Events Privacy Policy

Your Personal Data

Forth Valley Orienteers (“the Club”) is the controller of personal data which is collected on this website. The club’s privacy notice can be viewed here notice or downloaded here: notice.pdf

This website for event registration has been created in response to the COVID-19 outbreak and the data we collect about you may be used to manage our risk mitigation in line with advice from our sport’s governing bodies, and government departments.

The information we collect or hold about you on this website may include (depending on the requirements of the event organiser):

Your name and club affiliation – this is information, which is already publicly available, for example via the British Orienteering ranking list. We also ask for your Year of Birth and Sex in order to automatically determine your age class which is shown in all Orienteering results lists, and so publically available.
Which events and courses you have entered. This is information which would appear in any public record of results, either on the club or British Orienteering website.
Your email address. This information is requested to ensure that we are able to contact you about changes to the event such as cancellation, COVID-19 precautions, event final details, lost property or to ask for feedback after the event
Your phone number. We may also use this information to attempt to contact you if you fail to download at the end of an event – to ensure your safety, or potentially if there is some other urgent reason to contact you. We are no longer legally required to collect these details for Covid contract tracing, but if approached by a genuine and verifiable government body will consider passing on your contact details if the event organiser or club officials are satisfied there is a compelling legitimate public health interest to you or fellow competitors to do so.
Your SI dibber number. This information is required to support timing of the event, the information is generally in the public domain.

Your personal data is required in order to manage the event. Your contact details may be shared with our governing bodies, our insurers or health officials where we either have a legal obligation to share this information or where in our opinion it is in the legitimate interests of the Club, your vital interests or legitimate interests of other participants to share your information. If we do have to share your information, we will remind the recipient that it is Personal Data and that they have legal obligations to safeguard it.

The information will only be available to: (1) The event organiser (listed in the event details section); (2) Club officials or volunteers trusted with organising the event, managing the website or following up on any incident. The data is secured with username and password and other than the details which would appear on any result sheet is not publicly accessible.

When you enter an event that is part of a series or group of linked events we may contact you about the other associated events, or related events in the future. FVO has a legitimate interest in contacting participants for feedback on events and to share details of other similar events. We understand the need to balance that legitimate interest with your interests and so will always provide an option to unsubscribe to any further emails unless you have been explicitly selected for a personal communication.

We will retain the records for the period required by our insurers (currently 5 years).

The membership secretary may use the data you have provided to verify the accuracy of membership records, but will contact you if they believe the records need amended. You should not rely on this method to update the Club, or governing bodies with changes to your details. In line with British Orienteering's Insurers policy of allowing non-members to participate in a limited number of events on a come and try basis, the membership secretary may use the details provided here to track participation and to suggest to discuss with non-members the benefits of membership.

Personal data entered on these pages will NOT be used to market or promote any commercial service to you. If you have provided details elsewhere, they may be used to update you about club events. We will not sell this information, or provide it to any third party other that as expressly described on these pages. We do not supply your information to either the British or Scottish governing bodies unless there is an incident we require to share with them for insurace, competition rules or legal compliance.

The data on these servers is held within the European Union. The servers are hosted by PythonAnywhere.com – we do not share any of your personal information with PythonAnywhere.

We use mailchimp (https://mailchimp.com) to manage email distribution lists. You may opt out of receiving further mail via mailchimp (simply click the unsubscribe link in any such email) - you can not opt out of receiving mail directly about events you have entered as they may contain important safety details.

COOKIES

This site uses “sessions” to securely store information about your visit to the website, and manage progression between pages. The information stored in the sessions is encrypted and accessible only to this app. We do not track where you came to this page, where you go, or use any cookies that are part of advertising or analytics services.