SWOC Privacy Policy

Updated 03/06/2020

Who are we and what do we do?

South Wales Orienteering Club (SWOC) (“we”, “our” and “us”) is a not for profit organisation established to promote the sport of orienteering in South Wales and is regionally affiliated to the Welsh Orienteering Association (WOA) and nationally to British Orienteering (BOF).

5 Bullet Summary

  • We, as a Data Controller, recognise our responsibility to treat your personal information with the utmost care and to comply with all relevant legislation, in particular the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).
  • We obtain your membership data via British Orienteering. See their Privacy Policy for further information.
  • We may obtain your event pre-entry data via Fabian4. See their Privacy Policy for further information.
  • We may pass the necessary elements of your personal data to other bodies or service providers, but only as necessary in order to provide you with club membership, event entry, timing and results service to our events.
  • Basic elements of your personal data (e.g. Name, Gender, Club and Age Class) may appear on start lists and in event results which are in the public domain.
  • We will not pass any of your personal data which is not necessary for the delivery of your club membership benefits or event entry to any other third party without your explicit consent.

The legal basis for processing your personal data

Legal Basis

Processing Legal basis
Event Entry – Processing your personal data necessary to provide you with an entry to our events, including keeping you informed of information relevant to the event you have entered. Contract – between you and SWOC
Membership – Processing your personal data necessary to provide you with membership of our club, including keeping you informed of club activities and benefits of membership. Contract – between you and SWOC
Membership Renewal – Using your contact details to remind you to renew your club membership. Legitimate interest

The definitions of the data we may collect from you

The definitions of the data sets described below are not exhaustive and may change over time.

Data Definitions

Term Definition
Name Data Forename and Surname
Public Personal Data Name Data, gender, club, country (default = GBR), and age category.
Private Personal Data Year of birth
Contact Personal Data Contact phone numbers, postal address, email address.
Entry Data Public Personal Data + Private Personal Data + Contact Personal Data
Membership Data Public Personal Data + Private Personal Data + Contact Personal Data

How we use your personal data

  1. Your Membership Data is collected on our behalf via British Orienteering.
  2. British Orienteering also pass your Membership Data to the Welsh Orienteering Association.
  3. Your Entry Data for pre-entry events may be collected on our behalf via Fabian4.
  4. Your Public Personal Data may appear on event start lists and result lists in the public domain (I.e. on the web).
  5. Your Contact Personal Data, where you are a club member, will be used to keep you informed of club activities and benefits of membership.
  6. Your Contact Personal Data, where you have entered one of our events, will be used to keep you informed of information relevant to the event.
  7. Your email address will be used to remind you to renew your club membership as necessary.
  8. Your Membership Data will be used by SWOC committee members as necessary to perform their duties.
  9. Your Membership Data will be used by event organisers to coordinate helpers for their event and to pre-enter you as necessary.

Your rights

Your rights are detailed on the ICO website. If you wish to exercise any of your rights then please contact us.

Cookies

We do not use cookies on our website.

Security

Membership and Entry data is stored on laptops owned by SWOC or personally by committee members or event organisers, all of which are protected by passwords, firewalls and antivirus software as necessary.

Data Controller Liability

SWOC, as a Data Controller is responsible for your Membership Data and Entry Data while in our possession. All Data Controllers are subject to the same Data Protection legislation, namely the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR).

ICO Registration

As a not for profit organisation SWOC is not required to register with the ICO.

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