Shropshire Cycling Clubs Association Privacy Policy
The Shropshire Cycling Clubs Association (SCCA) is a not for profit amateur cycling club affiliated to Cycling Time Trials (CTT), the National Governing Body for time trials in England, Scotland and Wales.
Membership consists of Associate Clubs and Private Members.
SCCA is open to Affiliated Clubs and Private Members who meet the membership criteria defined in the club constitution. The main purpose of the club is to promote county level competition of cycle sport, principally in the discipline of Time Trials and events promoted by SCCA are run under the rules of the sport’s Governing Body, Cycling Time Trials (CTT) and are subject to UK Anti-Doping (UKAD) control
SCCA is committed to protecting and respecting your privacy and will only use your personal information provided to administer your subscription and to provide details and results of SCCA events organized for the benefit of members. This information will not be shared with third parties except as required to deliver those events and retain an historical record of sporting achievement.
SCCA is the Data Controller for any personal data you provide for the purposes of membership or as a representative of your affiliated club. As the Data Controller SCCA is responsible for storing and otherwise processing those data in a fair, lawful, secure and transparent way.
What Personal Data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with SCCA, enter an event, subscribe to our newsletter, or participate in discussion boards on our website or social media pages. The information you give us may include your name, date of birth, address, e-mail address, phone number, emergency contact details, name of the Cycling Clubs with which you are registered and gender (Riders Data)
Why we need your personal data
We need your personal data to administer your membership account and provide the membership services you are signing up for when you register as a private members of club representative. Our lawful basis for processing your personal data is that we have a contractual obligation to provide these services.
The Reasons we need to process data include:-
Members
For SCCA Private Members we need your personal data to administer your membership and provide the membership services you are signing up to when you register with the club.
For Affiliated Club Representatives we need your personal data to administer your Affiliated Club Membership and provide the membership services your club is signing up to when registering with the club.
Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member or club representative to provide the services for which you are registering.
The reasons we need to process your personal data include:
- Sharing personal data with the sport governing body (CTT) to ensure compliance with the rules of competition entry.
- Sharing information with Associate Club Volunteers to ensure fair competition within the rules of the sport’s governing body and the safety of riders, volunteers and the general public.
- Processing of membership applications, renewals and payments
- Sharing data with committee members to provide information about club activities, membership renewals and social events
- Publishing of race and competition results
- Recording of sporting achievements may be retained in results, club records, minutes of committee meetings, newsletters, articles on club website and print clippings (newspapers, magazines etc.)
Members of Affiliated Clubs (SCCA Member Clubs)
For members of Affiliated Clubs who enter SCCA events we need your personal data to run the event within the rules of CTT. Our lawful basis for processing your personal data is that we have a contractual obligation to run the event for which you have entered within the rules of the CTT.
The reasons we need to process your personal data include:
- Sharing personal data with the sport governing body (CTT) to ensure compliance with the rules of competition entry.
- Sharing information with Associate Club Volunteers to ensure fair competition within the rules of the sport’s governing body and the safety of riders, volunteers and the general public.
- Processing of competition entry fees and CTT Levies
- Publishing of race and competition results
- Recording of sporting achievements may be retained in results, club records, minutes of committee meetings, newsletters, articles on club website and print clippings (newspapers, magazines etc.)
Non Members
On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a form as a come and try entrant). This information will be stored for 7 years after an event and then destroyed securely (apart from race results which will be kept for historical purposes). Our lawful basis for processing your personal data is that we have a contractual obligation to you as an entrant to an event to comply with the CTT rules of competition and ensure the safety of riders, volunteers and the general public.
Who we share your personal data with
Personal data provided on event entry forms will be shared with UKAD & CTT to ensure compliance with payment of CTT levies due on events run under CTT rules in accordance with those rules. Personal data that forms the basis of competition, name, age, gender, the cycling club with which you are registered, will be shared with Affiliated Clubs for the purposes of publishing event and competition results. Rider Data are also published as part of events results and will be made available through the SCCA website (https://shropshirecca.uk) and the club Twitter feed (https://twitter.com/shropshirecca). Time Trials Forum (http://www.timetriallingforum.co.uk/), Snowdons Sports (http://www.snowdons.com/) and local Newspapers.
SCCA does not supply any personal data it holds for this purpose to any other third party. SCCA does not store or transfer your personal data outside the EU.
The club has the following social media pages: Facebook, Twitter, and a Youtube Channel. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) have their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
From time to time at races and club events photographs and video may be taken of club members or by individuals who may or may not be members of the club. These are often posted on social media platforms and may be posted on SCCA’s website and the Club’s You Tube Channel, or may just be held by the taker
In addition SCCA may
- Share data with committee members to provide information about club activities, membership renewals and social events
- Publishing of race and competition results
Recording of sporting achievements may be retained in results, club records, minutes of committee meetings, newsletters, articles on club website, club Youtube Channel and print clippings (newspapers, magazines etc.)
SCCA does not supply any personal data it holds for this purpose to any other third party. SCCA does not store or transfer your personal data outside of the EU.
How long will we keep it
We will keep Private Member data for such time as you are a member of SCCA and we will delete Personal Data seven years after an individual has ceased to be a member.
We will keep Affiliated Club Representative data for such a time as you are a representative and will delete Personal Data 12 months after an individual has ceased to be a representative.
Sign on information is retained for four years after the current season to comply with CTT requirements (apart from race results which will be kept for historical purposes).
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the SCCA. If you choose not to share your personal data with us we may not be able to register or administer your membership or permit entry to a sporting event.
You can withdraw consent at anytime by e-mailing treasurer@shropshirecca.uk
Complaints
If you have any concerns or complaints in relation to how SCCA collects and/or processes your personal data, you should contact SCCA’s Chair, in the first instance (chair@shropshirecca.uk). If you are dissatisfied with how your concern/complaint is dealt with by SCCA, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk)