Privacy and Cookie policies
This page sets out our Privacy and Cookie policies
Privacy and Cookie policies
Phoenix Triathlon Club (Guildford) (“the Club”) is committed to protecting your privacy. This page explains how we collect information on the www.phoenixtri.co.uk, aquathlon.phoenixtri.co.uk and kit.phoenixtri.co.uk domains (“the Website”), what we do with it and whom we share it with.
As a member of the Club, we will contact you from time to time relating to training schedules, events and other communications regarding your membership. We will only send you messages that relate to events, products or services that relate to triathlon, duathlon, cycling, running or swimming.
We do not and will not share, sell or trade your information to any third party, other than for fulfilling our obligations to Triathlon England, or in the fulfilment of items such as membership cards or administering events.
What information do we collect?
When you join the Club, you provide certain personal information which enables us to enrol you into the Club. Without this information we cannot enrol you, as we have obligations to British Triathlon.
Your enrolment will include the provision of Next of Kin information. This information is only available to the Chairman and Data Protection Officer (DPO), and only for use in a medical emergency, and where you are unable to communicate these next of kin details.
When you apply for a taster session, we ask for basic personal information in order that we can contact you to make arrangements.
As a Club member, we may store basic performance information in order that you are able to track your progress. This includes items such as swim times and threshold levels etc.
When you buy kit on the Club shop, certain information is collected by BigCartel.com, including payment details. Payment information entered on the BigCartel.com website is not shared with the Club, and only information relating to the item ordered and contact information is passed back to the Club, in order that we can deliver your order.
If you enter the Aquathlon series, your information will be collected by a 3rdparty website such as RiderHQ or the British Triathlon Federation Events website. They will collect personal information, as well as taking payment from you. They only share registration information with the Club in order that we can administer the event(s). They do not share your payment details with us.
We may share certain basic personal information with 3rdparties for the purposes of event timing for the Aquathlon series.
As a coach of the club, whether a member or not, we are required to hold contact information, as well as details of coaching qualifications, first aid qualifications, insurance, and where applicable, DBS checks.
How do we use your data?
We share certain aggregated membership information with the British Triathlon Federation (BTF) and/ or Triathlon England. We do not share the data of individuals.
As Club members, we use certain information in the administration of your Membership.
As Club members, previous club members and previous Aquathlon participants we may use certain information for the purposes of Marketing relevant services and products.
As Aquathlon participants, we use certain information in the administration of the event and provide certain information to 3rdparties for this purpose.
We share certain information at a non-personal aggregated level to our insurers in order that appropriate cover is in force.
How is personal information protected?
The Club uses secure online storage from established and reputable providers such as Google. Files stored on these services are not publicly available and are held in password protected documents – usually Excel or Google Docs. Only appropriately authorised Committee members have access to this information, in order to fulfil their duties as documented in the Club Committee Roles and Responsibilities.
We also use Mailchimp, an email communication platform from which we send club correspondence as well as marketing communications. This data is stored in a password protected account, that only selected Committee members have access to. Mailchimp is accessed only by those Committee members whose roles and responsibilities require it.
Getting a copy of your information
If you would like a copy of the information that the Club holds about you (a Subject Access Request), please send an email to firstname.lastname@example.org. We will respond within five working days.
Right to be forgotten
If you would like us to delete all information that we hold about you, please email email@example.com. We will delete all information that we hold about you. This will prevent you from being an enrolled member in the Club, as will not be able to administer your membership, nor fulfil our obligations to our governing body. Please allow five working days for this to be actioned.
Opting out of marketing
If you no longer wish to receive our marketing messages please email firstname.lastname@example.org will ensure that your information is not used for these purposes. Please include your full name. If you contact us by email, please note we are unable to accept any liability for data which is lost or abused in transit to us. Please allow five working days for this to be actioned.
Cookies are not programs. They don’t do anything at all. They are simple ’text files’ which you can read using a simple text editing package on your PC. They are often used by web analytics packages, which do not collect any personal data.
Our Web Analytics (please see below) rely on Cookies.
You can block cookies on our website, and others, however you may find that certain features such as the kit shop and sign-up functions no longer work.
|__utma||2 years from set/update||Used to distinguish users and sessions. The cookie is updated every time data is sent to Google Analytics.|
|__utmt||10 minutes||Used to throttle request rate.|
|__utmb||30 mins from set/update||Used to determine new sessions/visits. The cookie is updated every time data is sent to Google Analytics.|
|__utmc||End of browser session||Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit.|
|__utmz||6 months from set/update||Stores the traffic source or campaign that explains how the user reached your site. The cookie is updated every time data is sent to Google Analytics.|
|__utmv||2 years from set/update||Used to store visitor-level custom variable data. The cookie is updated every time data is sent to Google Analytics.|
Kit Shop (Stripe & BigCartel)
|stripe_sid||24 hours||Used for purchasing functionality|
|stripe_mid||12 months||Used for purchasing functionality|
|_ga||2 years||Used for purchasing functionality|
|_gid||24 hours||Used for purchasing functionality|
|WordPress_test_cookie||Session||List sign-up functionality|
|WordPress_loggedin||Session||List sign-up functionality|
|ss_cvt||24 hours||SquareSpace (hosting company) cookies for website usage statistics|
|Ss_cvr||2 years||SquareSpace (hosting company) cookies for website usage statistics|
|Ss_cvisit||10 minutes||SquareSpace (hosting company) cookies for website usage statistics|
|Ss_cpvisit||2 years||SquareSpace (hosting company) cookies for website usage statistics|
|Ss_cid||2 years||SquareSpace (hosting company) cookies for website usage statistics|
|Crumb||Session||SquareSpace (hosting company) cookies for website usage statistics|
We use Google Analytics to allow us to understand who comes to our website, where they have come from, the type of device they are using, and what they do while they are on our website. We do this to ensure that our website best meets the needs of our visitors and members. Google Analytics collects aggregated information about groups of users – not individuals, and does not collect personal information. Should you wish to opt out of Google Analytics, you can do so by downloading and installing the Google Analytics Opt-Out browser extension.
3rdParty social media platforms
We use websites/ social media platforms such as Facebook, Twitter and Instagram to share information with Club members, arrange Club activities and promote the Club. We also use services such as Garmin Connect and Strava for sharing routes and training. By signing up to these 3rdparty services and making use of them, you are accepting their Terms of Service. The Club offer no warranty for the privacy or security of any information entered onto 3rdparty social media or sharing platforms.
This website, including the contents and images are the property of Phoenix Triathlon (Guildford). You are not permitted to copy any information without our express written consent. The content on this website will change from time to time.
We offer no warranty as to the correctness or accuracy of 3rdparty websites that we may link to.
By using our Website, signing up to one of our events, by being a member of Phoenix Triathlon (Guildford), by coaching or assisting with coaching you consent to the collection and use of this information by the Club, as described above.