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Data protection

Last edited: Sat 21 Jul 2018

The purpose of this statement is to tell members how their personal data is used.

The General Data Protection Regulations 2018 imposes rules and safeguards on those who hold and process personal data. The Club will collect certain information about you which may include your name, year of birth, gender, British Orienteering Federation (BOF) membership number, email address, postal address, telephone numbers and membership status (full or contact). This is membership data and it is used for the purposes of registering you as a member of the Club, administering your involvement in the sport and communicating with you.

We may share your membership data with orienteering partners such as Fabian4 and Si Entries, the British Orienteering Federation, South-West Orienteering Association and other orienteering clubs.

Additional data may be collected by the Club, including that drawn from the BOF data base, of coaching or officiating licenses, qualifications members may hold or courses attended. Results of events will be collected and will be shared with other organisations including BOF, Splitsbrowser, SportIdent and Routegadget to publicise the outcome of events, for post-race analysis and, where necessary, for insurance or legal purposes.

The club does not hold any sensitive data, as defined by GDPR, other than:

• Voluntarily declared health information provided on registration forms for the purpose of responding to health interests, should an accident or incident take place

• Data related to a safeguarding issue should an incident arise.

The data may be held in electronic or paper form. A brief reminder on usage of data appears on QO event entry forms and event information. We will take all reasonable steps to ensure that your data is treated securely. Club membership details are held in the form of an access data base and are password protected. The Club Chairman, Treasurer, Membership Secretary and Club Fixtures Secretary have access to BOF’s on-line data base of QO club members and their qualifications. Publication of personal data in paper form may occur in membership and contact lists, magazines, competition information and results and other literature. Publication on publicly accessible web sites may include name, age class and club in competition results; names with offices and photographs may be published, but addresses, contact numbers and personal background details will be published only with the explicit consent of the person. Information held electronically should always be password protected, and if sent to club officials when organising events it is done so with the instruction to delete after use.

The data will not be available for commercial purposes.

The club will may retain membership data for a period of up to four years from the date of the final reminder or notification that a member is not planning to renew their membership. To meet British Orienteering insurance requirements, paper details of non-members who take part in an event, and those event volunteers who do not run at that event, will be stored by the club for 5 years. Officers will delete personal data they hold in order to carry out their role, when their term of office expires.

If you do not wish to receive mailings (by email, post or other means) or other non-administrative communications from Quantock Orienteers, or you do not wish photographs of yourself or your children to be published, or you believe that the data held about you by Quantock Orienteers is incorrect, please contact the secretary, chairman, volunteer co-ordinator or membership secretary (see contacts page).

This policy on applying new data protection regulations may be updated further if more guidelines are produced by BOF.

  • The above statement was last updated on 10 June 2018