This document explains when and why we collect personal information about you; how we use it; and how we keep it secure and your rights.
Who we are
We are the Veterans’ Time Trial Associati on (VTTA) and, for the purposes of the General Data Protection Regulation (GDPR) we are known as the 'Controller' of your personal information. You can contact us by writing to the National Secretary, Jon Fairclough, Romer Cottage, Long Reach, Ockham, Woking, Surrey, GU23 6PF (or email@example.com).
The VTTA is committed to protecting and respecting your privacy and complying with the applicable data protection laws.
Collection of personal data
The VTTA may collect and/or create or otherwise obtain and process the following data about you:
Uses made of your information
The VTTA will use your personal information to:
If you are a VTTA official, your contact details (name, postal address, telephone number and email address), will be published in the annual handbook and on the VTTA national website. Such details may also be published on your VTTA group website and in your group handbook.
If you are the organiser of a VTTA event your contact details (name, postal address, telephone number and email address), will be published in the Annual Handbook and on the VTTA website. Such details may also be published in the relevant group website and handbook.
Lawful Basis for Processing
We will only use your personal information where we:
Control of your personal information
Your personal information is shared with the committee members of your Group and with the National Executive Committee of the VTTA. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Retention of your personal information
We normally keep your membership information for a year after you have ceased to be a member of the VTTA. If, on leaving the VTTA, you wish to have your personal data deleted sooner than this, please contact us. Note that regarding time trials, records must be kept for 7 years in the event of an accident. A record of your involvement in VTTA activities (e.g. race results, records and trophies) may be held indefinitely as part of the Association's history and archives.
Security of your personal information
The VTTA will take all steps reasonably necessary including policies, procedures and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use, and in accordance with this notice. In order to prevent unauthorised access or disclosure, we have in place generally accepted standards of technology and operational security to safeguard and secure the information we collect.
Where we have given you (or where you have chosen) a password which enables you to access your personal details on the national website, you are responsible for keeping this password confidential. We ask you not to share such a password with anyone.
Where any payments are being collected on our behalf, we require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS).
If in future we allow an organisation to process your personal information outside of the European Economic Area (for example to distribute postal or electronic communication), we will ensure that we create and maintain appropriate safeguards with those organisations so that your personal information is subject to the same standards and protections as when we are processing your personal information inside the European Economic Area.
IP Addresses and Cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users' browsing actions and patterns and does not identify any individual. For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive.
You have the right to request a copy of the information that we hold about you. If you would like a copy of your personal information, please email or write to us, or you may view your core personal details by logging into the national website.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate. We will promptly correct any information found to be incorrect.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.