NYP Tristars Member Privacy Notice – Oct 2021

NYP Tristars are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, NYP Tristars is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

This policy applies to you if you are a member of NYP Tristars. For clarity, we require parental or guardian consent for all members of NYP Tristars and this policy therefore refers to both information about the member and appropriate information about the parent or guardian.

What type of personal data we collect from you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number, gender and records of participation in training and events. (Athletics Data). We may also ask for relevant health information and other data which is classed as special category personal data.

Payments are set up by standing order so we do not hold bank details belonging to a parent or guardian unless refunds are required. Details are not stored once the refund is given.

Coaches only: We hold DBS information in order for coaches to carry out their roles.

Why we need your personal data

The reason we need your Athletics Data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For training including club championships/race simulations.

  • sharing personal data with club coaches or officials to administer training sessions and in case of emergencies; 

For funding and reporting purposes 

  • analysing anonymised data to monitor club trends; and
  • sending a club survey to improve your experience as a club member

For membership and club management 

  • processing of membership forms;
  • sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
  • club newsletter promoting club activity; and
  • publishing of race and competition results

Marketing and communications (where separate consent is provided) 

  • sending information about promotions and offers from sponsors;
  • sending information about selling club kit, merchandise or fundraising.
  • using videos and photos to promote the club

Special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches and other organisers on behalf of the club to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it. 

The club has the following social media pages: Facebook. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) has their own privacy policies and that the club do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with

The Club does not supply any personal data it holds to any other third party. The Club uses Dropbox for much of its shared information storage.  Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data. Data processing of information remains in the UK.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after one year of inactivity on that member’s account. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

You can request changes to your details by contacting  

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.