WMOA Privacy Policy 2020

West Midlands Orienteering Association is a voluntary group whose objective is to encourage, promote and co-ordinate the sport of orienteering in the area of the West Midlands as defined by British Orienteering.

The General Data Protection Regulations 2018 and the Data Protection Act 1998 impose rules and safeguards on those who hold and process personal data, i.e. data relating to living identifiable individuals. Details of usage must be notified to the UK Information Commissioner, with some exceptions which include not-for-profit organisations whose usage is restricted to specified purposes. WMOA is exempt from notification but the principles setting out rules and safeguards do apply. In the interests of being open and fair, the Association wishes to inform members of the data held and how it is used.

WMOA does not actively maintain membership details. WMOA and its officials may hold some or all of the following data about some or all members and others who compete in orienteering events: name, postal and email addresses, phone numbers, year of birth, competition age class, competition results, offices held, skills and qualifications, courses attended and details of officiating at competitions. Contact data is held for landowners and other organisations with whom we co-operate, their employees, agents and tenants.

To facilitate the payment of expenses and other items claimed by clubs, members of the WMOA and others, the WMOA Treasurer will require the bank account details of those who wish to be paid by bank transfer. This information will be kept securely by the WMOA Treasurer only for as long as necessary and will be deleted when no longer required.

The data may be held in electronic or paper form. The data may be obtained directly from an individual person or a family member or indirectly from the British Orienteering Federation, clubs or other organisations.

The data is used in organising the sport of orienteering and for social purposes, including, but not limited to, distributing information to co-ordinate the sport regionally, mailing of magazines and other literature, publication of competition results, coaching, team selection, training and appointment of officials.

Data may be distributed in paper or electronic form between members, competitors and orienteering organisations.

Publication of personal data in paper and electronic form may occur in membership and contact lists, magazines, competition information and results and other literature. Publication on publicly accessible web sites may include name, age class and club in competition results; names with offices and photographs may be published, but addresses, contact numbers and personal background details will be published only with the explicit consent of the person.

The data is not available for commercial purposes.

Right of access : Any individual has the right to see personal data which WMOA holds about him/her on written request.

This policy will be reviewed if the legislation or guidance changes, and biennially at the WMOA AGM. It will be published annually in West Midlander.

Next scheduled review: October 2022