Privacy Notice

The British Triathlon Federation (British Triathlon) collects, uses and shares your personal data as part of its role as the National Governing Body for Triathlon, Aquathlon and Duathlon in Great Britain.

How we use your information

British Triathlon is committed to protecting your privacy. We are providing this Privacy Notice to tell you about how we process your personal data when you interact with us when you:

Are a member of Triathlon England, Welsh Triathlon or Triathlon Scotland
Purchase a Race Pass for Triathlon England, Welsh Triathlon or Triathlon Scotland
Enter an event via our online entry system or an age-group event
Run a triathlon event as a British Triathlon registered Event Organiser
Enter a course via our course booking system
Are part of a club that is affiliated with British Triathlon
Are a British Triathlon coach or Technical Official
Sign up for an Active Skills for Life Engage Subscription, Enhance Subscription, Franchise or Franchise+
Visit our website

This privacy policy gives a general overview of how British Triathlon processes personal data but you may receive more detailed information about data protection (including separate privacy policies or notices) depending on the different ways you interact with us. For example, we have created a specific Privacy Notice for British Triathlon volunteers which you can access via the button below.

Volunteer Privacy Policy

We have also created a child-friendly version of our Privacy Notice for anyone aged 16 and under, to help you understand how we use your data.

CHILD FRIENDLY PRIVACY POLICY

British Triathlon, which is registered with the Information Commissioner's Office with registration number Z6521217, is the data controller for the processing that we undertake that is outlined in this Privacy Notice. As the data controller, we are responsible for deciding how we hold and use the personal data we collect.

Throughout this Privacy Notice we refer to Data Protection Legislation which means the Data Protection Act 2018 (DPA2018), United Kingdom General Data Protection Regulation (UK GDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the aforementioned legislation. Where we process the personal data of people in the European Union, it also includes the EU General Data Protection Regulation (EU GDPR). This includes any replacement legislation coming into effect from time to time.

How we collect your personal data

We may collect your personal data in a number of ways, including:

Directly from you when you call, email or text us; interact and enter your details on one of our websites (for example to purchase something, to submit a query, to enter an event or sign-up to a course); or in person when you attend a British Triathlon event, training programme, competition or course;
From someone else acting on your behalf, for example when a parent or guardian interacts with us on behalf of their child, or someone purchases something from us as a gift for someone else;
From Event Organisers, where you have taken part in an event and results are shared back to us;
From online entry system providers, where you have purchased a BTF product via a third party platform;
From ClubSpark and/or Clubs themselves, where you are a member of a club that has affiliated with British Triathlon;
On rare occasions, we may receive information about you from others not acting on your behalf (for example if someone makes a complaint about you which we then investigate); and/or
By creating it ourselves, for example when we produce race reports from watching participants compete at events.

We may also collect information about you if you download and interact with our Swim Bike Run App. The Swim Bike Run app, has been created as a new companion to an active outdoor lifestyle, encouraging children, adults and families to get moving and explore the world around them through adventure, challenges and exclusive prizes. In summary, the App is designed to enable you to interact in game worlds blended with information from the real world.

We have created a specific Privacy Notice to cover how your personal data is processed by our App and the Swim Bike Run programme in general, which you can find by clicking the link below.

Swim Bike Run Privacy Notice

Swim Bike Run App Privacy Notice

What personal data do we collect and for what purposes?

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender, account login credentials) Participation details (club affiliated with) Payment details (bank account and card details, records of purchases) Membership card photo Marketing communications preferences Records of your interactions with us (calls, emails and other correspondence) Records of your attendance at any events or competitions hosted by us or our event organisers and associated performance data (place, times)	monitor and develop participation in the sport of Triathlon by monitoring members’ engagement and participation through events and membership and inviting our members to participate in surveys for researching and development purposes to undertake filming and photography at our competitions and events for live streaming, promotional, education and development purposes to invite our members as award winners or guests to our awards ceremony, including asking our clubs to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email and may publish names in media releases and on our website communicating with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon. We will use your personal information to investigate your complaint, to suspend membership, take disciplinary action to facilitate our partnership with Yellow Jersey	Legitimate Interests
	To provide you with core member services, including insurance, licensing, voting, and membership cards including your welcome pack To set up and administer your online account To send essential communications to you about your membership, such as fee information, membership benefits, renewal notices, and general meeting information To process payments related to your membership and other purchases	Contract
	to send you marketing communications that you have opted into	Consent
	To maintain a register of our members and hold general meetings, including issuing notices and voting arrangements as per the Companies Act 2006	Legal Obligation
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation Health data – information about your wellbeing	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent
	To provide reasonable adjustments where required	Legal Obligation/ Explicit Consent
	As a member with access to our member benefits provided by Wrkit, you have the option to input additional information to generate a wellbeing score	Consent/Explicit consent

