Privacy Policy | Qatar Cycling & Triathlon Federation

This privacy policy tells you what to expect when Qatar Cycling & Triathlon Federation processes your personal information

How we use your information

Qatar Cycling & Triathlon Federation(QCTF) is the National Governing Body for Cycling, Triathlon, Aquathlon and Duathlon and related sporting activities.

Qatar Cycling & Triathlon Federation will be a “controller” of the personal information that you provide to us through this website, unless otherwise stated. It will also control information provided to us via partner organisations such as event specific sites, third party event organisers and ticketing sites.

This privacy notice applies to information Qatar Cycling & Triathlon Federation collects about:

General

We process personal information including:

personal details – such as name, title, address, email addresses, telephone numbers, date of birth, gender, account passwords
participation details – for example club;
in case of emergency contact details
membership photo – the photo used on your membership card
marketing communication preferences – so that we know whether and how we should contact you.
records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
records of your attendance at any events or competitions hosted by us or by permitted event organisers;

Why we need your personal information – contractual purposes

We need to process personal information so that we can manage event entry and member services. We will use it to:

provide you with these services
send youcommunications by email in relation to essential event services

If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer these services.

Why we need your personal information – legitimate interests

We also process personal information in pursuit of our legitimate interests to:

monitor and develop participation by monitoring engagement and participation through events and membership and inviting you to participate in surveys for researching and development purposes;
deliver film and photography. Our competitions and events may be filmed for live streaming purposes and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
respond to and communicate regarding your questions, comments, support needs or complaints, concerns or allegations. We will use your personal information to investigate your complaint, take disciplinary action;
aggregate reporting on trends and the numbers and demographics of members and people attending events

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us via the contact form on this site. If we agree and comply with your objection, this may affect our ability to undertake ourservices or those of third party event and course organisers.

Why we need your personal information – consent

We use consent as the legal basis to:

send out marketing communications to promote and encourage participation, event promotions and offers from official sponsors and partners;

Why we need your personal information – vital interests

We need contact details of someone we can contact in an emergency if a situation occurs where we are concerned for your welfare this includes but is not limited to, we are unable to locate you, you are involved in an incident and/or accident where you have injured yourself and/or you are involved in an incident and/or accident where you are unconscious. Before sharing someone else’s personal information to be used as your emergency contact, you must gain their permission to do so. Their personalinformation will be secured securely as per this privacy notice.
We need your medical details in case you are involved in an incident and/or accident where you are not able to communicate with the first aid responders and/or emergency services. Your medical details will be shared with the first aid responders and/or emergency services should you be involved in an incident and/or accident.

Who we share your personal information with

Personal information is shared with third parties in order to carry out the duties of QCTF

Personal information from event entrants is shared with event organisers in order to deliver event services.

In order to deliver the event service, your race entry and results will be publicly available both online and in print format. These will include your name, age category, gender and club/team name. Where we electronically time events, we will share your personal details with our timing companies so your time can be recorded and added to the results.

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this for promotional and/or journalistic purposes.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

We may share personal information with companies who help with delivery of services.

We may pass limited details on to help determine if event competitors are members or not. For example, to help with the running of local league series. This is only so that it can be determined from event results who is a member.

Your data may be shared with data processors to help with communication delivery, to deliver some of our email communications which might include e-newsletters and direct marketing emails (for example, Mailchimp). Your data may be shared when we may use data processors to conduct online surveys (for example SurveyMonkey) so that we can report on trends and gain feedback; or with companies who provide cloud-based file storage and sharing like Google Drive and Dropbox.

We will pass some personal data on to our payment providers in order to take payment for membership or event fees. This generally includes payment details along with name, address and contact details which are sometimes used in fraud prevention.

If we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for five years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member and for how long.

We will also keep certain personal information for longer in the event of a claim against Qatar Cycling & Triathlon Federation or your permitted Event Organiser.

