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.
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.
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 App Privacy Notice
What personal data do we collect and for what purposes?
Members
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Race Pass
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Coaches/Activators
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.
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Technical Officials
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Event Organisers
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Event Participants / Age-Group Event Participants
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 |
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Where you have entered an Age-Group event, we will also collect:
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Where you have entered an Age-Group event, we will also process your data to:
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Legitimate Interests |
Where you have entered an Age-Group event, we will also process your data to:
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Website Visitors
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.
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Active Skills for Life
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+.
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Other Groups Whose Information We Process
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).
Failing to Provide Personal Data
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.
Sharing Your Personal Data
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.
Retaining Your Personal Data
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.
Protecting Your Personal Data
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.
Your Rights
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.
Complaints or Queries
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.