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender) Payment details (bank account and card details, records of purchases) Marketing communications preferences Records of your interactions with us (calls, emails and other correspondence) Records of your attendance at any events or competitions hosted by us or our event organisers and associated performance data (place, times)	monitor and develop participation in the sport of Triathlon by monitoring engagement and participation through events and membership and inviting our you to participate in surveys for researching and development purposes to undertake filming and photography at our competitions and events for live streaming, promotional, education and development purposes communicating with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon to comply with the terms of the race pass insurance policy and the handling of claims	Legitimate Interests
	To provide you with the services provided as part of the race pass, including insurance and licensing for the relevant date To send you essential communications in relation to your race pass purchase	Contract
	to send you marketing communications that you have opted into	Consent
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation [PS1] [PS2] Health data – information about your wellbeing	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent
	To provide reasonable adjustments where required	Legal Obligation/ Explicit Consen

This section outlines how we process your personal data when undertaking one of our coaching courses or in your role as a British Triathlon coach.

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender) Participation details (club affiliated with) Payment details (bank account and card details, records of purchases) Records of your interactions with us (calls, emails and other correspondence) On the Learning Hub e-learning website (if applicable): contact details – name, address, email address, and date of birth passwords dates & times the system was accessed IP address what actions took place (e.g sections viewed/ tasks completed) submission of course work photo (if added) completion and sign off of course work personal profile and medical questionnaire certificates of completion applications for courses course finder details (if applicable) which include your public contact email address, address (so people can look up by postcode searches), biography, social media accounts, the services, distances and abilities you offer or cater for	ensuring your safety and support on courses (medical information & learner profile) keeping a record of the clubs to which you are affiliated aggregate reporting on trends and the numbers and demographics of coaches develop and maintain qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG/ DBS child protection requirements. respond to and communicate with coaches regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon. Complaints will be dealt with in line with the British Triathlon’s complaints procedures. We will use your personal information to investigate your complaint, to suspend membership, take disciplinary action; help maintain the security and performance of our website & Learning Hub as part of our 1st4sport recognised centre status to deliver UKCC approved qualifications	Legitimate Interests
	registration for and administration of the Learning Hub registration with Awarding Body record of completing a coaching course against your membership record completion of course content via the Learning Hub sending you important service-based communications related to your role as a coach processing payments for courses, or paying you where you are coaching on behalf of BTF	Contract
	where you choose to be a part of our coaches Facebook group where you choose to be a part of regional WhatsApp groups	Consent
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation Health data – information about and disability or access requirements Criminal offence data – DBS reports (where applicable)	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent
	To provide reasonable adjustments where required	Legal Obligation/ Explicit Consent
	For safeguarding purposes	Legal obligation/Safeguarding of children and individuals at risk