Transferral of personal data outside Qatar

Your personal data may be transferred outside of Qatar when using third party services such as Dropbox, MailChimp or SurveyMonkey. Whenever your data is transferred outside Qatar we will make sure the organisation receiving the personal data has provided adequate safeguards. For example, Dropbox and MailChimp participate in and have certified their compliance with the EU-U.S. Privacy Shield Framework and the Swiss-U.S Privacy Shield Framework.

Additional notes for those attending courses

As an attendee of a course run by Qatar Cycling & Triathlon Federationor organised on its behalf by a third party, you should also view the general section of this privacy notice to see the how much of your personal data is processed. In addition, we process certain personal information including:

notes or records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
qualifications and experience
medical questionnaire
certificates of completion

Your personal information may also be made public in order to assist member and the public to locate suitably qualified coaches, officials, medical staff, volunteers etcOn the Learning Hub e-learning website (if applicable):

Why we need your personal information – contractual purposes

We need to process your personal information so that we can manage a number of processes for coaching. We might use your personal information for:

registration for and administration of the Learning Hub
registration with Awarding Body
record of completing a coaching course against your membership record
completion of course content via the Learning Hub
ensuring your safety and support on courses (medical information & learner profile)
sending you important service-based communications related to your role as a coach

Why we need your personal information – legitimate interests

We might also use your personal information in pursuit of our interests which include:

aggregate reporting on trends and the numbers and demographics of coaches
develop and maintain qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG/ DBS child protection requirements.
respond to and communicate with coaches regarding your questions, comments, support needs or complaints, concerns or allegations in relation to the sport of Triathlon. Complaints will be dealt with in line with the Qatar Cycling & Triathlon Federation’s complaints procedures. We will use your personal information to investigate your complaint, to suspend membership, take disciplinary action;

Event Results

In publishing event results on our website, we process certain personal information which might include:

personal details – name, gender, age group, date of birth, membership number,
performance details (times and positions)

Why we need your personal information – legitimate interests

We might also use your personal information in pursuit of our interests which include:

aggregate reporting on participation trends and the numbers and demographics of people competing in triathlon
archiving results to provide people with a history of events competed in and to allow for historical research
Some of your personal information is also shared publically on our results What is displayed depends on what information event organisers have provided us, it can include: position, name, gender, age group, club and overall time and individual stage times.

Result data is intended to be kept indefinitely as a historic record or until Qatar Cycling & Triathlon Federation no longer needs it.

Visitors to our websites

Analytics

We use a third party service, Google Analytics, to collect information to help us better understand how people use our website: for example which areas are being used more frequently than others and whether more people view the website on a mobile device rather than a desktop. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

Our legal basis for processing this information is legitimate interests.

The retention period for user-level and event-level data stored by Google Analytics is set at 26 months and the retention period is not reset on each new activity from a visitor.

Use of cookies

We use cookies on this site. A cookie is a piece of data stored on a site visitor’s hard drive to help us improve your access to our site and identify repeat visitors to our site. Cookies can also enable us to track and target the interests of our users to enhance the experience on our site. Usage of a cookie is in no way linked to any personally identifiable information on our site.

Our cookies do not store sensitive information such as your name, address or payment details. We never share our cookies with external marketing agencies.

If you do not want to accept cookies, you can change your browser settings so that cookies are not accepted. Please be aware that this will affect your user experience.

Your rights

Your rights include:

your right to request access to the personal information that we hold about you by making a subject access request;

if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;

your right to request that we restrict the processing of your personal information for specific purposes; and

if you wish us to delete your personal information, you may request that we do so.

Access to personal information

Qatar Cycling & Triathlon Federation tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we can:

give you a description of it;

tell you why we are holding it;

tell you who it could be disclosed to;

To make a request to Qatar Cycling & Triathlon Federation for any personal information we may hold, please contact us via the contact form on this site

Complaints or queries

Qatar Cycling & Triathlon Federation tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. Please contact us using the contact details provided further down this page.

You also have the right to lodge a complaint with a supervisory authority,

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 15^th June 2019