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
Medal Monday 🏅
Great results all round this weekend:
Eddy finished 25th at the North Lincs Half Marathon in a superb 1:15:52.
Kevin secured 3rd place at the Focus Rides XC MTB.
Paul took on the Worksop Cross Country.
Mary and Alex flew round the North Lincs 10K.
Caroline completed the Belvoir Challenge.
Ned won the East Midlands Schools Cyclocross Championships (Year 5/6) on Saturday in very muddy conditions in Matlock. Ned raced the 4th and final round of the Focus Rides Winter MTB XC on Sunday.
Another great Swim Bike Run Local in the bag too — fantastic effort from everyone who took part. Brilliant to see so many people getting involved, pushing themselves and enjoying the session. Big thanks to all the volunteers who made it happen.
Well done to everyone at the first of our monthly bike rides — great turnout and effort all round.
Strong performances across the board – great to see the hard work paying off.
#medalmonday #northlincshalfmarathon #focusridesxc #mtb #cyclocross #eastmidlands #worksopxc #northlincs10k #belvoirchallenge #swimbikerun #sbrlocal #triathlonlife #endurancesport #raceresults #ClubSuccess #nottinghamtriathlonclub #TeamSpirit #keepshowingup #clubride ... See MoreSee Less
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Another Swim Bike Run Local done - huge well done to all participants and volunteers 👏
Next one is on March 28th, don’t miss it!
Book your place here:
www.britishtriathlon.org/events/swim-bike-run-local-nottingham_16753
#SwimBikeRun #NottinghamTriathlonClub #TriathlonLife #RaceDay #LocalRace #EnduranceSport #TriathlonUK #SwimBikeRunRepeat #ClubSpirit #GoWell 💪🔥 ... See MoreSee Less
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🤝 East Midlands XC
A record number of first-timers took on cross country this season and what a debut it’s been 👏
From supportive teammates to muddy miles and new friendships, the feedback says it all:
💬 “I found the club really supportive and friendly. I was so happy to get my first race in a club vest after recent health issues.”
💬 “It was a great experience and really enjoyable. Everyone is super friendly.”
💬 “Really good fun to take part — such a friendly atmosphere 👍🏻”
💛 Why join Nottingham Triathlon Club?
“Everyone is really welcoming — I’ve tried a few running clubs and none compare.”
“Clear session structure means you always feel prepared.”
“A wide range of abilities means everyone is included.”
“Coach-led sessions improve technique, build accountability and give real focus.”
🗣️ Member story:
“I decided to join Nottingham Triathlon Club this year for a number of reasons. My coach is the Head Coach, Matt and I’d heard good things about the club. They are very welcoming and have a broad range of sessions to suit all abilities and ages.
I was particularly interested in the Tuesday swim sessions. Three coaches deliver structured sessions focused on improving speed and technique. Swimming is my least favourite of the three sports but I’ve really enjoyed the encouragement of training with others.
I also decided to do cross country this year. Having done it as a schoolboy, it felt like a trip down memory lane and a great way to meet more people in the club. I got very wet and muddy — and really enjoyed it!”
🌲 Cross country highlights:
• A brilliant way to see new parts of Nottingham
• A great atmosphere with clubs from across the region
• Expect mud, hills… and a lot of fun
🧦 Top tips:
• Bring warm clothes and spare shoes
• Spikes help — but aren’t essential
• Prepare to get muddy
Inclusive. Supportive. For everyone.
📸 Andy Mutley
📸 Craig Linacre
#NottinghamTriathlonClub #SwimBikeRun #CrossCountry #EastMidlandsXC #RunTogether #ClubSpirit #TriathlonLife #EnduranceSport #TeamNTC ... See MoreSee Less
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Get booked onto the next award-winning Swim Bike Run Local in Nottingham on Feb 28th (this Saturday!)👇
www.britishtriathlon.org/events/swim-bike-run-local-nottingham_16752
🏊♂️🚴♂️🏃♂️ Fun, friendly and open to all!
#swimbikerun #triathlon #nottingham #activelifestyle #triathlonengland #communitysport ... See MoreSee Less
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Nottingham Triathlon Club – East Midlands XC Season
The final XC results are in!
Huge kudos to our Vet Ladies, securing 3rd place in both A and B teams 👏
Special mention to Becca with incredible 1st and 2nd place finishes 🥇🥇
Thanks to everyone who took part, supported, and made it such a brilliant season. Roll on 2027 for more of the same!