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender, account login credentials) Information such as preferred travel distance, clothing sizes, regions in which you officiate, and qualifications Marketing communications preferences (Where you are a motorcycle official) driving licence number, motorcycle bike specifications and external qualifications (Where you are undertaking a course) payment details, course application information, extra details relevant to the course you are taking	to send communications to you relevant to your role as a Technical Official monitor and develop participation in the sport of Triathlon by monitoring engagement and participation through events and membership and inviting our members to participate in surveys for researching and development purposes to undertake filming and photography at our competitions and events for live streaming, promotional, education and development purposes communicating with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon. We will use your personal information to investigate your complaint, to suspend membership, take disciplinary action	Legitimate Interests
	To process any payments made i.e. for courses To deliver the course and maintain a record of your new qualifications To pay any expenses incurred where officiating at a British Triathlon event To provide you with core technical official services, including insurance, licensing and access to the Technical Official system To set up and administer your online account To send essential communications to you about your role as a Technical Official such as about events that you have been selected for	Contract
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Health data – information about and disability or access requirements Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation	To provide reasonable adjustments where required	Legal Obligation/ Explicit Consent
	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender, account login credentials) Participation details (club affiliated with) Payment details (bank account and card details, records of purchases) Marketing communications preferences Records of your interactions with us (calls, emails and other correspondence)	to send communications to you relevant to your role at an event organiser to undertake filming and photography at our competitions and events for live streaming, promotional, education and development purposes communicating with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon and your events to invoice your organisation for event fees to set up and maintain your event organiser account on the British Triathlon Event Organiser System to deal with any event incident reports and sharing information with relevant insurers	Legitimate Interests
	where you choose to join our event organiser Facebook group	Consent
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation Health data – information about your wellbeing	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent
	To provide reasonable adjustments where required	Legal Obligation/ Explicit Consent

What data we collect about you when you enter a British Triathlon event will depend upon which platform you use to enter. Where you enter an event on our British Triathlon-owned online entry system, we will collect all of the information listed below. However, if you choose to enter an event through another entry platform or directly with an event organiser, we will only have the following information shared with us: name, email, contact number, membership details, participation details, your marketing preferences, and information about your performance at the event.

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address, telephone numbers, DOB, gender) Membership details (if applicable) Participation details (club affiliated with, team name) Emergency contact details (name, contact details, relationship) Payment details (bank account and card details, records of purchases) Records of your interactions with us (calls, emails and other correspondence) Marketing preferences Experience levels, behaviour and interests – optional research questions for monitoring purposes Any additional event-specific information e.g. swim times, t-shirt size Event performance (times, positions) Where you have entered an Age-Group event, we will also collect: Results from any qualifying events Supporting evidence to strengthen your application	monitor and develop participation in the sport of Triathlon by monitoring engagement and participation through events and membership and inviting our you to participate in surveys for researching and development purposes to undertake filming and photography at our competitions and events for live streaming, promotional, education and development purposes communicating with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon to publish the results of the event, including individuals’ times and positions, on the British Triathlon website archiving results to provide people with a history of events competed in and to allow for historical research we need contact details of someone we can contact in an emergency if a situation occurs where we are concerned for your welfare this includes but is not limited to, we are unable to locate you, you are involved in an incident and/or accident where you have injured yourself and/or you are involved in an incident and/or accident where you are unconscious. Before sharing someone else’s personal information to be used as your emergency contact, you must gain their permission to do so. Where you have entered an Age-Group event, we will also process your data to: Send communications specifically relevant to the Age-Group community, for example updates about Age-Group kit Include you in any International Team Facebook groups used for communicating with teams when at an event	Legitimate Interests
	provide you with core event services and opportunities including but not limited to, entering you into the event, selecting your age category, adding you to the start list and including you in the results and potential prizes; send you event related communications by post, email, text or telephone including but not limited to; confirming your entry, issuing pre-race information and distributing your result; and any other contractual requirements specific to the event processing your payment for the event where you use our online entry system Where you have entered an Age-Group event, we will also process your data to: we use information in your application and qualifying event results to help select Age-Group teams to make decisions around issuing professional licences to enter qualified athletes into events	Contract
*Special category data processed*	*Purposes for processing*	*Legal basis/condition for processing*
Equality information – disability, ethnic group, religious belief, gender identity and sexual orientation (this information is not shared with your permitted Event Organiser) Health data – information about your health and any existing medical conditions	To monitor equality of opportunity and participation across the sport as required by Sport England through aggregated and anonymised reports	Consent/Explicit consent
	We need your medical details in case you are involved in an incident and/or accident where you are not able to communicate with the first aid responders and/or emergency services. Your medical details will be shared with the first aid responders and/or emergency services should you be involved in an incident and/or accident.	Vital Interests/Vital Interests

Please refer to the sections above for specific information on how we process your personal data that you enter on our website as part of an event, to sign up and manage your membership, purchase any courses or interact with us as a technical official, event organiser or coach.

