GDPR Privacy Policy for Today Triathlon Club (AEES COACHING Ltd)
Introduction
At Today Triathlon Club, we are committed to protecting the privacy and security of your personal data. This policy outlines how we collect, use, store, and protect your personal information in compliance with the General Data Protection Regulation (GDPR).
1. Who We Are
Today Triathlon Club is a school triathlon program that runs in schools across Cambridgeshire for children and young people. We are focused on promoting sports, health, and well-being among young participants.
2. What Personal Data We Collect
We collect personal data to provide sports services and to communicate with you. The types of personal data we may collect include:
For children (participants):
Name
Date of birth
Contact details (e.g., email, phone number)
Health information (e.g., medical conditions, allergies)
Emergency contact details
Attendance records
For parents/guardians:
Name
Contact details (e.g., phone number, email address)
Relationship to the child
Billing details (if applicable)
3. How We Use Your Personal Data
We use your personal data for the following purposes:
To register participants and manage memberships
To communicate with parents/guardians regarding events, activities, and emergencies
To ensure the safety and well-being of participants
To manage attendance, training, and competitions
To comply with legal and regulatory obligations (e.g., safeguarding, insurance)
4. Legal Basis for Processing Personal Data
Under GDPR, we process personal data based on the following legal grounds:
Consent: We obtain explicit consent from parents/guardians to collect and use their child’s personal data.
Contractual necessity: Processing is necessary for the performance of a contract (e.g., providing sports services).
Legal obligation: We may need to process data to comply with laws or regulations (e.g., health and safety, safeguarding).
Legitimate interests: We may process data in cases where it’s necessary for the club’s legitimate interests (e.g., improving services).
5. How We Protect Your Data
We take data protection seriously and have implemented appropriate security measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. These measures include:
Secure storage of personal data (both paper and digital)
Access controls to ensure that only authorized individuals can access sensitive data
Regular reviews of our data protection policies and practices
6. Sharing Your Personal Data
We do not share your personal data with third parties, except in the following circumstances:
With service providers who assist us in managing club activities (e.g., event organizers, medical professionals)
In emergencies, where information may need to be shared with medical staff or other authorities to ensure the safety of the child
With government authorities as required by law (e.g., safeguarding concerns)
7. Retention of Personal Data
We will retain personal data for as long as is necessary to fulfill the purposes outlined in this policy and to comply with legal, regulatory, and operational requirements. Once personal data is no longer required, it will be securely deleted or anonymized.
8. Your Rights Under GDPR
You have the following rights concerning your personal data:
Right to access: You can request access to the personal data we hold about you.
Right to rectification: You can request correction of any inaccurate or incomplete data.
Right to erasure: You can request the deletion of your personal data, subject to certain conditions.
Right to restriction of processing: You can request the restriction of processing in specific circumstances.
Right to data portability: You can request that we transfer your data to another organization.
Right to object: You can object to processing based on legitimate interests or direct marketing.
If you wish to exercise any of these rights, please contact us at todaytriathlonclub@gmail.com or 07582847315.
9. Complaints
If you believe that we are not processing your personal data in accordance with the law, you have the right to lodge a complaint with the relevant supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO). You can contact them at 0303 123 1113
10. Changes to This Policy
We may update this policy from time to time. Any changes will be communicated to parents/guardians and made available on our website.
11. Contact Us
For any questions or concerns about this policy or how we handle personal data, please contact us at:
Today Triathlon Club
6c The Rampart, Haddenham, CB6 3ST
07582847315
Todaytriathlonclub@gmail.com