PENTLAND TRIATHLETES JUNIORS
PRIVACY NOTICE
What we need
Pentland Triathletes Juniors will be a “controller” of the personal information that you provide to us, unless otherwise stated.
When you register your child as a member of Pentland Triathletes Juniors or renew their membership, we will ask you for the following personal information:
· contact details – name, address, email address, and date of birth;
· membership criteria / category – athlete, parent, volunteer; and
· equality information – disability (if any), ethnic group, religious belief, gender identity and sexual orientation.
Why we need your/your childs personal information – contractual purposes
We need to collect our members’ personal information so that we can manage their membership. We will use our members’ personal information to:
· provide you with core member services, including, insurance, licensing and PVG checks;
· set up your online membership account and administer your account online; and
· send you membership communication by email or through our facebook page in relation to essential membership services, including but not limited to, membership renewals and information on membership benefits.
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/your childs personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
· promote and encourage participation in the sport of triathlon by sending members’ communications and booking information for upcoming races, competitions and events. Our races, competitions and events may be filmed or photographed and your/your childs personal information may also be used in images captured from our races, competitions and events, which we use for promotional, education and development purposes;
· provide competition in the sport of triathlon by accepting and managing entries for races, competitions and checking personal information to ensure your child is entered into the correct category;
· develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and in the case of coaches verify that you have completed any mandatory training and PVG/child protection requirements; and
· respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of triathlon. We will use your/your childs personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.
Where we process your/your childs personal information in pursuit of our legitimate interests, you have the right to object to us using such personal information for the above purposes. If you wish to object to any of the above processing, please contact us on pentlandjunior@gmail.com. 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/your childs personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children.
Other uses of your/your childs personal information
We may ask you if we can process your/your childs personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your/your childs 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 Scotland, and Police Scotland for the purposes of safeguarding children.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
As an affiliated club of Triathlon Scotland, we may be requested to ensure that our members are members of Triathlon Scotland as a condition of affiliation. We may be required to share your childs name and membership category with Triathlon Scotland who will become a controller of your childs personal information when they receive it.
Triathlon Scotland’s privacy notice explains how they use personal information and can be accessed here :
https://www.triathlonscotland.org/privacy-policy/
In the event that 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 we protect your/your childs personal information
Your/your childs personal information is stored on our electronic filing system and our servers based in the UK, and is accessed by our coaches and volunteers for the purposes set out above.
How long we keep your/your childs personal information
We will only keep your/your childs 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/your childs personal information where you have not renewed your childs membership with us for six years.
Your rights
You can exercise any of the following rights by writing to us at pentlandjunior@gmail.com.
Your rights in relation to your/your childs personal information are:
· you have a right to request access to the personal information that we hold about you/your child by making a “subject access request”;
· if you believe that any of your/your childs personal information is inaccurate or incomplete, you have a right to request that we correct or complete your/your childs personal information;
you have a right to request that we restrict the processing of your/your childs personal information for specific purposes; and
· if you wish us to delete your/your child’s personal information, you may request that we do so.
· Any requests received by Pentland Triathletes Juniors will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk