GDPR Privacy Policy
Introduction
The website/social media page is maintained by David Lynam on behalf of Cork Tri Club, for the
purposes of data protection legislation, the club shall also have a Data Controller.
We are committed to protecting your privacy and processing your personal data in accordance with
the Data Protection Act (DPA) 1988 up to 24 May 2018 and the General Data Protection Regulation
(GDPR) on and from 25 May 2018 (Data Protection Legislation). This policy explains how the
information we collect about you is used and kept securely. It also explains your privacy choices
when using our website as well as your right to access your information under Data Protection
Legislation.
It is important that every club makes an inventory of the personal data that it holds and examines it
under the following headings:
- Why is it being held?
- How was it obtained?
- Why was it originally gathered?
- How long is it being retained for?
- How secure is it?
- Is it shared with any third parties?
The information we collect about you
We may collect the following information about you through our membership process, event
registrations, training sessions registrations and our website/social media:
Your name, email address, postal address and any other information you voluntarily provide to
us via our online and hardcopy forms for the purpose of registering you as a member of our club
or/and entering you in an event that you have chosen to participate in
The information provided to us
We may be provided with information about you from clubs with which you are registered. That
information may include: name, date of birth, gender, email address, address, telephone number,
name of the Triathlon Ireland affiliated clubs with which you are registered and any coaching
qualifications or officiating licenses that you hold.
How we use your information
We may use your personal information for a number of purposes, including:
- To manage your membership.
- To process and manage event and training session registrations.
- To deal with your requests and enquiries.
- To contact you for reasons related to your enquiry.
- To notify you about Triathlon events and other associated events.
Our legal basis for processing your information
We will process your Data on the basis of the following legitimate interests:
- To provide selected external providers with a facility to check and validate data to support
administrative processes. For example:- Transfer of name and date of birth to check membership validation at point of entry to Triathlon
events and other associated events
- Transfer of name and date of birth to check membership validation at point of entry to Triathlon
- There is an Triathlon Ireland administration portal where a selected number of the Club
Committee can access data to help to respond to queries, update data and perform necessary
administration activity. - Providing relevant and necessary information via email, text and post to you about the
following:- Changes to rules and regulation
- Updates to advice and guidance relating to specific roles held within this club
- Transactional information relating to club affiliation, events and training session registrations,
representative teams, competition and events, coach and officiating licenses, courses, CPD events and qualifications.
If you become a registered athlete with our club we will share your data with Triathlon Ireland as to
facilitate your membership and as part of the administration of your involvement in the sport.
We will share only what is needed for those purposes and, where possible, will anonymise the data
before sharing. If we would like to share your information for any other purpose we will ask for your
consent.
When we collect information from you, we will tell you if we would like to send you information
about our products and services. We will give you the opportunity to opt in to any such
communications and will tell you how you can opt-out at any time.
If we wish to share your data with third parties for marketing purposes, we will tell you about this
and only do so if we get your consent. You can opt out at any time either by notifying us,
The club may also share your personal information with An Gardai Siochana and other Statutory
Agencies for the purposes of crime prevention, crime detection or the safety of our members.
This is done on a strictly case by case basis and through a tightly controlled process to ensure we
comply with Data Protection Legislation.
Protecting your information
The data that we collect from you may be transferred to a destination external to Triathlon Ireland
own secure network. We will not transfer your data outside of the European Economic Area.
By submitting your personal data, you agree to this transfer, storing or processing. We will take all
reasonable steps to ensure that your data is treated securely and in accordance with this privacy
policy. The Internet is not generally a secure medium for communication and therefore we cannot
guarantee the security of any information you send to us over the Internet. We use up-to-date
industry procedures to protect your personal information.
Finding out what information this club holds about you
Under the Data Protection Legislation, you can ask to see any personal information that we hold
about you. Such requests are called subject access requests. If you would like to make a subject
access request, please contact your club Data Protection Officer. You will also need to provide two
forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any
particulars about the source or location of the information you are requesting. Your club has 30 days
to respond to your subject access request.
Data retention
Any data that we collect from you will be deleted in accordance with timescales set out below:
| Type of Data When Deleted | When Deleted |
| Name, date of birth, gender, email address, address, telephone number, and details of any coaching or officiating licenses you hold | Three years after an individual has last renewed their membership with the club. |
| Data on any injuries, medical conditions etc as provided by you to the club | One year or on the receipt of a new club annual membership form |
| Vetting data, ID forms and application forms | Four years after the receipt of a vetting application on its expiry |
| Competition results | Indefinite as a record of competition results |
| Text or messaging systems | One year (rolling twelve months) |
| Team sheets and training attendance lists | One year (rolling twelve months) |