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VTTA Privacy Policy

Scope

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 Association (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, whose contact details are published on the National Executive Committee page of the VTTA national website.

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:

1. Information about you that you provide by completing a membership application form, whether a paper form or online via the VTTA national website, www.vtta.org.uk
2. Information you provide when renewing your membership (by paper form or online)
3. Information that you provide if you update your personal details on the VTTA national website
4. Information about you (primarily contact details) that you provide to the VTTA if you are national or group official or VTTA event organiser
5. Information about your performances in our events and competitions including age records
6. Information you provide if you report a problem or make a complaint and, if you contact us, we may keep a record of that correspondence
7. Details of when you digitally interact with VTTA via our national and group websites and facebook pages and the resources that you access which may include the use of cookies (subject to our Cookie policy)
8. Information about emails and other communications we send you and your interaction with them
9. We may use a photograph of you taken at a time trial event whether competing or at the prize presentation to promote the activities of the VTTA (e.g. in the Veteran and group magazines, the annual handbook, on the VTTA national and group websites and social media, and press releases) unless you choose to opt-out of us doing so
10. We may share information with the CTT with regard to your participation and performance in time trial events.

Uses made of your information

The VTTA will use your personal information to:

1. Carry out our obligations arising from your membership ‘contract’ with the VTTA and for the purpose of our legitimate interests in operating the VTTA including contacting you by email, phone or post regarding your membership and renewal of membership
2. Authenticate you when you register on the national website and to present you with secure access to your membership information
3. Send you by post or email The Veteran, Annual Handbook, and group magazines that are part of your VTTA subscription
4. Send you other information that we believe you will be interested in as a VTTA member unless you choose to opt-out of this service
5. To gather results and statistics about your participation in VTTA events, competitions and record performances.

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:

1. Need the personal data to perform our membership ‘contract’ with you
2. Have your consent to do so, in particular we will ask for your consent to our Terms & Conditions on your membership application/renewal which will include the use of your email address for correspondence.  
3. Need to process your personal information (primarily contact details) in your capacity as a VTTA official or VTTA event organiser;
4. Otherwise need to process your personal information for our legitimate interests and only where our legitimate interests are not overridden by your data protection interests or fundamental rights and freedoms.

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 may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies.  However, if you select this setting you may be unable to access certain parts of the VTTA website.  Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to the VTTA website.  In addition to cookies, the VTTA records the activity of users signed in to our websites in order to help us improve your customer experience and provide you with support.

Your rights

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.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on our website. This privacy policy was last updated on 18th September 2018.

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.