Privacy Policy

Last Updated: August 20, 2026

Oundle Town Rowing Club (OTRC) is committed to protecting your privacy. This policy explains how we collect, use, and protect your personal information.

1. Information We Collect

We collect information that you provide directly to us, including:

• Personal Information: Name, date of birth, email address, phone number, and address
• Emergency Contacts: Names and phone numbers of your emergency contacts
• Health Information: Medical conditions, medications, and swimming ability relevant to rowing safety
• Membership Information: British Rowing membership number, skill level, preferred boats
• Activity Data: Training session attendance, crew assignments, event participation
• Performance Data: Ergo scores and training logs
• Payment Information: Membership payment status and dates (we do not store payment card details)

2. How We Use Your Information

We use your information to:

• Manage your club membership and rowing activities
• Organise training sessions and crew assignments
• Allocate appropriate boats based on skill and physical requirements
• Communicate important club information and updates
• Ensure safety during rowing activities through emergency contact information
• Track attendance and participation for club records
• Monitor training progress and performance
• Process membership payments and maintain financial records
• Comply with British Rowing insurance requirements and regulations
• Send you push notifications about crew assignments (with your consent)

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract: Processing necessary for your membership agreement
• Legal Obligation: Compliance with health and safety regulations
• Vital Interests: Emergency contact information for safety purposes
• Consent: For push notifications and video/photo usage
• Legitimate Interests: Club administration and improvement of services

4. Data Sharing

We do not sell, trade, or rent your personal information. We may share your information with:

• Club Officials: Coaches and administrators for club operations and session management
• British Rowing: For membership verification and insurance purposes
• Emergency Services: In case of medical emergencies
• Event Organisers: When you participate in external rowing events
• Legal Requirements: If required by law or to protect rights and safety

5. Data Security

We implement appropriate technical and organisational measures to protect your data:

• Secure password-protected access to the club portal
• Encrypted data transmission (HTTPS)
• Regular security updates and monitoring
• Restricted access based on user roles (Admin, Coach, Member)
• Regular backups to prevent data loss

6. Data Retention

We retain your personal information:

• Active Members: Throughout your membership period
• Former Members: Up to 7 years after membership ends (for insurance and legal purposes)
• Financial Records: 7 years as required by law
• Emergency Contacts: Updated annually or as you notify us of changes
• Historical Records: Attendance and achievements may be retained indefinitely in anonymised form

7. Your Rights

Under UK data protection law, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Request correction of inaccurate data
• Erasure: Request deletion of your data (subject to legal requirements)
• Portability: Receive your data in a structured format
• Objection: Object to certain types of processing
• Restriction: Request limited processing of your data
• Withdraw Consent: Withdraw consent at any time where processing is based on consent

To exercise these rights, contact: info@oundletownrowing.co.uk

8. Cookies and Analytics

Our portal uses essential cookies to:

• Maintain your login session
• Remember your preferences
• Ensure security features function properly

We do not use tracking or advertising cookies.

9. Push Notifications

With your explicit consent, we may send push notifications for:

• Crew assignment updates
• Session cancellations or changes
• Important safety information

You can manage notification preferences in your profile settings at any time.

10. Children's Privacy

For members under 18 years of age:

• Parental consent is required for membership and registration
• Parent/guardian contact details must be provided
• Parents/guardians may access their child's information
• Additional safeguarding measures are in place

11. Photography, Video and Social Media

Oundle Town Rowing Club captures photography and video of members during training sessions, events, and club activities. This content may be used in two distinct ways, each requiring separate consent:

11.1 Coaching and Training Videos

Video recordings are made during water sessions for coaching and technique analysis purposes. These videos:

• Are published on YouTube in unlisted format, meaning they are not publicly searchable
• Are accessible only to club members who have been provided with direct links
• Are used solely for coaching feedback and training improvement
• May be retained for the duration of your membership to track progress

11.2 Social Media and Marketing Consent

With your explicit consent, photographs and videos featuring you may be used for club promotion and marketing purposes, including but not limited to:

• Social Media Platforms: Facebook, Instagram, X (formerly Twitter), LinkedIn, and other social networking sites
• Club Website: The official Oundle Town Rowing Club website and any associated web pages
• Print Publications: Local newspapers, magazines, community newsletters, and promotional leaflets
• Advertising Materials: Recruitment posters, event promotion, sponsorship materials, and club merchandise
• Press Releases: Media coverage of events, achievements, and club news
• Third-Party Publications: British Rowing publications, local council communications, and partner organisation materials

11.3 Managing Your Consent

You can manage your photography and social media consent preferences at any time through your member profile settings. We provide two separate consent options:

• Coaching Video Consent: For internal coaching and training analysis purposes
• Social Media & Marketing Consent: For external publication and marketing purposes

Withdrawing consent will apply to future use of images only. We will make reasonable efforts to remove existing content upon request, though this may not always be possible for content that has been widely shared or published in print.

11.4 Junior Members

For members under 18 years of age, a parent or guardian must provide consent on behalf of the junior member. Parents/guardians can manage these preferences through the linked family account system.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Email notification for significant changes
• Requiring re-acceptance for significant changes

13. Contact Information

14. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint