1. Who We Are
Kingston Rowing Club (“KRC”, “we”, “us”, or “our”), located at Canbury Boathouse, Lower Ham Rd, Kingston upon Thames KT2 5AU, is the data controller responsible for your personal data.
If you have any questions about this Privacy Policy or how we handle your data, please contact our Data Protection Lead at info@kingstonrc.co.uk.
2. Information We Collect
We collect and process personal data about current and former members, course participants (Adult Learn to Row “ALR” and Junior Learn to Row “JLR”), parents/guardians, visitors, and website users.
A. General Personal Data
- Membership Details: Full name, residential address, telephone number, email address, age/date of birth.
- Emergency Contacts: Name and contact details of designated emergency contacts.
- Financial Details: Direct debit/bank details, subscription payment records, and race fee transactions.
- Sports & Performance: British Rowing membership number, rowing history, race/event entries, and performance data.
- Research & Demographic Data: Information provided in surveys, feedback forms, or research initiatives to assist with club governance, development, or grant applications (e.g., anonymised age brackets, local area demographics).
B. Special Category (Sensitive) Personal Data
- Health & Medical Information: Height, weight, allergies, pre-existing medical conditions, injuries, and emergency health information needed for safety on the water.
- Biometric / Safety Data: Specific athletic markers required for British Rowing compliance or safety assessments.
C. Automated Data (CCTV, Cookies & Media)
- CCTV Footage: Video recordings collected by security cameras operating at the Canbury Boathouse premises and surrounding grounds.
- Website Cookies: Technical data such as IP address, browser type, and navigation analytics captured when browsing
www.kingstonrc.co.uk. - Photography & Videography: Digital images and video footage taken during training, head races, regattas, and club social events.
3. How We Use Your Data & Lawful Bases
We process your data strictly in accordance with UK data protection legislation. The lawful bases we rely on include:
| Purpose / Activity | Type of Data | Lawful Basis under UK GDPR |
|---|---|---|
| Membership & Course Delivery | Contact, Financial, British Rowing ID | Contractual Obligation: Necessary to manage your club membership or course participation. |
| Safety & Medical Emergencies | Health data, Emergency Contacts | Vital Interests: Protecting your life or physical safety in an emergency. Substantial Public Interest: Safeguarding in sport. |
| CCTV Security at Canbury Boathouse | Video Footage | Legitimate Interests: Crime prevention, safety of members, and protecting club assets. |
| Research & Grant Applications | Demographics, Member feedback | Legitimate Interests (if anonymised/aggregated) OR Explicit Consent (if personal/identifiable data is shared with external funding bodies). |
| Direct Marketing & Fundraising | Email, Contact details | Consent: Opt-in required for direct promotional communications. Legitimate Interests: Contacting current and former members regarding events. |
| Photography & Social Media | Photos, Videos | Consent: Opt-in required for promotional media, social media, and website publishing. |
| Website Performance & Analytics | IP Address, Cookies | Consent: Non-essential cookies managed via our website cookie banner. |
4. CCTV at Canbury Boathouse
We operate Closed-Circuit Television (CCTV) around the Canbury Boathouse premises for security, property protection, and safety purposes.
- CCTV images are recorded continuously and retained for a maximum of 30 days, after which they are automatically overwritten unless required for an ongoing investigation.
- Access to CCTV footage is strictly restricted to authorised club officers.
5. Photography & Media
During rowing activities, competitions, and club events, photographs and video footage may be taken.
- We will only use identifiable media on our website, promotional literature, or official social media channels (Instagram, Facebook, YouTube) where explicit opt-in consent has been provided.
- For Junior members (JLR), explicit consent must be provided by a parent or legal guardian. Consent can be withdrawn at any time by contacting us.
6. Research, Analytics & Grant Applications
From time to time, KRC conducts internal research or applies for sports development grants (e.g., Sport England, British Rowing, or local council funding).
- Where possible, data used for grant applications or research is fully anonymised and aggregated.
- If a grant application or research project requires identifiable personal data, we will seek your explicit opt-in consent prior to submission.
7. Third-Party Sharing
We do not sell your personal data. We only share information with trusted third parties where necessary to operate the club:
- British Rowing: For event entries, safety governance, and official affiliation.
- Payment Processors & Management Systems: Secure direct debit, banking, and membership administration platforms.
- Regulatory Bodies & Law Enforcement: Where legally required or for safeguarding purposes (e.g., Information Commissioner’s Office, Police).
8. Data Retention
We retain personal data only for as long as necessary:
- Active Members: Duration of membership + up to 6 years for accounting, tax, and legal claim limitation periods.
- Alumni / Former Members: Basic contact details retained for alumni relations and fundraising, unless an opt-out request is received.
- CCTV Recordings: Up to 30 days.
9. Your Data Protection Rights
Under UK GDPR, you have the following rights:
- Right of Access: Request a copy of the personal data we hold about you.
- Right to Rectification: Request corrections to inaccurate or incomplete data.
- Right to Erasure ("Right to be Forgotten"): Request deletion of your data where legally permissible.
- Right to Restrict or Object: Limit or object to how we process your data (including opting out of marketing).
- Right to Withdraw Consent: Withdraw previously granted consent for photography, marketing, or research at any time.
To exercise any of these rights, email info@kingstonrc.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.uk or by calling 0303 123 1113.