PRIVACY POLICY

This privacy policy sets out how RowUK stores, uses and protects any information that you give RowUK when you using our services. 

RowUK is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified then you can be assured that it will only be used for the purpose in which we state when we collect the data.

RowUK may change this policy from time to time by updating this page. This policy is effective from 24th May, 2018.

We comply with the requirements of the General Data Protection Regulation (GDPR), regarding obtaining, storing and using personal data.

What we collect

We may collect the following information:

  • your name and personal information including your email address, age, postcode, personal preferences and interests.

  • your boat club, position, race category including special requirements, race times

  • payment information and event registration details

As part of our GDPR compliant process, we have mapped all data that we collect, store, process and transfer to ensure we have the necessary controls in place. 

Why we collect this data

RowUK needs to collect, store, process and transfer data for the following core business and charitable activities:

  • Provision of services relating to the RowLeeds schools programme, including but not limited to: school details (prospective, existing and historic), pupil information, erg machine allocation

  • Management of volunteer coaches relating to the RowLeeds schools programme, including but not limited to: degree information, correspondence details, bank details

  • Provision of the RowLeeds Indoor Rowing Championships, including but not limited to: school details (prospective, existing and historic), pupil information, including age, gender and disability, parent consent, photos, race times, sponsor profiles, volunteering information

  • Provision of Personal Training services, including but not limited to: correspondence details, physical health

  • Management of fundraising activities, including but not limited to: charity details (prospective, existing and historic), funding amounts

  • Marketing of activities to promote funding, including but not limited to: Annual Report articles, blog/mag articles, personal interviews, social media posts

  • Provision of a Sprint Regatta, including but not limited to: rowing club information, sponsor profiles, spectator demographics (anonymous)

  • General business operations including: employee information for HR purposes, payment of salaries, pensions, expenses; payment of invoices to third party suppliers; receipt of payment for services,

 

 

Data Rights, Retention and Opt-Out

RowUK only holds data for as long as that data is required for its core business activities. When data is stored, the owner of the data is asked if they are willing for RowUK to retain their data longer than the standard retention period.

Individuals and organisations have the right to request that RowUK remove data held at any time. To request the removal of your data, please make a request to enquiries@rowuk.co.uk and the request will be processed one month. Individuals and organisations are also entitled to request copies of any details we hold on them at any time. If a request is received, data will be removed within one month.

Your full legal rights are to:

  1. Request access to your personal data ('data subject access request'). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

  2. Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

  3. Request removal of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of removal for specific legal reasons which will be notified to you, if applicable, at the time of your request.

  4. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

  5. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

  6. Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

  7. Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

Persons aged under 18

Where data, communication or photos involve persons under the age of 18, permissions are requested from parents and guardians. RowUK complies with safeguarding principles. All volunteers and individuals working directly with persons under the age of 18 are DBS checked and have received safeguarding training.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. In the case of data breach, RowUK commits to alerting the authorities within 72 hours.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question. 

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website, read any additional information about the form (usually provided by following an * to the bottom of the page)

  • if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at enquiries@rowuk.co.uk

We share information you provide us on payment and event registration with our third party payment gateway providers. Our providers are: Paypal and Stripe.

When registering for an event, you may see that an event is hosted by a third party (e.g. at a school, university of gym). If this is the case, information provided to RowUK will be shared with this third party for the purposes of the event or service. When we act as a partner in such events, we always provide the link to the appropriate third party data privacy policy on the events page. 

We will not sell, distribute or lease your personal information to other third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to RowUK, c/o The Leeds Boathouse, Thwaite Lane, Hunslet, Leeds, LS10 1RN, United Kingdom.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the above address. We will promptly correct any information found to be incorrect.

Third Party Partners

In the provision of our services, we work with several third parties (e.g. for Financial Accounting, School Registers, Fundraising, Race Event Management). As part of our GDPR Compliance, we actively monitor the data privacy and security policies of these partners.