4life Club GDPR Policy

When you become a member or renew your membership with 4Life Triathlon Club, the club will be required to collect certain information about you. Any personal information stored by us is kept secure and is not shared with other organisations or individual unless where required by law.

The personal information collected will include:

  • date of birth
  •  gender
  •  BTF number, email address, address
  •  telephone number
  •  medical information you feel we should be aware of
  • any requirements for assistance to participate in triathlon,
  • The name, address and telephone number of your emergency contact.

Why we collect and use this information

4Life Triathlon Club will collect and process your data for the purposes of registering you as a member, and administering your involvement in the club.

We also use member information data to:

  • Enable the development of a comprehensive picture of the member to assist with progression in the sport
  • Target club training sessions and events at its membership
  • Inform members about development of the club and sport
  • Enable members to progress onto higher level competitions
  • Allow coaches to deliver safe and effective training sessions
  • Processing of membership and payments
  • Share with committee members to provide information about club activities, membership renewals or invitation to social events
  • Sending club newsletters or other club-related communications

Storing this information

Your data is stored securely on our IT systems (website content management system (ClubSpark, Sponde and/or in a secure web storage platform). The following selected Committee members can access this data:

  • Chair
  • Secretary
  • Junior coordinator and junior secretary (access to junior members only)
  • Adult coordinator (access to adult members only)
  • Welfare Officer

We hold your data for the duration of your membership with the club. Where we have invoiced for items or collected payments, the Club will retain banking information and invoices for no more than 6 years. Upon ceasing membership, your information will be deleted. Attendance registers as training sessions will be retained for safeguarding reasons.

Who and why we share this information with

We do not share information about members with anyone without consent unless our policies allow us to do so or where required by law.

We may share your personal information with the police and other law enforcement agencies for the purposes of crime prevention or detection.

In the event of a disciplinary or welfare incident, 4Life Triathlon Club may also pass on personal information to British Triathlon or any other relevant Authorities for the purposes of supporting any investigatory activity into that incident.

If we disclose your information, we ask the recipient organisation to demonstrate that the data will assist in the prevention or detection of crime, or demonstrate that 4Life Triathlon Club is legally obliged to disclose it and still comply with Data Protection Legislation.

Your rights

You have rights as an individual which you can exercise in relation to the information we hold about you. These include the right to:

  • Be informed about how we collect and process personal information and the purposes that we intend to use it for;
  • access personal information that we hold about you
  • rectify information we hold about you that you believe to be inaccurate
  • erase information provided that our legitimate interest to hold such information does not override
  • data portability, specifically to obtain and reuse your personal data across different services
  • object to us using your personal data
  • Object to decisions being taken by automated means

You can read more about these rights at https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, please contact the club Secretary.

Complaints or queries

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

If you would like to discuss anything in this privacy notice, please contact the club Secretary.

Updated 16/11/2022