Suffolk Orienteering Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership or your participation in orienteering events, British Orienteering and Suffolk Orienteering Club are responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way as set out by the Data Protection Act 1998 and the GDPR which comes into effect on 25 May 2018.

SUFFOC needs this data in order to meet the British Orienteering regulations and insurance requirements when holding events and, if you are a member, to provide the membership services you are signing up to when you register with British Orienteering and the club. If you are not a member, you consent to the data being held when you register for an event or sign up for the mailing list on the website.

If you are a member, SUFFOC and its officials may hold:

• Membership data, as defined by British Orienteering:  "In becoming a member of BOF, BOF will collect certain information about you which will include your name, date of birth, gender, URN (Membership Number) number, email address, address, telephone number, name of the BOF affiliated Association and club that you are a member of and details of any coaching or officiating licenses you hold and results"

• Club offices held, relevant skills and qualifications, relevant courses attended and details of officiating/volunteering at orienteering events

If you are not a member, SUFFOC and its officials may hold:

• name, postal and email addresses, phone number, year of birth, competition age class and results for those participating in events
  

• contact data for landowners and other organisations with which we co-operate, their employees, agents and tenants

Your data may be held in electronic or in paper form.

Your data may be obtained directly from an individual person or a family member (e.g. on an event registration form) or indirectly from British Orienteering or any of its affiliated clubs (membership data, event results, orienteering-related qualifications) or other organisations such as SportIdent (data linked to SI card and used for event entry). Each organisation will have its own data privacy policy.

Your data will only used in organising the sport of orienteering or for club management and social purposes.  This may include: publication of competition entries and results, event reports, coaching, team selection and entry, training and appointment of officials, website management and the mailing of magazines and other literature which provide information about club activities.

Your data may be distributed in paper or electronic form between members, competitors, event officials and orienteering organisations for the purposes outlined above. It will not be available for commercial purposes.

A limited amount of your data may be published on web sites accessible to the public, including:

• name, age class and club in competition results and event reports

• name and photograph, together with website email address, if you are a club official

More detailed information will not be published unless the explicit consent of the person involved has been obtained.

Additional Information:

• Competitors’ entry forms will be kept securely by the Fixtures Secretary and lists of officials and volunteers, etc, by the Webmaster for the time required by the British Orienteering event insurers

• Event results published on the website may remain in place indefinitely

• Email addresses supplied by non-members on the registration form will be used to mail information about future orienteering events; the recipients may unsubscribe at any time

• For reasons of safety, data relating to medical conditions may be required by the coach at training sessions. The details will not be stored electronically, will remain confidential and will be destroyed securely once the session or series has been completed
  

• Competitors at orienteering events are invited to submit confidential medical information in sealed envelopes to be held by the organising team for the duration of an event. This is entirely voluntary, and if the competitor does not reclaim the envelope at the end of the event it will be destroyed unopened

Your rights:

You have the following rights under data protection legislation:

• to access a copy of the information comprised in your personal data

• to object to processing of your personal data that is likely to cause or is causing damage or distress

• to prevent processing for direct marketing

• to object to decisions being taken by automated means

• in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed
  

• to claim compensation for damages caused by a breach of data protection legislation

 If you would like more information about this statement, please contact the club chair: chair@suffoc.co.uk

Photography:

The Data Privacy rules also apply to images collected and held by Suffolk Orienteering club, so please note:

• we may take photographs of you if you are competing, spectating or volunteering at our events
• we try to obtain photographs of our members competing, or being involved in presentations, at regional, national and multi-day events
• your image may be presented on our Facebook page,  on our website and in our newsletters (including "The Punch")
• the Facebook page is set so that you cannot be 'tagged', i.e. identified, and no contact details will be given on any of our sites or in our publications
• if you are a club official you will need to be introduced on the website: your name and photograph will be displayed, together with your club (not personal) email address
  
• images collected by the club are held by the webmaster, who is also the Facebook administrator, and those selected for display may remain in place indefinitely
• if you'd like to obtain a higher resolution copy of any image of yourself or your family please contact the webmaster
• if you would prefer that you (or a child or vulnerable person in your care) are not photographed at an event please speak to the Event Organiser
• if you wish to have a photograph removed from the website or Facebook page - or from the Club's collection - please contact the webmaster
• if you wish to ensure that a photograph does not appear in "The Punch" please contact the editor in advance
• we select "action" and "happy-looking" shots for our publicity material - if the photo of you or your child is to feature prominently or in close-up we will always contact you to obtain permission first