This privacy statement sets out how Twickenham Rowing Club (“the Club”) uses and protects any information that you provide when you use the Club website or interact with the Club as a member, volunteer, competitor or visitor.

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Twickenham Rowing Club is committed to ensuring that your privacy is protected. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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Should we ask you to provide information by which you can be identified when using this website or engaging with the Club, it will only be used in accordance with this privacy statement for the purposes of operating and administering Twickenham Rowing Club and its activities, including rowing, training, competitions, regattas and head races.

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Twickenham Rowing Club may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes.

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This policy was originally adopted on 25 May 2018 and was updated on 16 March 2026. It may further be updated from time to time. The latest version will always be available on the Club website.

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What we collect

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We may collect the following personal data:

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• Name and contact information including email address, telephone number and postal address

• Demographic information such as postcode, preferences and interests relevant to Club activities

• Other information relevant to member or event surveys

• In relation to members, essential personal information such as date of birth and relevant medical or emergency contact information where necessary for safety purposes

• Banking or payment information to facilitate payment of membership subscriptions, event entries or other Club fees
   

We may also collect and process information necessary to administer Club activities including:

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• Membership records

• Volunteer and coaching roles

• Race entries and event participation

• Safety or incident records where relevant

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What we do with the information we gather

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We require this information to administer the Club and its activities, including rowing and land training programmes, competitions, events and facilities, and to better understand member needs and provide an effective service.

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Specifically, we may use your information for:

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• Internal record keeping

• Organising officials, coaches and volunteer duties and rotas

• Communicating with members about Club activities including training, regattas, head races and other events

• Contacting you regarding Club administration, surveys or operational matters

• Administering facility bookings and events such as functions, weddings or private hires where relevant
   

We do not sell your personal information. However, we may share relevant personal data with trusted third-party service providers where necessary to operate the Club and its activities. These may include membership management platforms, payment providers, governing bodies and event organisers.

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The Club uses third-party membership management systems to administer membership records, communications and subscriptions. Personal data provided to the Club may therefore be stored and processed within such systems on behalf of the Club.

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Where relevant, personal information may also be shared with British Rowing, for purposes such as affiliation, competition entry, insurance and compliance with governing body requirements.

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We take reasonable steps to ensure that organisations processing data on behalf of the Club do so securely and only for appropriate purposes.

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We process personal data where necessary to administer membership and Club activities (contractual necessity), to operate and manage the Club (legitimate interests), to comply with legal obligations, or where consent has been provided (for example for marketing communications or photographs). For junior members, relevant information may be provided by a parent or guardian.

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Security

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We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

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Access to personal data is limited to authorised Club officers, committee members, coaches or volunteers who require the information for legitimate Club purposes.

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How we use cookies

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A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular website.

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Cookies allow web applications to respond to you as an individual by tailoring their operation to your needs through gathering and remembering information about your preferences.

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We may use cookies to identify which pages are being used. This helps our website administrators analyse data about webpage traffic and improve our website in order to tailor it to users’ needs. We only use this information for statistical analysis purposes.

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Our website may use essential cookies necessary for website functionality as well as analytics cookies to help improve the website.

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You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser settings to decline cookies if you prefer.

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Links to other websites

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Our website may contain links to other websites of interest. Once you have used these links to leave our site, you should note that we do not have control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, and such sites are not governed by this privacy statement. You should exercise caution and review the privacy statement applicable to the website in question.

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Controlling your personal information

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You may choose to restrict the collection or use of your personal information in the following ways:

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• Whenever you are asked to fill in a form on the website, you may see options allowing you to consent to receive communications or marketing information. You may choose whether or not to provide this consent.

• If you have previously agreed to us using your personal information for communications or marketing purposes, you may change your mind at any time by notifying the Club in writing or by emailing us.
   

We will not sell, distribute or lease your personal information to third parties without your permission unless required by law.

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Your rights

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You have the right to:

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• Request access to the personal data we hold about you

• Request correction of inaccurate or incomplete information

• Request deletion of personal data where appropriate

• Request restriction of processing

• Object to certain processing activities
   

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

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Contact

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You may request details of personal information which we hold about you under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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Requests can be made to:

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The Secretary
Twickenham Rowing Club
Email: membership@twickenhamrc.co.uk

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If you believe that any information we are holding about you is incorrect or incomplete, please contact us as soon as possible and we will promptly correct any information found to be incorrect.