Cookie Policy Data Privacy Policy Statement GDPR Guidance - Event Organisers GDPR Guidance - Event Organisers (club events)
Data Privacy Policy Statement

  1. Introduction

    This document provides you with information about how we handle your personal information:

    If you are aged 16 or under, please get your parent/guardian’s permission before you provide any personal information to us.

  2. About us

    Cycling Time Trials (“CTT”) is committed to complying with the applicable data protection laws.  The data controller of the personal data referred to in this policy is Cycling Time Trials Limited whose registered office is at c/o DJH Business Advisers Limited, Festival Way, Festival Park, Stoke on Trent, Staffordshire ST1 5SQ.

  3. Cookies

    Cookies are small files saved on your phone, tablet or computer when you visit a website. We use cookies to make cyclingtimetrials.org.uk work and collect information about how you use our service.

    Information about the cookies we use can be found in our Cookie Policy.

  4. Collection of personal data

    CTT may collect personal data about you from the following sources:

    1. Information about you that you provide by filling in forms (whether paper forms or online via the CTT website) while entering events held under the jurisdiction of CTT or when you register for activities promoted by CTT.
    2. Information that you provide on your CTT profile page on the CTT website.
    3. Information about you (primarily contact details) that you provide to CTT in your capacity as a CTT Board member, CTT District official or committee member or as an organiser of an event promoted under CTT’s Rules and Regulations.
    4. Information contained in an accident report form should you be involved in an accident in a CTT event or be associated with or a witness to such an accident.
    5. Information from your social media accounts but only where you have given us permission to use it. For example, posts, images, and video footage you share on sites such as CTT’s Facebook and Twitter account.
    6. We may also ask you for information when you report a problem or make a complaint and, if you contact us, we may keep a record of that correspondence.
    7. We may also ask you to complete optional surveys that we use for research purposes and to provide you with a more relevant customer experience.
    8. Details of when you digitally interact with CTT via our websites and other digital channels and the resources that you access which may include the use of cookies (subject to our Cookie policy).
    9. Information about emails and other communications we have sent to you and your interaction with them.
    10. Information from third parties where you consent to those other organisations sharing information they hold on you with us, and where those other organisations lawfully share your information with us.
    11. We may use a photograph of you taken at a CTT event whether competing or at the prize presentation which may be used for promotional purposes (e.g., in the CTT handbook, on the CTT website, in the CTT Newsletter or in the CTT Annual Report.

  5. What personal information we will collect

    We will collect the following information:

    1. Your name, any previous name, address, telephone numbers, email address, next of kin name, address and telephone number and email address, names of clubs of which you are a member, the CTT District through which your club is affiliated to CTT, details of events you enter and your finishing time/position.
    2. Your gender and affirmed gender if any. The gender class (Open or Female) to which you are assigned.
    3. Any disciplinary sanctions imposed upon you by an event organiser, a District Committee or National Committee or appeal Committee.

  6. Uses made of your information and the basis of processing

    CTT will use your personal information to:

    1. Authenticate you when you register or enter an event;
    2. Carry out our obligations arising from any contracts entered into between you and CTT;
    3. Create start sheets and results sheets for events which you have entered.
    4. Allocate you to a gender class (Open or Female). We only publish the class you are entitled to ride in not the responses to our questions about gender and whether it is an affirmed gender.
    5. Assess your eligibility to ride in an event or class.
    6. Contact you when CTT is exercising its disciplinary control of those taking part in events or otherwise are bound by the Rules and Regulations of CTT whether the disciplinary proceedings affect you or someone else,
    7. Provide you with information, products, or services that you request from CTT or which we feel may interest you;
    8. Notify you about changes to our service;
    9. Gather statistics about the number of participants in CTT events and the number of people registered with CTT so as to develop policies and procedures for CTT
    10. Gather statistics about the number of riders who have third party insurance independently of CTT so that CTT may obtain third party insurance quotations and, in the event of an accident, notify all relevant insurers in good time; or
    11. Publish and maintain a comprehensive set of results and rankings for the sport of time trialling in perpetuity.
    12. If you are a CTT District official, your contact details (name, postal address, telephone number and email address), will be published in the annual CTT handbook and on the CTT website.  Such details may also be published on your CTT District website or in your CTT District handbook.
    13. If you are the organiser of an event to be promoted under CTT’s rules and regulations, your contact details (name, postal address, telephone number and email address), will be published in the annual CTT handbook and on the CTT website.  Such details may also be published on the relevant CTT District website or in the relevant CTT District handbook.

  7. Event entry

    If you enter an event promoted under CTT’s Rules and Regulations, the information provided by you on your entry form (whether you use the CTT online entry system or the standard CTT paper entry form) will be used for the purposes of the promotion of such event.  Certain information provided by you may be published on the start sheet and result sheet for the event (both of which will be made public and may be published on the CTT website or shared on social media) although it will be limited to your name, gender class (Open or female), age or age category and the affiliated club or team of which you are a member and VTTA Group and Age Adjust Time, if applicable.  In some cases, your personal best time or distance or your best performance in the last three years may also be published on the start sheet.  On the result sheet, your recorded time or distance in the event will also be published.  Such details may also be used for the purpose of a ranking system or points competition compiled by CTT, a CTT District, Veterans Time Trial Association, or a regional time trial association.

