Privacy notice and GDPR

Privacy notice and GDPR


Like all membership organisations, Newcastle (Staffs) Tri Club collects, stores and uses data relating to its members. 

Our club uses the British Triathlon Federation’s ClubSpark system to hold that data.

The data is provided by members when they join, renew their membership, or use the system to purchase additional services, such as events or England Athletics membership.

The club has taken steps to comply with the GPDR (General Data Protection Regulations). These include:

  • reviewing the club’s obligations in relation to GDPR and privacy
  • identifying a GDPR lead committee member
  • ensuring our systems and processes meet the requirements of the GDPR and privacy regulations
  • adopting this policy

Our club approach to GDPR and privacy

Our club takes its obligations to protect the privacy and confidentiality of members’ data very seriously. We have put in place systems and procedures to ensure this is upheld.

Personal data includes not only data that is commonly considered to be personal in nature (e.g. names, physical addresses, email addresses), but also data such as IP addresses, behavioural data, location data, financial information, and more.

This policy has been designed to comply with these new regulations. It informs you about what kind of information we may collect, how we collect it, why we collect it, the legal basis for collecting it and your rights under the GDPR.

In addition to this policy, the club:

  • has a designated safeguarding lead for both juniors and adult
  • is accredited to the British Triathlon Federation’s Bronze TriMark standard
  • runs sessions using coaches who are accredited through the British Triathlon Federation
  • has a policy of restricting access to the membership database only to accredited coaches and to committee members who both need access to perform their duties and who hold a valid “Disclosure and Barring Service” (DBS) certificate

The categories of information that we collect, process, hold and share include:

Information that you give to us

  • personal information (such as name, BTF number)
  • special categories of data including characteristics information such as gender, age, medical conditions
  • membership contact information (such as name, email address, phone number, date of birth, address, emergency contact)

Why we collect and use this information

We use member information data to:

  • enable participation in club training sessions
  • processing of membership forms and payments
  • sharing data with committee members to provide information about Club activities, membership renewals or invitation to social events
  • send the club newsletter 
  • general communications to members on club matters such training sessions, social events

The lawful basis on which we process this information

We process this information under the membership contract, individuals have entered into with Newcastle (Staffs) Tri Club or in relation to the steps taken to enter into that contract.

Collecting this information

While the majority of information you provide to us is mandatory for club membership, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain membership information or if you have a choice in this. 

If we rely on your consent for collecting your data, you have the right to withdraw your consent at anytime. To do so please contact the club secretary via email at

Storing this information

We hold your current data for the duration of your membership with the club. We will delete your data when your membership ceases. 

Who we share this information with

Membership information is available to certain committee members and to lead coaches. 

We do not share membership information with any third parties.

We share photographs of members participating in club activities, on our closed members only Facebook group and within our members only weekly newsletter.

Members are asked to sign a consent to publication of photography form and this is held in our membership records. If you have not consented to the taking or publication of your photograph, or that of a junior family member, you are asked to remind the session coach / lead of this if they are not already aware. This will enable you or your family member to be sensitively not included in any photography that is taken during a session or event.

Photography that is published on public sites, such as our website and public Facebook page, will only include images of members who have given consent (or whose parents / guardians have given consent) to sharing in a public location. 

We do not share information about members with anyone without consent unless the law and our policies allow us to do so.

Your rights

You have rights as an individual which you can exercise in relation to the information we hold about you.

These include the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
  • claim compensation for damages caused by a breach of the Data Protection Regulations

You can read more about these rights on the Information Commissioner's website.

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, please contact the club secretary via email at 

Complaints or queries

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can lodge a complaint with the Information Commissioner’s Office.

Further information

If you would like to discuss anything in this privacy policy, please contact:

  • the club secretary via email 
  • the club webmaster via email at

Agreed by NTC committee February 2019

Updated November 2020