Guernsey Triathlon Privacy Notice
The Guernsey Triathlon Club (“GTC”) is a member of the British Triathlon Federation. GTC is subject to Guernsey protection legislation which from 25 May 2018 is the Data Protection (Guernsey) Law 2018 in addition to the General Data Protection Regulation (“GDPR”), where applicable.
GTC is committed to protecting and respecting your privacy. As such this policy details the basis upon which we collect and/or process your personal information.
This Privacy Notice has been drafted in a clear and transparent manner so that all GTC members age 13 and over are able to understand how GTC collects and processes their data in order that they can provide consent to certain uses of personal data as outlined below.
“Personal data” means information about a living individual (the “data subject”) who can be identified from that data (either by itself or when combined with other information).
What personal data do we collect and how?
We collect and process various categories of personal data at the start of and for the duration of your membership with us. We will limit the collection and processing of data to information necessary to adequately provide training and races for our members. Personal data may include:
• The member’s name and address;
• The member’s date of birth;
• Parent/Guardian/ICE’s contact details (email address, mobile phone number and landline); and
We may also require personal data defined as “special category data” for specific and limited purposes, such as ensuring that the member is able to train and race safely. We will only process special categories of information where we’ve obtained your explicit consent or are otherwise lawfully permitted to do so. This may include:
• physical health details or medical conditions.
How we obtain personal data
Your personal data is made up of all the personal information and documentation we collect and hold about you. It includes:
a. Information and documentation you give to us via your membership forms; b. information and documentation that we learn about you through our relationship with you; and c. information and documentation that we gather from publicly available sources, such as results published on the British Triathlon Federation (or other affiliated) website.
Who has access to your data?
Members of the coaching team, the GTC Committee, the GTC Race Committee, members involved in organising events and races and third parties (Race Results) have access to members’ data in order for them to carry out their roles within the club or at events and races.
Why do we need your personal data?
GTC needs your personal data for the following reasons:
• in order to put GTC members into correct age categories (date of birth) for training and for races
• for race results
• to ensure that members are safe at all points (medical information and next of kin/ in case of emergency information)
• to keep you updated with our activity
• to provide news and event updates
• to provide details of changes of dates and venues
• to provide periodic updates and press releases/ race reports.
Basis of use
GTC collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive sport.
GTC requires consent from members for the using/processing of personal data for the purposes of publishing results, photos and providing the media with event reports. At every race event we request confirmation that we are able to utilise photos for race reports in the Guernsey Press, Bailiwick Express, Facebook, Instagram, Twitter and/or the website.
How long do we keep your personal data?
We retain your personal data for as long as you are a member of the club. Historic race results and race reports will be retained on our website and those outlets that have published the results as reports.
As a data subject you have certain rights, these include the right of access (commonly known as a subject access request), the right to be informed (as set out in this privacy notice), the right to amend your details, the right to be forgotten (or erase your details), the right to restrict what we do with your data, the right to transfer data and also to object. Should you have any questions on this privacy notice or wish to exercise any of your rights please contact any member of the GTC Committee (names are published on the GTC website).
You are also entitled to withdraw your consent at any point. Please contact any member of the GTC Committee should you wish to withdraw consent.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place physical, electronic procedures to safeguard and secure the
information we collect. Much of the information you provide is held via a third party provider (see below)
Sharing with third parties
We may need to share your personal data with third parties but we shall not do so except:
• where we have your express permission; and
• where it is required in order for you to enter into a race.
Data Protection Authority
If your queries, concerns or complaints are not resolved by GTC in a satisfactory manner you are entitled to contact the local data protection authority, as below
Data Protection Commissioner.