The Triathlon Trust is committed to protecting your personal information and being transparent about what information we hold, whether you are a donor, volunteer, or supporter.
How we use your information
The Triathlon Trust is the British Triathlon Federation’s charity organisation that aims to provide funds to support BTF programmes and the ambitions of the Trust to support emerging talent, help to reduce barriers to developing the life skills of swim, bike, run as well as supporting coaching development programmes. The Triathlon Trust and British Triathlon will be “joint controllers” of the personal information that you provide to us through this website, unless otherwise stated. As joint controllers, we are responsible for deciding how we hold and use the personal data we collect.
This privacy notice applies to information that The Triathlon Trust and British Triathlon collect about:
We collect information about you in the following ways:
What personal information do we process?
We collect, store and use the following kinds of personal information:
Why we need your personal information – legitimate interests
The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this Policy. We will always identify a lawful basis for processing prior to collecting and using your personal information.
The legal basis we mainly rely on for processing personal data is Article 6(1)(f) of the UK GDPR which relates to processing that pursues our legitimate interests, provided your interests and fundamental rights do not override those interests. The purposes for which we rely on this lawful basis are:
In a small number of circumstances, we rely on Article 6(1)(b) of the UK GDPR which relates to processing necessary to allow us to perform our contract with you or to take steps at your request, before entering a contract. The purposes for which we will process your personal data based on contract are listed below:
We may also occasionally seek your consent (Article 6(1)(a) of the UK GDPR) to process your personal data:
We may need to collect, process and disclose personal information to comply with a legal obligation. For example, where we are ordered by a court or regulatory authority or we are legally required to hold donor transaction details for Gift Aid or accounting/tax purposes.
In the course of our charity activities, we may share your personal data with the following third parties:
In general, Triathlon Trust does not share your personal data with third parties located outside of the UK or EEA. However, for limited processing purposes, it does use third party service providers located in other countries in order to provide specific services for us. Where we share your personal data with third parties located in countries that are not deemed by the UK government to have an adequate level of personal data protection, we rely on standard contractual clauses with the UK Addendum to safeguard the transfer and ensure your personal data protected.
Failing to provide personal data
In some cases, the provision of personal data as outlined above is a contractual requirement, and/or a statutory requirement if you wish to engage with Triathlon Trust in a certain way. In some cases therefore, if you do not provide us with certain personal data, by consent or otherwise, we may not be able to work with you or provide our products or services to you (as applicable), or it may adversely affect the provision of our services to you.
Retaining your personal data
Your personal data will be retained in accordance with our Retention Schedule which categorises all of the information held by Triathlon Trust and specifies the appropriate retention period for each category of data. Those periods are based on the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and Triathlon Trust’s organisational purposes. For example, the Charities Act 2011 requires us to retain information related to donations for 6 years.
Security and performance
Data security is of great importance to The Triathlon Trust and British Triathlon and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.
We take security measures to protect your information including:
Under data protection legislation, you have the right to:
• ask for access to your personal data via a ‘subject access request’;
• ask for personal data we hold about you to be corrected;
• ask for your personal information to be deleted. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it;
• object to the processing of your personal data where we are relying on a legitimate interest, and there is something about your particular situation which makes you want to object to processing it;
• ask for the processing of your personal data to be restricted. This enables you to ask us to suspend the processing of personal data about you;
• ask for your personal data to be transferred to another company; and
• Where we rely on consent to process your personal data, you also have the right to withdraw your consent at any time.
You can exercise any of the following rights by contacting us using the contact information outlined in the Contact Us section.
If you would like to withdraw your consent to receive direct marketing messages from us, you can do so by clicking the ‘unsubscribe’ button at the bottom of every marketing message we send you. In addition, to manage your preferences regarding non-essential cookies on our websites, click on the Cookie icon in the bottom left of the screen.
Please note that not all of the above rights are absolute and we will assess each request on a case by case basis to ensure that we respond in line with our obligations under data protection legislation.
Complaints or queries
The Triathlon Trust tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Please contact us using the contact details provided further down this page.
You also have the right to lodge a complaint with a supervisory authority, which, in this instance, is the Information Commissioner’s Office (ICO). If you want to make a complaint about the way we have processed your personal information, you should do so on the ICO website: https://www.ico.org.uk/concerns.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on xx December 2023.
How to contact us
The Triathlon Trust
c/o British Triathlon
PO Box 25