About this Notice
This notice explains when and why we collect personal information about our participants, members and contractors, how we use it and how we keep it secure and your rights in relation to it.
We reserve the right to amend this Data Privacy Notice from time to time without prior notice. You are advised to check our website www.welshsailingevents.org regularly for any amendments (but amendments will not be made retrospectively).
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
1. Who are we?
We are RYA Cymru Wales. The Royal Yachting Association (RYA) is the UK Governing Body for sail and powerboat racing and the UK national authority for all forms of recreational and competitive boating including sailing, windsurfing, motor cruising, powerboating, sportsboating, inland boating and personal watercraft.
The Royal Yachting Association Cymru Wales (RYACW) acts for the RYA in Wales. We can be contacted at:
C/o Plas Menai Watersports Centre
2. What Information We Collect And Why
|What information we collect and why. Type of information||Purposes||Legal basis of processing|
|Individual’s name, address, telephone numbers, e-mail address (es).||For communication with participants at RYACW events.
For use at RYACW events or programmes in order to service safety requirements
|For the purposes of our legitimate interests in promoting and protecting safe, successful and rewarding boating.
Consent. We will seek the participant’s consent on their event application form. The participant may withdraw their consent at any time by contacting us by e-mail or letter.
|Participant Emergency contact details||Contacting next of kin in the event of emergency.||Protecting the participant’s vital interests and those of their dependants|
|Date of birth / age related information||Managing participant categories which are age related||Performing the RYACW contract with the participant.|
|Gender||Managing participant categories that are gender related.||For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.|
|To gather data to monitor against outcomes of programmes aims and objectives.||For the purposes of the legitimate interests of the RYACW to maintain diversity data required by Sports Councils.|
|The participant’s name, boat name and sail number||Managing race entries and race results.
Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media.
|For the purposes of our legitimate interests in holding races for the benefit of participants at RYACW events.
For the purposes of our legitimate interests in promoting RYACW.
|Photos and videos of participants and their boats||Putting on the RYACW website and social media pages, using in press releases and case studies.||Consent. We will seek the participant’s consent on their event application form. The participant may withdraw their consent at any time by contacting us by e-mail or letter.|
|Radio call signs||Collected for an event and shared between event organisers (e.g. safety fleet, race management)||For the purposes of our legitimate interests in ensuring the safety procedures are in place.|
|The participants name and postal code||To gather data to monitor against outcomes of programmes aims and objectives.||Consent. We will seek the participant’s consent on their event application form. The participant may withdraw their consent at any time by contacting us by e-mail or letter.For the purposes of the legitimate interests of the RYACW to maintain data (e.g diversity, equality) required by Sports Councils.|
|Bank account details of the participant or other person making payment to RYACW||For the provision of services and events to the participant.||Performing the RYACW’s contract with the Participant.|
|Sensitive Data|| Medical information required for the safety of participants on RYACW programmes or events.
To gather data to monitor against outcomes of programmes aims and objectives.
| Consent. We will seek the participant’s consent on their event application form. Information shall be gathered and retained in line with the RYACW Data retention and Disposal Schedule.
For the purposes of the legitimate interests of the RYA to maintain data (e.g diversity, equality) required by Sports Councils.
3. How we protect your personal data
We will not transfer your personal data outside the EEA unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to us; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
For any payments which we take from you online we will use a recognised online secure payment system.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
4. How We May Share Your Information
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above (2. What information we collect and why) or paragraph below.
We share personal information with the following parties:
- Any party approved by you.
- Third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
- Examiners, assessors, trainers and coaches who require the data in order to provide services which you have requested or to conduct any examinations or assessments which you have requested;
- Race officers and race organisers of events held or managed by us who require the data in order to look after your welfare and who may require to pass the same to emergency and medical services providers;
- Affiliated clubs and recognised training centres in the UK;
- Organisers of sporting events in which you propose to participate both in the UK and overseas (including countries outside of the European Union);
- To your prospective employers and any other persons you may refer to us for the purpose of obtaining from us any references or verification of your qualifications or experience;
- External funding providers for the purposes of reporting and administering agreed activity;
- Our partners and activity providers for the purposes of arranging any events or workshops you have registered your interest in;
- The government or our regulators, where we are required to do so by law or to assist with their investigations or initiatives;
- Police, law enforcement and security services: to assist with the investigation and protection of national security.
5. How long do we keep your information?
We will hold your personal data on our systems for as long as you are engaged with an RYACW Event or Programme and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
We may also retain and process your personal data in a format that does not permit identification of you for historical and statistical purposes
We may keep and process your personal data for so long as you remain a member or where the data is obtained from you as a qualification or credential holder or in some other capacity we may keep and process the data for so long as you continue, to our knowledge, to hold that qualification/credential or other capacity.
Where your qualification or credential or other capacity in which we hold your data lapses we will continue to actively process your data for up to five years for the purpose of facilitating the renewal by you of such qualification or credential or other capacity.
- 6. Your rights
You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
7. Contact Details
For more details, please address any questions, comments and requests regarding our data processing practices to our Chief Operating Officer firstname.lastname@example.org