Privacy Policy

Who we are

Belvoir Triathlon Club is based in Grantham, Lincolnshire.
The club is affiliated with Triathlon England, and England Athletics and the club conforms to national and regional policies and procedures, which includes all UK Triathlon codes of conduct.

Privacy Policy

Belvoir Tri Club is committed to managing personal information, including ‘subject access requests’, in compliance with the Data Protection Act 1998, and after 25th May 2018, the General Data Protection Legislation.

This Privacy statement forms a “Fair Processing Notice” as required by the Act.

This Policy explains when and why we collect personal information about people who use the club, participate in events run by the club or visit our website (, how we use that information, the conditions under which we may disclose it to others and how we keep it secure.

What personal data we collect and why we collect it

To administer your membership of the Club – Contact details (name, address, email address, telephone number, date of birth), Consents for use of personal data.
For use in the Club’s publicity materials including website and social media platforms – Name, photograph, sporting achievements. This information will be retained in perpetuity as club records.
When you visit the Club’s website – Online identifiers such as IP address, pages visited.

Who we share your data with
Our policy is simple: We will not share your information with third parties without users’ consent.
The Club will however store the following information for purpose of evaluating our site: the domain name from which you access the Internet, the date and time you access our site, terms entered into our search engine, and the Internet address of the website from which you direct-linked to our site. This information is used to measure the number of visitors to the various sections of our site and to help us make our site more useful to our visitors.
Other information collected during the course of your usage of the site, such as pages visited, may be collected in server log files and used for statistical analysis of traffic patterns.
If you choose to provide us with personal information, as in an e-mail message or online membership form, the club will use this information to respond to your request. There might be times when your e-mail is forwarded within the club to members who are better able to assist you. We will not retain this information for longer than is necessary.

How long we retain your data
For as long as you are a member.

What rights you have over your data

The right to be informed – This page is a Privacy Notice that sets out how we use your data to allow you to make an informed decision about how we’re handling your data.
The right of access – You have the right to access your personal data and information about how it’s used. See the section below ‘How you can access and update your information‘ for more details on how you can access your data.
The right to rectification – where data about your is incorrect or incomplete, you’re entitled to have it corrected, including if we’ve passed that incorrect/incomplete data to anyone else. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
The right to erase – Where there is no justification for the Club having it, you have a right to request the deletion or removal of personal data. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
The right to restrict processing – You have a right to stop us using your data while inaccurate data is amended, or where you have made any objection to how we use your data, where the use of data is unlawful but the you oppose the club simply deleting your data or to prevent us from destroying data you require in order to take or defend legal action.
The right to data portability – You can request a copy of their data for their own purposes. Typically, this might be to enable you to move to a different club. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
The right to object – You can object to any processing of your data, and if we’re in dispute over whether the processing is harmful, you have a right to have that processing halted until a resolution is agreed. You have a right to object to direct marketing at any time.
Rights in relation to automated decision making and profiling – Where computer logic results in actions in respect of a person (e.g. send all athletes of a particular age one letter and everyone else a different one), you have a right to demand a person intervenes or you can challenge a decision and have a right to investigate whether the processing is legal.
You have the right to ask for a copy of the information we hold about you. Please email

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. 
In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email
You have the right to ask for a copy of any personal information we may hold about you. You can make a Subject Access Request by contacting us by email:


If you login to our site then the backend system will store cookies to identify yourselves; additionally 3rd party data processors
set cookies if you log in to any of their systems.

How we protect your data
The 3rd parties we share your data with are all GDPR audited and have procedures in place to protect your data;
Most of the data is held on these third party systems. Where a hard copy of details are needed for the purposes of managing individual activities we keep these for the duration of the activity and destroy them securely at the
end of the activity.

What data breach procedures we have in place
If we discover a breach of data which is directly in our control (or if we are informed of a breach in the systems of one of the 3rd parties)
we will inform you as soon as possible (after containment) at which time we will also inform the ICO.