    Clubs and Teams in team time trials If you are named as the “contact” for a club or organisation affiliated to CTT, the contact details you provide will be shown on the CTT website.  Such contact details will be used by CTT (and by CTT District officials) for the purpose of contacting you as the representative of such club or organisation.

    If you enter a team time trial for yourself and other members of the team you will be deemed to be acting on behalf of the members of the team in agreeing to the terms of entry and each member of the team may be sent communications with information about other members of the team.

    CTT will not use any of the personal information we collect from you to make automated business decisions.

  8. Information security

    CTT will take all steps reasonably necessary including policies, procedures, and security features to ensure that your data is treated securely and protected from unauthorised and unlawful access and/or use, and in accordance with this notice. 

    Where any payments are being collected on our behalf, we require our payment providers to be compliant with the Payment Card Industry’s Data Security standards (PCI-DSS).

    Where data is shared with any of the recipients listed in paragraph 10(d) to 10(i) inclusive below and appropriate data sharing agreement will be entered into before personal data is shared with them to ensure that the only use made of the data is for the purpose set out and that the data is deleted after that that use has been carried out.

  9. Recipients of personal data

    We will share information about you only as necessary to the purposes of CTT with the following

    1. CTT event organisers and CTT officials- to enable event organisers and officials to manage CTT events and activities and communicate with participant.
    2. CTT affiliated cycling club officials - to enable clubs to communicate with and administer activities for those belonging to their club or group.
    3. CTT District officials- to manage cycling events, clubs, groups, and volunteers.
    4. Sports results agencies- to collate results and reports for the CTT website on behalf of CTT and for the national press.
    5. Timing Organisations who provide electronic timing at events.
    6. Website hosting companies- to host CTT digital platforms (e.g., CTT website) and associated customer databases to enable customers to log in and interact with the website.
    7. Email broadcasting companies- to send emails.
    8. SMS broadcasting companies- to send SMS and text messages.
    9. Mailing houses- to send products and benefits to our customers that are not directly produced by CTT (e.g., publications).
    10. Governing bodies of cycling- to assist in event management and disciplinary issues.
    11. UK Anti-Doping (UKAD)– to enable CTT to conduct effective anti-doping measures.
    12. CTT’s insurance brokers and insurance policy underwriters -in the event of a claim made by a third party against a competitor whilst competing in an event held under CTT’s Rules and Regulations or against the event organiser or a volunteer (or volunteers) appointed by the event organiser to assist with the promotion of such event.
    13. The Veterans Time Trial Association (“VTTA”).

  10. Transfer of personal data

    CTT does not share or store any personal data we collect with any organisation outside of the United Kingdom.

    CTT does not sell or transfer data to third parties for the purpose of marketing direct to registered users of its website.

  11. Data retention period

    We will hold information about you in our data systems only for as long as we need it for the purpose for which we collected it, which is as follows:-

    1. As long as you continue to log into our website or use our services (including engaging with emails, entering cycling events or downloading content) we will retain and process information about you.   In such cases, you will be considered to be an ‘active’ customer.  If you have not been ‘active’ as a customer for a period of six years, CTT will deactivate your customer account but data relating to you will be retained according to the provisions of the following sub- paragraphs.
    2. Any data necessary to maintain a comprehensive, authoritative published index of results as a National Governing Body for time trialling will be retained in perpetuity.  This would not include more than name, age or age category, gender class (Open or Female) for events after 1 January 2024 and Men and Women for events before 1 January 20124, and name of the club affiliated to CTT of which the individual was a member; alongside start sheets and results sheets the event in which an individual took part.
    3. Personal data linked to the processing of insurance claims, subject access requests, disputes, safeguarding investigations, anti-doping, disciplinary or police matters will only be kept until 2 years after the limitation period for civil legal proceedings has passed if no proceedings are issued and for 2 years after any appeal has been concluded if proceedings are issued. Data which may be relevant to any criminal proceedings will be kept in perpetuity.
    4. Personal data provided by you when entering a time trial held under the rules and regulations of CTT normally will be retained for a period of four years following the date of the event and in the event of an accident in an event involving a competitor who is aged under 18 years for the period of four years from and including that competitor’s 18th birthday.  This is needed should there be a claim made against a competitor or other person associated with such event.

  12. Changes to this notice

    We may update this privacy notice from time to time.  When we change this notice in a material way, we will update the version date at the bottom of this page.  For significant changes to this notice, we will try to give you reasonable notice unless we are prevented from doing so.  Where required by law we will seek your consent to changes in the way we use your personal information.

  13. How to contact us

    If you wish to contact us about your personal data or exercise any of the rights described above please email support@cyclingtimetrials.org.uk.

  14. CTT websites currently include the following

    CTT district websites

Date of Issue

Reason of Revision

Author

April 2018

New edition

Nick Sharpe
(CTT National Secretary)

September 2022

Revised to reflect current UK GDPR, CTT Articles, Rules, and Regulations

David Barry
(CTT Board Director)

November 2022

Revised to clarify use of Cookies

Andrea Parish
(CTT Director)/Interim Chair)
10 September 2024 Updated and revised

David Guy
CTT National Legal Advisor