Oxford University Women’s Lightweight Rowing Club collects personal information from its members, triallists and those interested in trialling. These include:
- Athletes currently trialling with the club
- Athletes who join the development squad in the summer months and who may or may not continue as triallists
- Former triallists who become Life Members of the club under the constitution when they cease trialling
- Athletes who have indicated an interest in trialling with the club.
This policy statement describes what personal information we collect and how we use and protect it.
Types of Data We Collect and How We Use It
1) Triallists and Development Squad Members
We generally collect personal information such as an individual’s name, address, e-mail address, date of birth, telephone numbers and other relevant information related to their participation in activities at the club. We may also collect personal health information.
We collect and use personal information for a number of purposes, such as:
- Internal record keeping;
- Membership and renewals;
- Regatta planning and organisation;
- Coaching and training programmes;
- Internal club operation such as planning, research and reporting;
- Advising members of club activities and functions; and
- Health and personal safety reasons.
In using personal information for the above purposes, we may need to disclose personal information to various organisations and/or third parties such as British Rowing, The Lightweight Boat Races and other regatta organisers. We never disclose personal information to other third parties without first seeking personal and informed consent before doing so. We may also publish photographs, videos and associated names on our website, Facebook, Instagram and Twitter pages for the purposes of event promotion.
If triallists do not wish for their photo or name to be published on our website, Facebook, Instagram and Twitter pages, they are invited to inform the President of the club, who will ensure that this does not happen.
We make it clear to all triallists and development squad members that we collect and use their personal information in these ways. In the circumstances, we consider that this data controlling is in the legitimate interests of the club and that it is also done with the consent of the triallists and development squad members.
2) Old Members
We keep basic details of all those who have trialled with the club. This is primarily a note of their name, College, year of trialling, and in what capacity they competed for the club. We also keep an up-to-date email address, where possible. We do this so that we can:
- Invite our members to the Annual General Meeting and send them associated information;
- Keep them informed, via emails and newsletters, of events and developments at the club;
- Invite them to events organised by the Old Members’ Association; and
- Keep them informed of fund-raising activities.
We have a Privacy Statement on the club’s web-site, in which this is made clear. Our email communications with our members include a note that invites them to contact the OMA President if they wish their personal data to be removed from the club’s records, or if they no longer with to receive communications, or certain types of communication, from the club.
Since the old members are the members of the club and entitled to attend and vote at Annual General Meetings and Extraordinary General Meetings, we consider that this data controlling is in the legitimate interests of the club and its members.
3) Potential Triallists
We keep basic details of athletes who have indicated they are interested in trialling with the club. These details include the individual’s name, email address, date of birth, the educational institution they are currently attending, and the crew they currently row for.
We collect these details so that we can contact the athletes about trialling with the club. We do this with the consent of the athlete. The athlete can withdraw their consent at any time by contacting the Head Coach.
How We Protect Personal Information
We restrict access to the personal information of current triallists to other triallists, members of the coaching and support team, and members of the club’s Executive Committee, who need access to the information in order to do their jobs.
Electronic copies of this information are held during the trialling season on Googlesheets, to which access is restricted to those described in the previous paragraph. This information is deleted at the end of the trialling season, save for a note of the names and Colleges of the triallists and contact details of those who become life members, which is passed on to the OMA President.
Paper copies of this information are restricted to the Head Coach and access is only give to other members of the coaching team and support staff where necessary to do their jobs. It is destroyed securely when out of date.
Any personal health information provided by members is only disclosed to coaches and club support staff where necessary.
Personal information about development squad members is held in the same way and restricted in the same way. This information is deleted at the end of the season, save for a note of the names and Colleges of the members, and save in the event that they become triallists in the following season.
We restrict access to the personal information about old members to the President of the Old Members’ Association and the Chair and Senior Treasurer of the club. We protect this information by holding it on a) a password-protected spread-sheet and b) on an address list on the OMA gmail account, to which only the OMA President, the Chair, and the Senior Treasurer have access.
We restrict access to the personal information of potential triallists to the coaching and support team. We protect this information by holding it on a password-protected spread-sheet. It is destroyed securely when out of date.