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, email address, address and telephone numbers) where you fill in an enquiry form Online identifiers collected through cookies and pixels embedded in the website	To maintain the security of our website To ensure that the website functions correctly	Legitimate Interests
	For marketing and analytics purposes, for example, to see which pages you visit and what you do on those pages, to see whether you are viewing the website on a computer or mobile etc.	Consent

Active Skills for Life (ASfL) is powered by British Triathlon. This section covers how we will collect and process personal data about you as a Subscriber/Partner when registering for an ASfL Engage Subscription, Enhance Subscription, Franchise or Franchise+.

*Personal data processed*	*Purposes for processing*	*Legal basis*
Personal details (name, title, DOB, email address, address and telephone numbers) profiling details (for example where you heard about ASfL what type of organisation you are, what content you would like) Payment details (bank account and card details, records of purchases – which may be personal data) Records of your interactions with us (calls, emails and other correspondence) Marketing preferences Online identifiers collected through cookies and pixels embedded in the Active Skills for Life website On the Learning Hub e-learning website (if applicable): contact details – name, address, email address, and date of birth passwords dates & times the system was accessed IP address what actions took place (e.g sections viewed/ tasks completed) photo (if added) personal profile and medical questionnaire certificates of completion	To maintain the security of our website To ensure that the website functions correctly To provide you with ASfL services, including fulfilment of resources and training To set up and administer your online account To send you communications by post or email in relation to essential services such as renewals, information and ASfL benefits	Legitimate Interests

Where your company interacts with us as a supplier of products or services to, or partners with, British Triathlon we will collect your work contact details (name, phone number, email address) in order to enable us to communicate with you about your services (Legitimate Interests)

Where you are appointed to one of British Triathlon’s committees (such as regional committees, Triathlon England Council etc.) we will collect your name, email address, phone number and position on the committee so that we can communicate with you about your role and so that you can fulfil it (Legitimate Interests)

Where you have made a complaint or a complaint has been made against you, we may need to collect additional information relevant to the concern in line with our Safeguarding Policies, Disciplinary Policies and Procedures and other relevant British Triathlon Policies you can find on the governance page of our website. In support of our commitment to upholding, protecting, and maintaining the highest standards of sporting integrity and ensuring the safety and wellbeing of children, adult and adults risk in our sport, as detailed in the British Triathlon Safeguarding Disciplinary policy (paragraph 15), British Triathlon Disciplinary Policy (paragraph 13) and the British Triathlon Anti-Doping Rules (paragraph 8.5) British Triathlon may publish summaries of decisions and sanctions made or imposed under these polices or rules. This is necessary for our legitimate interests and for the legitimate interests of third parties (to ensure all relevant third parties are aware of existing sanctions and to ensure that due process is followed for disciplinary actions).

In some cases, the provision of personal data as outlined above is a contractual requirement, and/or a statutory requirement if you wish to engage with British Triathlon in a certain way (for example, where you wish to work as a coach or official, and there is a statutory requirement for us to carry out a criminal records check on you, for safeguarding purposes; or if you are wanted to compete in an event, we need certain basic information about you to ensure you are eligible to compete and for insurance purposes). In those and other cases, if you do not provide us with certain personal data, by consent or otherwise, we may not be able to work with you or provide our products or services to you (as applicable), or it may adversely affect the provision of our services to you.

We may share your personal data with the following categories of third party organisations:

Other entities within the Triathlon group, such as Welsh Triathlon, Triathlon Scotland and the Triathlon Trust in order to help them administer their membership services or record donations made by members

Sport England, if your personal data is included in any images or videos taken by us at our competitions and events for promotional and journalistic purposes. We also report equality, diversity and inclusion figures to Sport England but this data is fully aggregated
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure & Barring Service, and UK Police and law enforcement agencies for the purposes of prevention and detection of crime.
Where you have signed up to compete or officiate an event, we will share your personal data with the relevant Event Organiser administering it
We may share minimal personal data with the triathlon club with which you are affiliated
Where you undertake a coaching qualification with us, we will share some of your personal data with 1st4Sport our awarding body and the course coach/tutor

We also use carefully selected data processors who provide elements of services for us, such as the provision of IT services and marketing platforms. We have Data Processor Agreements in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us or further sub-processors who must comply with our Data Processor Agreement. They will hold your personal data securely and retain it for the period we instruct.

