Jathlete - Privacy Notice

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Your privacy is very important to us at Jathlete. We are committed to ensuring that all applicable data protection legislation is complied with and that your personal data is appropriately protected. Jathlete currently operates as an unregistered charity in England and Wales. On September 5th 2024, we applied to the Charity Commission to register as a charity, and expect to receive a response in the coming months.  

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1. Purpose of this Privacy Notice

This Privacy Notice sets out how we collect and process your personal data and special category data and the personal data of your emergency contact when you use our sign-up form, how we use it, who we share it with and how long we keep it for.

Personal data means information about an individual from which that person can be identified.

Special category data is a sub-category of personal data that requires extra protection measures due to its sensitive and personal nature.

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2. Data controller

We are in the process of registering Jathlete as a charity with the Charity Commission. In the meantime, Aaron Black and Jonah Lazarus are the data controllers.

The data controller is responsible for deciding how and why we hold and use your personal data.

 

3.How we collect and use your personal data

When you use our sign-up form you provide us with personal data about you and your emergency contact and special category data about you which we will collect, use, store for the purposes set out in section 4 below.

The personal data we collect about you includes your name, phone number, email address, clothing size and information related to your university studies and home town.

The special category data we collect about you includes information about your health.

 

4.Why we collect and use your personal data

The law requires us to have a legal basis for collecting and using your personal data. We will collect and use your personal data for the following legal bases:

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 A) legitimate business interests: where it is necessary for our legitimate interests (meaning to operate Jathlete – this includes organising try-outs, creating  and managing sports teams, arranging competitions, programmes and events, arranging sporting kits, providing you with information including promotional information about us and our programmes and for analytical purposes) and your interests and fundamental rights do not override those interests; and/or

 

B) consent: where you have consented to the processing of your personal data. We currently only require your consent to:

 

1. collect and process your health data which we will process to protect your health and safety; and

2. to use your personal data for third party marketing purposes.

 

5. Data Sharing

We may share your personal data (including your health data) and your emergency contact’s personal data with team managers and its sponsors (including organisations that arrange programmes and overseas trips for students) for them to provide information and offers regarding their programmes, trips and events for the purposes set out in section 4 above.  

 

6. Direct marketing

You may receive marketing communications from us if you have completed our sign-up form and have not opted out of receiving marketing. You can ask to stop sending you marketing communications at any time by contacting us at info@jathlete.org or clicking the opt-out option at the end of each marketing communication.

 

7.Third-party marketing

We require your express consent before sharing your personal data with any third party for their own direct marketing purposes. Unless stated otherwise, this consent will be limited to the sharing of your personal data (it will not include the sharing of your health data or the personal data of your emergency contact). You can ask the third party to stop sending you marketing communications at any time by following their opt-out instructions.

 

8. Data Security

We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. However, if it does happen, we have processes to deal with that, and if necessary, we will let you and the appropriate regulators know.

 

9. Data Retention

We will only retain your personal data for as long as you are eligible to participate in Jathlete programmes unless you tell us you no longer want us to retain your personal data. We may retain the personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

 

10. Your legal rights

You have the following rights in relation to the Personal Information that you provide to us:

• Request access to a copy of the personal data we have about you;

 

• Request correction of the personal data we have about you (for example incomplete or wrong personal information);

 

• Request erasure or removal of your personal data when there is no good reason for us to continue processing it or when you have withdrawn consent;

 

• Object to the processing of personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we process personal information for direct marketing purposes;

 

• Request the transfer of your personal data to you or to a third party;

 

• Restriction of processing by requesting a pause on the processing of personal information about you while we deal with a concern you have about your rights; and

 

• Withdraw consent to us processing your data at any time (where we are relying on consent to process your personal data).

If you wish to exercise any of the rights set out above, please contact us at info@jathlete.org

 

11. Complaints

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance to the address set out at the end of this Privacy Notice.

 

12. Our contact details

 

Aaron Black - info@jathlete.org,

Unit 7, Gemini Office Park, Sheepscar Way, Leeds, LS7 3JB

 

13. Changes to the Privacy Notice

We keep our Privacy Notice under regular review and may change it from time to time. We will notify you of any significant changes. This version was last updated on 25.09.2024.