Privacy Policy

We understand that you are aware of and care about your own personal privacy interests, and we take that seriously. This Privacy Policy describes Perth Triathlon Clubs policies and practices regarding its collection and use of your personal data and sets forth your privacy rights. We recognise that information privacy is an ongoing responsibility, and so we will from time to time update this Privacy Notice as we undertake new personal data practices or adopt new privacy policies.

We collect your name, email address, date of birth and emergency contact details. These are essential for the smooth and legal operation of our events and activities. Our insurers require us to hold it and without insurance there is no club activity. We will also, if needed, use your email address to contact you with important event relevant details. eg. change of venue, cancellation. We do not use these details for any marketing purposes. The checkbox for this consent is very clearly shown in the page where you sign up for membership so you won't miss it. 

No data you give to us will be shared with 3rd parties.  The only purpose in collecting the data as detailed above is to communicate club activities, and to use in case of emergency at club organised events.*

*Please see COVID-19 update for situation specific changes to this.

We have appointed an internal Data Protection Compliance Manager for you to contact if you have any questions or concerns about our personal data policies or practices. Our Data Protection Compliance Manager’s name and contact information are as follows:
President, Perth Triathlon Club
If you are not satisfied with our handling of your queries on data protection, you can call the ICO on 0303 123 1113

We respect your privacy rights and provide you with access to the Personal Data that you may have provided through your use of the Perth Triathlon Club website. If you wish to access, correct or delete any or all Personal Data we hold about you, please contact the Data Protection Compliance Manager above. In compliance with GDPR regulations we will respond within one month of the request... but usually much quicker. 

For insurance purposes, participation in our events require the use of personal information like contact details and emergency contact details. If you decide prior to an event that you do not want us to hold these details then we may not be able to provide you access to our events.


As a result of the worldwide Coronavirus pandemic, we will need to record information regarding whether you are displaying from any symptoms of COVID-19, have been in recent contact with anyone who has tested positive or is displaying symptoms of COVID-19, have any underlying health conditions or have, or are in close contact with anyone who has, been advised to shield. This information would be required to ensure the safety of members attending Perth Triathlon Club.

Why we need your data:

Our lawful basis for processing health information relating to COVID-19 is:

  • to protect your vital interests; and/or

  • for the legitimate interests of members attending Perth Triathlon Club to ensure individuals' safety and prevent the spread of the virus.

As health information falls within the definition of "special categories of personal data" under applicable data protection legislation, we also need a special condition to process such information. We may need to process this health information:

  • to protect your vital interests where you cannot consent;

  • for reasons of public interest in the area of public health, including protecting against serious cross-border threats to health where we have a legal duty of confidentiality to you; and/or

  • with your explicit consent (if required).


Information we may collect about you

We may collect data from you in relation to COVID-19:

  • From a return to training self declaration and/or a regular health check survey – detailing whether you have symptoms of COVID-19, if you have come into contact with someone with COVID-19, history of having COVID-19, and underlying health conditions.

  • Should you report contracting COVID-19 through to the COVID Officer or Club Committee Member.


Who we share your personal data with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with public health obligations. In the event that we do share personal information with third parties, we will only share such personal information as is strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

We may also have to share personal information with the facilities we use: Kilgraston School and Perth College Academy of Sport and Wellbeing. This is so they can directly pass details to statutory or regulatory authorities and organisations if a case of COVID-19 is recorded within the facility, with no delay of contacting the club.

Where a case of COVID-19 is recorded within the club, your personal information will not be shared with other members directly, however members will be advised that a case has occurred, whilst keeping personal information anonymous as far as possible.

How long will we store COVID-19 specific data?

We will only keep your personal information for as long as necessary in line with legal obligations – laws or regulation may set a minimum period for which we have to keep your personal information.