In general, British Triathlon does not share your personal data with third parties located outside of the UK or EEA. However, for limited processing purposes, British Triathlon does use third party service providers located in other countries in order to provide specific services for us (for example, third party systems such as Mailchimp and SurveyMonkey). Where we share your personal data with third parties located in countries that are not deemed by the UK government to have an adequate level of personal data protection, we rely on standard contractual clauses with the UK Addendum to safeguard the transfer and ensure your personal data protected.

Your personal data will be retained in accordance with our Retention Schedule which categorises all of the information held by British Triathlon and specifies the appropriate retention period for each category of data. Those periods are based on the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and British Triathlon's organisational purposes.

For example, where you have purchased something from us such as an event entry, membership or a course, we are required by financial regulations to retain this data for 6 years. However, if you are or have been a member of British Triathlon, we are required to maintain a record of members under the Companies Act 2006, so we will retain basic information about you and your membership for longer.

Data security is of great importance to British Triathlon and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

We take security measures to protect your information including:

Limiting access to our buildings to those that we believe are entitled to be there by use of passes and monitoring our offices with CCTV;
Implementing access controls to our information technology. Any access to your personal data at British Triathlon is restricted to those individuals that have a need to know in order to fulfil their job responsibilities;
Utilising technical measures such as firewalls, anti-virus software, and encryption to safeguard the data we hold; and
Implementing organisational measures such as regular staff training and awareness exercises, internal information security policies, and data handling procedures to ensure our staff are aware of how to process personal data securely and responsibly.

Under data protection legislation, you have the right to:

• ask for access to your personal data via a 'subject access request';

• ask for personal data we hold about you to be corrected;

• ask for your personal information to be deleted. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it;

• object to the processing of your personal data where we are relying on a legitimate interest, and there is something about your particular situation which makes you want to object to processing it;

• ask for the processing of your personal data to be restricted. This enables you to ask us to suspend the processing of personal data about you;

• ask for your personal data to be transferred to another company; and

• Where we rely on consent to process your personal data, you also have the right to withdraw your consent at any time.

You can exercise any of the following rights by contacting us using the contact information outlined in the Contact Us section.

If you are a British Triathlon member, you can also update your information yourself, including your marketing preferences, within your My Account. In addition, to manage your preferences regarding non-essential cookies on our websites, click on the Cookie icon in the bottom left of the screen.

Please note that not all of the above rights are absolute and British Triathlon will assess each request on a case by case basis to ensure that we respond in line with our obligations under data protection legislation.

British Triathlon tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Please contact us using the contact details provided further down this page.

You also have the right to lodge a complaint with a supervisory authority, which, in this instance, is the Information Commissioner's Office (ICO). If you want to make a complaint about the way we have processed your personal information, you should do so on the ICO website: https://www.ico.org.uk/concerns.

Contact Us

If you have any questions about how we process personal data or this Privacy Notice, would like to exercise your data protection rights, or submit a complaint about how we have handled your personal data, you can contact our Data Protection Officer using the details below:

Data Protection

British Triathlon

PO Box 25

Loughborough

LE11 3WX

dataprotection@britishtriathlon.org

Changes to this Webpage

We keep this policy under regular review. We may change this Privacy Notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices.

Last updated April 2024.

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Privacy Notice

The British Triathlon Federation (British Triathlon) collects, uses and shares your personal data as part of its role as the National Governing Body for Triathlon, Aquathlon and Duathlon in Great Britain.

How we use your information

What personal data do we collect and for what purposes?

Members

Race Pass

Coaches/Activators

Technical Officials

Event Organisers

Event Participants / Age-Group Event Participants

Website Visitors

Active Skills for Life

Other Groups Whose Information We Process

Failing to Provide Personal Data

Sharing Your Personal Data

Retaining Your Personal Data

Protecting Your Personal Data

Your Rights

Complaints or Queries

Contact Us

Changes to this Webpage

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