Privacy Policy
NOTTINGHAM TRIATHLON CLUB PRIVACY NOTICE FOR OUR MEMBERS
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have applied to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection, we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to Nottingham Triathlon Club.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our club chair currently has overall responsibility for data protection compliance in our club.
A full copy of the latest privacy notice can be downloaded using the link below.
1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
- Personal contact details that allows us to contact you directly such as name, title, email address and telephone numbers.
- Date of birth.
- Gender.
- Membership start and end date.
- Records of your interactions with us such emails and other correspondence and your instructions to us.
- Records of your attendance at any events hosted by us.
- Images in video and/or photographic form.
- Your marketing preferences so that we know whether and how we should contact you.
- Details of any county membership.
- Name and contact details of next of kin, family members, coaches and emergency contacts.
- Records and assessment competition results, details regarding training sessions and events attended and performance./li>
- Information about any medical issues you have which our Coaches need to be aware of to ensure your safety.
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
- Information about your health, including any medical condition, health and sickness records, medical records and health professional information; and in relation to the special category personal data that we do process we do so on the basis that the processing is necessary for reasons of substantial public interest, on a lawful basis.
- It is necessary for the establishment, exercise or defence of legal claims.
- It is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.
In the table below’ we refer to these as the “special category reasons for processing of your personal data”.
3. WHERE WE COLLECT YOUR INFORMATION
4. USES MADE OF THE INFORMATION
The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
| Purpose | Personal information used | Lawful basis |
|---|---|---|
| To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you | All contact and membership details, records of your interactions with us, and marketing preferences. | This is necessary to enable us to properly manage and administer your membership with us. |
| To arrange and manage any contracts for the provision of any services or products | Contact details and records of your interactions with us. | This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us. |
| To send about advanced ticket information, competitions and events, partner offers and discounts and any updates on multi-sports | Contact details, membership details and marketing preferences. | We can only do this where you have given us your explicit consent to do so. |
| To send you other information (including marketing) we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners | Contact details and marketing preferences. | We can only do this where you have given us your explicit consent to do so. |
| To answer your queries or complaints | Contact details and records of your Interactions with us | We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership. |
| Retention of records | All the personal information we collect. | We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| The security of the IT systems we use | Your usage of our IT systems and online portals. | We have a legitimate interest to ensure that our IT systems are secure. |
| To conduct data analytics studies to better understand event attendance and trends within the sport | Records of your attendance at any events or competitions hosted by us | We have a legitimate interest in doing so to ensure that our membership is targeted and relevant. |
| For the purposes of promoting the club, our events and membership packages. | Images in video and/or photographic form. | We can only do this where you have given us your explicit consent to do so. |
| To comply with health and safety requirements | Records of attendance and medical information about your health. | We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| To administer your attendance at any courses or programmes you sign up to | All contact and membership details. Details of any county membership and performance data. | This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme. |
| To arrange for any trip or transportation to and from an event | Identification documents details of next of kin, family members and emergency contacts, health and medical information. | This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to an event. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities. | Health and medical information | We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| To gather evidence for possible grievance or disciplinary hearings | All the personal information we collect | We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
| For the purposes of equal opportunities monitoring | Name, title, date of birth gender, information about your race or ethnicity and health and medical information | We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. |
5. DIRECT MARKETING
6. DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Any party approved by you.
- To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
- The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
- Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 1 year after your last contact with us or the end of your membership. Exceptions to this rule are:
- Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months.
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.
9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- The right to be informed about how your personal information is being used.
- The right to access the personal information we hold about you.
- The right to request the correction of inaccurate personal information we hold about you.
- The right to request the erasure of your personal information in certain limited circumstances.
- The right to restrict processing of your personal information where certain requirements are met
- The right to object to the processing of your personal information.
- The right to request that we transfer elements of your data either to you or another service provider.
- The right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
10. CHANGES TO THIS NOTICE
11. CONTACTING US
Last Updated November 2020
Latest News
Huge congratulations Paul!
Not only East Midlands Triathlon recognition, but now national too.
I mean, you did have to go to the efforts of completing (in a world record time no less) the world’s toughest tri to get this…
Awesome achievements and we’re proud to have you in our club 🤩 ... See MoreSee Less
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When this happens, it's usually because the owner only shared it with a small group of people, changed who can see it, or it's been deleted.0 CommentsComment on Facebook
Medal Monday for our Nottingham Triathlon Club legends
🥇 PBs, Podiums & Proud Moments 🥇
Huge congrats to FOUR of our amazing athletes who smashed it this weekend:
Sarah Jane-Prior
Crushed the Milton Keynes Marathon in 4:42:24 — 11 minutes faster than her last marathon!
