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KLTC GDPR Privacy Notice

In becoming a member of King's Lynn Triathlon Club (KLTC), the club will collect certain information about you which will include your name, 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, and the name, address and telephone number of your emergency contact.

Why we collect and use this information

KLTC 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

The lawful basis on which we process this information

We process this information under the membership contract you have entered into with King's Lynn 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.

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.

Storing this information

Your data is stored securely on our IT systems (website content management system and on KLTC's dropbox account. The following selected Committee members can access this data:

  • Chair
  • Secretary
  • Treasurer
  • Coaches
  • Website Administrator

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.

We will retain your triathlon data for such time as you are registered with us, and will then delete your information 12 months after you have ceased to be registered with KLTC.

Who we share this information with

We may routinely share this information with:

  • British Triathlon / Triathlon England
  • Sport England
  • Clubs or event companies who put on competitions

The reason for sharing your data may be to, but is not restricted to, register you as a member of a club team, highlight and encourage competitors to advance in the sport, or to apply for further funding to ensure the club’s longevity.

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.

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, KLTC 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 organisation to demonstrate that the data will assist in the prevention or detection of crime, or that KLTC 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:

  • 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
  • Claim compensation for damages caused by a breach of the Data Protection regulations

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, contact the club's This email address is being protected from spambots. You need JavaScript enabled to view it.

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's This email address is being protected from spambots. You need JavaScript enabled to view it.