and videos of Members, volunteers, officials and others who participate in both Club and external events – including coaching sessions or social activities	Putting on the Club’s website and in publications – including the Club’s newsletter – and/or social media pages and use in press releases	For the legitimate interests of members in operating the Club.
Member’s name, address, telephone number, e-mail, address and date of birth/age-related information, club affiliations and race times.For events we run any published results will be limited to names, race times, and any club affiliations.	Managing race entries and race results.  Sharing race results with other clubs and the race governing bodies – such as the British Triathlon Federation and providing race results to print and online media	For the legitimate interests of members in operating the Club.
Member’s name, address, telephone number, e-mail Address Managing volunteers for Club events.  This may include details such as those who are First Aid trained.	Managing volunteers for Club events.  Sharing information between volunteers to enable effective running of those events. For example,  social events and the Hythe Bay Tri	For the legitimate interests of members in operating the Club.
Member’s name, age, times for ATC League Table and Triathlon England/British Triathlon race series	Managing league tables and race results.  Sharing race results with race governing bodies – such as the British Triathlon Federation	For the legitimate interests of members in operating the Club and to foster sportsmanship.