The Pendle Forest Orienteers (PFO) is a small orienteering club, which exists to promote, develop and advance the sport of orienteering. The club is affiliated to The British Orienteering Federation Limited (BOF). Both PFO and BOF are data controllers under data protection legislation.
(See separate British Orienteering Federation Limited Privacy Statement) link to BOF Statement
What data we will collect?
In becoming a member of PFO, certain information about you will be collected. This will include your name, year of birth, gender, URN number (membership number), email address, address, telephone number, competition age class, competition results, skills and qualifications and details of any coaching or officiating licenses you hold (Membership Data).
Contact data is held for land owners and other partner organisations with which we co-operate, their employees, agents and tenants.
How the data will be stored
Data may be held electronically or in paper form.
Why we will collect it
We will collect and process your Membership Data for the purposes of registering you as a member of PFO and administering your involvement in the sport. We will process it on the basis of legitimate interests.
Administering your involvement will include sport and social purposes, e.g. mailing of information relating to PFO and orienteering activities, publication of results, coaching, team selection, training and the appointment of officials.
We will only use your Membership Data for the purposes of registering and administering your involvement in the sport.
How long we will keep it
We will retain your Membership Data for such time as you are a member registered with us and will then delete your information on a staged basis as follows:
|Type of Data||When deleted|
Four years after an individual has not played an active part in the sport.
You have the following rights under data protection legislation:
1. to access a copy of the information comprised in your personal data;
2. to object to processing of your personal data that is likely to cause or is causing damage or distress;
3. to prevent processing for direct marketing;
4. to object to decisions being taken by automated means;
5. in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
6. to claim compensation for damages caused by a breach of data protection legislation.
Sharing your data
We may share your Membership Data with partners such as Fabian4 and Si Entries, other Home Country Orienteering Organisations, Regional Associations, and third-party data managers that we appoint as data processors as part of administering your involvement in sport (e.g.teamApp). We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Membership Data.
If you have any concerns or complaints in relation to how PFO collects and/or processes your personal data, you should contact PFO’s Data Protection Officer at in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by PFO, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk)
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The Data Protection Act 1998
This imposes 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. Pendle Forest Orienteers is exempt from notification but the principles setting out rules and safeguards do apply. In the interests of being open and fair, the club wishes to inform members of the data held and how it is used.
Pendle Forest Orienteers 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 and fax 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. 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, the clubs or other organisations.
The data is used in organising the sport of orienteering and for social purposes, including, but not limited to, mailing of magazines and other literature, publication of competition entries and results, coaching, team selection, training and appointment of officials.
Data may be distributed in paper or electronic form between members, competitors. event officials and orienteering organisations.
Publication of personal data in paper 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 will not be available for commercial purposes.
If you do not wish to receive mailings (by email, post or other means) or other non-administrative communications from Pendle Forest Orienteers, or you believe that the data held by Pendle Forest Orienteers about you is incorrect, please contact the Pendle Forest Orienteers data protection officer.