Pure grit, no shortcuts, and 26.2 miles of determination.
Kevin Fearnshaw
Tore through the XTERRA Weston Park Full Distance Triathlon, taking 2nd in age group and 19th overall — elite stuff!
Niamh Doran
Smashed a 4-minute PB at Hyrox London, clocking in at 1:16:11 — what a performance!
Ned Fearnshaw
Showed amazing energy and enthusiasm in the XTERRA Kids Bike-Run — the next gen is coming in hot!
We’re SO proud of the dedication, discipline, and drive you all bring to #TeamNTC.
#MedalMonday #NottinghamTriathlonClub #MiltonKeynesMarathon #XTERRAWestonPark #XTERRAKids #HyroxLondon #PBsAndPride #NoShortcuts #MarathonStrong #BuiltByTraining #TeamSpirit #PerformanceDriven #ThisIsNottingham #FreeTasterSession ... See MoreSee Less
3 CommentsComment on Facebook
Next week’s schedule!
Get booking via Spond or get in touch if you’d like to join us for a free trial 🏊 🚲 🏃♂️ ... See MoreSee Less
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Happy Star Wars Day!
“May the Swim, Bike, Run be with you.”
#BeWithYou #TriathlonLife #SwimBikeRun #StarWarsDay ... See MoreSee Less
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New to our calendar for May and June (hopefully staying too) is an adult swim on a Saturday afternoon.
Members book on via Spond.
If you fancy giving us a try, get in touch via email 🏊🏻♀️ ... See MoreSee Less
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What an evening last night was!
The sun was shining and we were joined by British Triathlon who presented our members and club with multiple awards 🏆 - congratulations to Chris Thorne for volunteer of the year, Paul Robinson and his engagement award, Mike McCabe for being an awesome official, Nick Verity for top coaching and to our SBR Local event 👏🏻
To make things even better, 3 people joined for a free trial too 🏃♀️🏃🏽➡️ ... See MoreSee Less
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🏅 Medal Monday: London, Manchester, Shakespeare, Tissington Trail, Sherwood Pines, Race to the Castle, Club Forest Rec parkrun & Swim Bike Run Local Edition! 🏅
What. A. Hot. Weekend.
From pounding pavements in London and Manchester, to racing through history in Stratford-upon-Avon, hitting the stunning trails of the Peak District, pushing through the pines in Nottinghamshire—and even paddling 40km from Nottingham to Newark—our legends have smashed it!
Not to mention everyone getting it done at our local swim-bike-run events too!
Shout-out to every single finisher:
You’ve inspired us all with your grit, smiles and serious medal game.
Massive congratulations to:
Kate O’Connor, Caroline Challender & Nick Chilton ten second PB – London Marathon ⭐️⭐️⭐️
Bunny Choi 3.19.43, Alex Kushner & Chris Thorne – Manchester Marathon ⭐️⭐️⭐️
Mario Rocchelli 3.13.06 PB – William Shakespeare Marathon ⭐️⭐️⭐️
Hannah Elizabeth – Tissington Trail Half Marathon ⭐️⭐️⭐️
Josie Day – Sherwood Pines, Notts AAA Summer League ⭐️⭐️⭐️
Annette Frost – Race to the Castle 2025, 40km Paddle from Nottingham to Newark ⭐️⭐️⭐️
Everyone – Forest Rec Monthly Club Parkrun ⭐️⭐️⭐️
Everyone – Swim Bike Run Local ⭐️⭐️⭐️
Tag your one mate who needs to sign up for 2026?
#MedalMonday #FinishLineFeels #LondonMarathon #ManchesterMarathon #ShakespeareMarathon #TissingtonTrail #SherwoodPines #RaceToTheCastle #Forestrecparkrun #SwimBikeRunLocal #RunHappy #RunYourStory #PaddlePower ... See MoreSee Less
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We have our award winning Swim Bike Run Local series on Saturday afternoon!
This month’s event comes with a slight twist as we are running as a bike and run (duathlon!). One of the downsides of training at a fantastic venue is it’s often used for other things so we don’t have access to the pool for this weekend.
However, we are promising a great event and lots of fun! Registration is open from 2.15pm at the Harvey Hadden bike track, only £5.
See you there for bike and run smiles 😀 ... See MoreSee Less
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