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Data Protection Policy

In becoming a member of BOF, BOF will collect certain information about you which will include your name, date of birth, gender, URN (Membership Number) number, email address, address, telephone number, name of the BOF affiliated Association and club that you are a member of, details of any coaching or officiating licences you hold, and results.

DVO will collect and store the following information about members:

Name, BOF number, Year of Birth, Sex, Postal Address, email address, phone number, Date joined, Date lapsed, Orienteering Class, SI/EMIT numbers, mailing preferences, associated members (e.g. family members), associated clubs, details of any coaching or officiating licenses you hold and results. This is your ‘membership data’.

Why we will collect it. We will collect and process your Membership Data for the purposes of registering you as a member of DVO, administering your involvement in the sport, and communicating with you about the club and the sport. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the sport.
We will only use your Membership Data for the purposes of registering and administering your involvement in the sport.

Data Storage. This information will be stored by the Membership Secretary, the Chair, and other Committee members as appropriate. The contact details ( Name, Postal Address, email address, phone number, Orienteering class ) will also be stored on the website in the members’-only section, and will be stored also by the relevant help-team leader.

Use of the Data. The purposes for which the data is kept is to allow contact between members, between Committee and members, and help-team leaders and members, for the purposes of preparing for and putting on orienteering events, and the running of the club.

This may include:

Training and competition entry

  • Share data with club coaches or officials to administer training sessions
  • Share data with club team managers to enter event
  • Share data with leagues, associations and other competition providers for entry in events

Membership and club management

  • Share data with committee members to provide information about club activities or invitation to social events
  • Publish race and competition results
  • Use in Website management
  • Use to provide DVO’s and EMOA’s magazines
  • Communicate by the Committee to the members for reasons related to the club and the sport.
  • Send club/region newsletter
  • Send information about selling club kit, merchandise or fundraising
  • Sharing your data. We may share relevant Membership Data with partners such as Fabian4 and Si Entries, other Home Country Orienteering Organisations, Regional Associations, and third-party data managers that we may appoint as data processors as part of administering your involvement in sport.

Funding and reporting purposes

  • Anonymised data shared with a funding partner as condition of grant funding e.g. Local Authority
  • Anonymised data analysed to monitor club and or participation trends

The membership data will NOT be communicated to any other bodies outside DVO, except those mentioned above, unless prior explicit permission has been obtained from the member(s) concerned.

Photographic images. DVO may also collect, store and display images of members in order to report on, and to promote, the sport. Images may be used on the club’s, the region’s or the national website, and may also be put on social media. If a member does not want images of themselves and/or their children, they should contact the Secretary to discuss how best their wishes can be complied with. Some orienteering situations may have official, even professional photographers, where different arrangements apply. Members concerned about these should contact the Organiser of the event. See also DVO Photography Policy.

Length of storage. Membership Data will be kept as long as the person remains a member of the club, and for four years afterwards and may then be deleted or anonymised as follows:

Type of data When deleted
Membership Data (except in respect of those specific items below) Four years after an individual has ceased to be a member of the Club.
URN (Membership Number), name and year of birth This information will be anonymised after the four year period referred to above.
Name, Date of Birth and Sex Will be kept in perpetuity.

Data kept will be:

  • “Processed fairly and lawfully
  • Collected for specified, explicit and legitimate purposes 1
  • Adequate and limited to what is necessary 2
  • Accurate and where necessary kept up to date
  • Kept for no longer than is necessary
  • Processed and kept in a manner that ensures appropriate security 3
  • The controller must be able to demonstrate accountability” 4

( from Article 5 of the Regulations )

  1. For specified, explicit and legitimate purposes: This would NOT include marketing and/or promotional material from external service providers.
  2. There may be occasional instances when a member’s data needs to be shared with a third party, due for instance to an accident or incident involving statutory authorities. Where it is in the best interests of the member or the Club in these instances where the Club has a substantiated concern then consent does not have to be sought from the member.
  3. Secure Processing: Committee members and help-team leaders of the Club have a responsibility to ensure that data is both securely held and processed. This includes having strong passwords, not sharing passwords, and having software protection on all machines used.
  4. Accountability and Governance: The Club Committee shall ensure that new members joining the Committee receive an induction into how data protection is managed within the U3A and the reasons for this. The Committee will review data protection and who has access to information on a regular basis, as well as reviewing what is held.

Your rights. You have the following rights under data protection legislation:

  1. to access a copy of the information comprising your personal data;
  2. to object to processing of your personal data that is likely to cause or is causing damage or distress;
  3. to prevent processing for direct marketing
  4. to object to decisions being taken by automated means
  5. in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
  6. to claim compensation for damages caused by a breach of data protection legislation.

                  ( 3. and 4. unlikely to be relevant with DVO )

Enquiries and complaints. A request to delete or restrict circulation of some or all of the data kept about them, received by the Secretary in writing or by email from the member themself, will be complied with within 30 days, and the member will receive confirmation of this. A deletion of all the data will, however, mean cessation of membership.

If a member wants to know which data are kept about them, or their children, or to make a complaint about the data-keeping arrangements they should enquire of the Secretary or the Chair. The club will reply within 30 days.

If you are dissatisfied with how your concern/complaint is dealt with by the club, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk)

Data breach Notificaton

In the event of a data breach, action shall be taken to minimise the harm by ensuring all committee members are aware of the breach. Appropriate steps should be taken as soon as possible to rectify the problem. The committee shall also contact relevant Club members to inform them of the problem.

Date adopted: June 2018

Date to be reviewed: June 2023

For Fliers and/or Registration forms:
“You agree that we may publish your Personal Information as part of the results of the Event and may pass such information to the governing body or any affiliated organisation for the purpose of insurance or for publishing results either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, any club affiliation, race times, age group and sex.”

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