Privacy Notice  – How we use Club Member information

1. The categories of Cheltenham Triathlon Club Member information that we collect, process, hold and share include:

  • personal information (such as name, address, date of birth, etc)
  • special categories of data including characteristics information such as gender, age, ethnic group, disability, any medical issues etc
  • membership contract information (such as name, date of birth, address, emergency contact details)
  • competition data


2. Why we collect and use this information

We use member information data to:


  • enable the development of a comprehensive picture of the member to assist with progression in the sport;
  • inform members about development of the sport and club
  • enable members to progress onto higher level competitions
  • ensure coached sessions are suitable for all club members


3. The lawful basis on which we process this information

We process this information under the membership contract you have entered into with Cheltenham Triathlon Club or in relation to the steps taken to enter into that contract.


Where information of a non-sensitive nature is processed and is therefore in the Club’s legitimate interests i.e. membership of the club. Where sensitive data is processed by means of consent, with appropriate safeguards and is in the legitimate interests of the Club or is in your vital interests.


We require the information as outlined in Paragraph 1 because we have a duty of care to any club member taking part in club coached activities, also this information can be used to develop our club coaching strategies


4. Collecting this information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain membership information to us or if you have a choice in this.

If we rely on your consent for collecting your data, you have the right to withdraw your consent at any time. To do so please contact the club Membership Secretary

5. Storing this information

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 your information for 7 years. If you leave the club for any reason, the club will retain the data for 7 years from the date of departure before deleting/destroying the data


6. Who we share this information with

The club will not share your information with any organisation or individual outside the club (apart from reasons stated in Paragraph 7 below). The sharing of information within the club will be limited to committee members and coaches, and only if required for a specific purpose.

The reason for sharing your data is to highlight and encourage competitors to advance in the sport.


7. Why we share membership information

We do not share information about members with anyone without consent unless the law and our policies allow us to do so.


The only exception to this will be if any outside bodies (such as British Triathlon) require information for specific purposes (eg race experience surveys etc). If this information is requested from the club, members will be emailed to inform them of this request and you have the right to decline the request



8. 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:


  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations


You can read more about these rights at



9. 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, contact the club Membership Secretary


10. 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

11. Further information

If you would like to discuss anything in this privacy notice, please contact the club Membership Secretary or Data Protection Officer



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Cookies do lots of different jobs, like letting you navigate between pages efficiently, storing your preferences, and generally improving your experience of a website. Cookies make the interaction between you and the website faster and easier. If a website doesn’t use cookies, it will think you are a new visitor every time you move to a new page on the site – for example, when you enter your login details and move to another page it won’t recognise you and it won’t be able to keep you logged in.

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