Privacy Policy

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:

• Donors to the Triathlon Trust
• Individuals applying for grants or bursaries from the Triathlon Trust
• Volunteers with the Triathlon Trust
• Supporters of the Triathlon Trust
• Triathlon Trust website visitors

Information collection

We collect information about you in the following ways:

• Information you give us. For example, when you post information on our social media or message boards, make a donation to us, register for an event, apply for a grant or otherwise provide us with personal information. When you register, we’ll ask for personal information, like your name, email address, telephone number, date of birth, bank account details for setting up a regular direct debit gift and contact preferences.
• Information we get from your use of our website and services. We collect information about our online content that you use and how you use it, like when you watch a video on YouTube, visit our websites or view and interact with our ads and content. If you accept all cookies, weare able to confirm what browser you are using, IP address and computer operating systems that are being used and this information may be used to improve the services we offer. Please see our Cookie Policy for more detail.
• Information from known third parties. We may also receive information about you from our third party partners with whom you choose to interact, for example websites such as JustGiving when making a donation or through British Triathlon or another charity or organisation where we are working together on an event or project. This can include information such as your name, postal or email address, phone number, your geographic location, credit/debit card details and whether you are a tax payer so that we can claim Gift Aid. To the extent that we have not done so already, we (or they) will notify you when we receive information about you from them and tell you how and why we intend to use that information.
• Information available publicly. We may include information found in places such as Companies House, LinkedIn and information that has been published in articles/newspapers. Please see ‘How we combine and analyse the information we collect about you’ to find out more

What personal information do we process?

We collect, store and use the following kinds of personal information:

• Your name and contact details, including postal address, telephone number, email address and, where applicable, your social media profile
• Your date of birth
• Financial information you provide where you make a payment, such as bank details or credit/debit card details, although we don’t store credit or debit card details (see below)
• Information about your computer/mobile device and your visits to and use of this website, including for example your IP address and geographical location
• Information about how you interact with our services and your interests
• Information as to whether you are a tax payer so that we can claim Gift Aid
• Any other personal information you share with us as described above

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:

• Sending direct marketing and communication material to donors and supporters by email and post for fundraising purposes, where you have not opted out;
• Fundraising for the Triathlon Trust in a manner referred to in this Policy or that you would reasonably expect;
• Conducting research to better understand who our donors and supporters are and better target our fundraising activity;
• Measuring and understanding how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective;
• Making grants to your organisation;
• Taking and using photos and/or films of event participants and attendees;
• Administering events;
• Staff recruitment and taking applications for volunteers and contacting volunteers about their interest in the Triathlon Trust;
• Promoting the Triathlon Trust and it activities on social media, Google, YouTube and other online platforms;
• For administration purposes (for example we may contact you regarding a donation you have made, including in relation to Gift Aid or the event you have registered for);
• For internal management, such as record keeping of enquiries, feedback or complaints;
• Inviting you to participate in surveys or research (although this is voluntary);
• Maintaining the security and functionality of our website through essential cookies;
• Collecting and holding your information as required or authorised by law;
• Other specific purposes that we may inform you of from time to time.

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:

• Processing donations we may receive from you;
• Making grants to you as individuals.

We may also occasionally seek your consent (Article 6(1)(a) of the UK GDPR) to process your personal data:

• Collecting marketing and analytics information from non-essential cookies on our website;
• In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way (for example, we may ask for your explicit consent to share particular personal information with us).

Legal  Obligation: 

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.

Sharing your personal data

In the course of our charity activities, we may share your personal data with the following third parties:

• The British Triathlon Federation, on whose systems our data is stored and who help to run the charity;
• HMRC where we can claim Gift Aid on your donations;
• Third party data processors that provide elements of services for us, such as JustGiving. We have Data Processor Agreements in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us or further sub-processors who must comply with our Data Processor Agreement. They will hold your personal data securely and retain it for the period we instruct. 

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:

• Limiting access to our buildings to those that we believe are entitled to be there by use of passes and monitoring our offices with CCTV;
• Implementing access controls to our information technology. Any access to your personal data is restricted to those individuals that have a need to know in order to fulfil their job responsibilities;
• Utilising technical measures such as firewalls, anti-virus software, and encryption to safeguard the data we hold; and
• Implementing organisational measures such as regular staff training and awareness exercises, internal information security policies, and data handling procedures to ensure our staff are aware of how to process personal data securely and responsibly.

Your rights

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

If you want to request information about our privacy policy you can email us at dataprotection@britishtriathlon.org or write to:

Data Protection

The Triathlon Trust

c/o British Triathlon

PO Box 25

Loughborough

LE11 3WX[DC9] 

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