Devon Orienteering Club (May 2018)
The Club is committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulations, 2018 (GDPR).
In summary, with regard to personal data we will:
· process it securely
· update it regularly and accurately
· limit our data collection to what the club needs
· only use personal data for the purpose for which it is collected and
· only use personal data for marketing purposes if the individual has given the Club consent to do so.
What data we will collect and why we will collect it
The Club will collect certain information about you which may include your name, year of birth, gender, British Orienteering Federation (BOF) membership number, email address, postal address, telephone numbers and membership status (full or contact). This is membership data.
The Club will collect and process membership data for the purposes of registering you as a member of the Club, administering your involvement in the sport and communicating with you.
A membership list, together with a list of key officials, will be produced and updated regularly. An electronic copy will be circulated to all members, including name, age, British Orienteering membership number, email address, phone number(s) and town or area. This is to enable the organisation of events and to assist car sharing. Full address details will not be circulated to all members.
Club committee members will continue to receive a hard copy list of all club members, as above, and including address details. This is for the purpose of managing the activities of the club.
Additional data will be collected by the Club, including that drawn from the BOF data base, of coaching or officiating licenses, qualifications members may hold or courses attended.
Results of events will be collected and will be shared with other organisations including BOF, Splitsbrowser, SportIdent and Routegadget to publicise the outcome of events, for post-race analysis and, where necessary, for insurance or legal purposes.
The club does not hold any sensitive data, as defined by GDPR, other than:
· voluntarily declared health information provided on registration forms for the purpose of responding to health interests, should an accident or incident take place
· data related to a safeguarding issue, held by either of the Club’s suitably trained Safeguarding Officers, should an incident arise.
Orienteering-related photographs may be collected, stored and used in line with the Club’s Photography Policy: O Safe Image Taking and Use
The Club may collect other information which members, event participants and other interested parties voluntarily provide to the Club via our website, online forms and event registration forms for purposes directly concerned with the activities of the Club.
In order to keep members and other interested parties informed about the Club’s activities appropriate web and email based communication tools will be used, including MailChimp, the Club’s website and the Club’s Facebook page. Any individual can opt out of Mailchimp at any time.
No individual details, other than event results (name, gender, club and age class, as is normal orienteering practice) will be made publicly available. These details may be stored and shared electronically or, occasionally, on paper. To meet British Orienteering insurance requirements, paper details of non-members who take part in an event, and those event volunteers who do not run at that event, will be stored by the club for 5 years.
Individual officers of the Club will hold elements of the above data appropriate to their role and managed in accordance with GDPR requirements. Secure on-line tools, such as DropBox, will be used to share data concerning event officials.
How long we will keep it
We will retain your membership data for such time as you are a member registered with us and for a reasonable period when membership has lapsed. Membership data will be periodically reviewed and deleted as appropriate. In any case, individuals’ details will not be held for more than three years after membership of the club has lapsed. Data which is held on back-up copies will also be managed in this way.
Officers will delete personal data they hold in order to carry out their role, when their term of office expires.
You have the following rights under data protection legislation:
· to access a copy of the information comprised in your personal data;
· to object to processing of your personal data that is likely to cause or is causing damage or distress;
· to prevent processing for direct marketing;
· to object to decisions being taken by automated means;
· in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
· to claim compensation for damages caused by a breach of data protection legislation.
Sharing your data
We may share your membership data with orienteering partners such as Fabian4 and Si Entries, the British Orienteering Federation, South-West Orienteering Association and orienteering clubs. We will not transfer your data to other third parties without obtaining your consent and, where appropriate, will anonymise your data before sharing. We will not share any other personal data you provide to us that is not membership data.
Protecting your information
We will take all reasonable steps to ensure that your data is treated securely. Club membership details are held in the form of an access data base, on a password protected computer. The Club Chairman, Membership Secretary and Club Fixtures Secretary have access to BOF’s on-line data base of Devon club members and their qualifications.
The Club is responsible for maintaining its website, www.devonorienteering.co.uk and does so with the support of an external provider, PF Web. For the purposes of data protection legislation, the Club is the data controller. The Club is the owner of www.devonorienteering.co.uk
Where you have opted in to additional communications we will process your Member Data on the basis of consent and will tell you how you can opt-out at any time.
The Club will occasionally carry out surveys using a third party provider; Survey Monkey (www.surveymonkey.com). When the Club collects your personal data we will ask you for your consent to participate in our surveys. If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what data we are collecting.
If you are currently receiving communications from the Club and no longer wish to do so, please let us know by contacting us at
Finding out what information the Club holds about you
Under Data Protection Legislation, you can ask to see any personal information that we hold about you. If you would like to do so, please contact the Club’s Data Protection Officer who is also the Club’s membership secretary:
If you have any concerns or complaints in relation to how the Club collects or processes your personal data, you should contact the club’s Data Protection Officer in the first instance. If you remain dissatisfied with how your concern or complaint is dealt with by the Club, you have the right to report your concern or complaint to the Information Commissioners Office www.ico.org.uk
A copy of the full policy including Devon Orienteering Club's Data Storage and Management arrangements can be found here: GDPR May 2018