Data policy

It's necessary to hold personal data on event entrants and clubs so we can:

• provide accurate results
• play the correct music
• check the eligibility of entrants to a specific category or event
• ensure clubs are informed of event details
• provide an estimate of resources needed (e.g. judges, labour, seating)
• allow event specific announcements (before, during and after the event)

We will not use the data for any other purpose than listed above.

This data may be shared with competition organisers. It will not be shared with anyone else.

The data we hold:

• participants:
  • full name
  • club
  • membership number
  • Date of Birth
• coaches / staff:
  • full name
  • club
  • membership number
  • Date of Birth
• clubs:
  • contact name
  • phone number
  • email address

This data may be kept on several servers according to the requirements of each specific event.

We realise the responsibilities of holding this data and strive to minimise the risk of data theft to unauthorised parties.

How we protect this data:

1. access to sensitive data is restricted to authorised users
2. users can only access data that applies to them
3. event specific user accounts are disabled as soon as they are no longer needed
4. passwords for event specific user accounts (e.g. judges) are changed for each event
5. data for past events is deleted from public servers once it is no longer required

Please talk to Richard or Kevin if you have any concerns about this.

Please remember the results sheets for an event are normally made available to the public.

Updated: 1 Apr 2025