#nottinghamtriathlonclub #NTC #eastmidlandsxc #CrossCountry #TeamSpirit #podiumfinish #triathlonfamily #RunTogether #vetsladies ... See MoreSee Less
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Medal Monday 🏅
Winter Warmer Nottingham ❄️🔥
Danushka – 10K PB 💥 43:42
Paul – HM ⏱️ 1:56:52
Isaac – HM ⏱️ 2:13:59
Chris – HM training run
Kev & Ned taking on the Internationale Sluitingsprijs Oostmalle cyclocross 🇧🇪
🥉 Ned placing 3rd — great result!
Darren – Leicester Half Marathon ⏱️ 2:14:57 🏃♂️
Reece – Leicester Half Marathon ⏱️ 1:45:00 🏃♂️ (basically on one leg 😅)
Hazel (losing a shoe 👟😅), Anna, Susan, Hannah, Nick, Martin, Becca (🥈 2nd), Tina, Vince, Emma & Eddy (4th) at Long Eaton XC 🙌 Big effort from everyone at the final cross country of a record breaking season 👏
Winter training done… Now the season starts 💪 Book in for a FREE trial and get involved!
Andy Mutley 📸
#MedalMonday #WinterRunning #HalfMarathon #10KPB #Cyclocross #CrossCountry #TriathlonTraining #TeamEffort ... See MoreSee Less
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Celebrating wins for Nottingham Triathlon Club at the Triathlon England Regional Awards 🎉
Congratulations Susan on your Regional Engagement Award and well done to everyone who organised, volunteered and took part in our Swim Bike Run Local & Mini for earning the Regional Award in that category.
Here is what one of the nominators had to say - Creating accessible opportunities for participation is vital to growing the sport. Swim Bike Run Nottingham has opened doors for many, providing supportive, entry-level racing experiences that build confidence and inspire progression.
www.britishtriathlon.org/east-midlands/news/celebrating-excellence-for-the-east-midlands-regional...
#NottinghamTriathlonClub #TriathlonEngland #Triathlon #SwimBikeRun #CommunitySport #Volunteers #TeamSuccess ... See MoreSee Less
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Medal Monday 🏅
Huge congratulations to Caitlin for an outstanding training block and a fantastic performance at the Seville Marathon — finishing in an incredible 3:59:23 🇪🇸
Marathon prep hasn’t exactly come with perfect conditions which makes this result even more impressive. Massive effort, Caitlin — fully deserved! 👏💚
Shout-outs this week:
• Paul – flying at Killamarsh XC with a huge 40-second PB 🔥
• Darren – strong performance at the Rasselbock Butterfly 10K 🦋
• Niamh – taking on Turf Games with serious grit 💪
• Alison – great run at the Derby Runner Holmebrook Valley XC 🌲
• Kevin – strong riding at the Focus Winter MTB XC Round 3 🚵♂️
Another big week of training ahead, with the final XC of the season this Sunday 🥇 as Nottingham Triathlon Club continues building towards race season 🏊♂️🚴♀️🏃♂️
If you missed TriJanuary, don’t worry — Feb-u-Ready will prepare you for the tri season. 💚🖤
#MedalMonday #NottinghamTriathlonClub #SevilleMarathon #MarathonTraining #TriClubLife #EnduranceAthlete #RunStrong ... See MoreSee Less
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On 21 March 2026, Nottingham Triathlon Club will be taking part in the Rotary Swimathon, organised by the Rotary Club of Nottingham and Rotary Club of Sherwood Sunrisers.
Swimming in Memory
We are swimming in memory of Bruce Fisher, a much-loved former member of the club and raising money for his family’s chosen charity, the Ruth Strauss Foundation (Charity No. 1183221).
Our swimmers:
Mary
Christian
Karen
Hazel
Kate
Gabe
Vince
Each of them have committed to swimming as many lengths as possible during the event.
This Swimathon is our way of giving back and creating positive change, one length at a time.
How Your Donation Helps
70% of all sponsorship raised by our team will go directly to the Ruth Strauss Foundation.
30% will be retained by the Rotary Club of Nottingham (Charity No. 510915) and Rotary Club of Sherwood Sunrisers (Charity No. 1073498) to help cover the costs of running the Swimathon. Any remaining funds will support other local good causes through Rotary.
Rotary is a volunteer-led organisation and events like this allow vital funds to be raised while keeping costs as low as possible.
Thank you for your support.
Every donation — big or small — makes a difference and helps motivate us with every length we swim.
Please donate here:
www.facebook.com/donate/2325806924572635/ ... See MoreSee Less
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