Welsh Sea Rowing
Privacy Policy & Data Retention Schedule
Version: 1.0
Last updated: May 2026
Privacy Policy
Welsh Sea Rowing (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal data. This privacy notice explains how we collect, use, and protect your information, and your rights under UK data protection law.
1. Who We Are
Welsh Sea Rowing is the data controller responsible for your personal data.
Contact:
Stephen Probert – Data Privacy Manager
2 Ynys Dawel, Solva, Pembrokeshire, SA62 6UF
You have the right to complain to the Information Commissioner’s Office (ICO) at https://www.ico.org.uk
2. The Data We Collect
- Identity Data (name, username)
- Contact Data (email, phone, address)
- Technical Data (IP address, browser type)
- Usage Data (website interaction)
- Membership Data (club affiliation, participation)
3. How We Collect Data
- Website forms
- Membership applications
- Event registrations
- Email or phone contact
- Cookies and analytics tools
4. How We Use Your Data
- Manage memberships
- Organise events and competitions
- Communicate updates and safety information
- Improve services and website
- Meet legal obligations
5. Lawful Basis
- Contract
- Legal obligation
- Legitimate interests
- Consent (where required)
6. Data Sharing
We may share data with governing bodies, affiliated clubs, event organisers, and service providers. We do not sell personal data.
7. Data Retention
We retain personal data only as long as necessary. See Data Retention Schedule below for full details.
8. Data Security
We implement appropriate technical and organisational measures to protect personal data.
9. Your Rights
- Access your data
- Correct inaccurate data
- Request deletion
- Restrict or object to processing
- Data portability
- Withdraw consent
10. Cookies
We use cookies to improve user experience and analyse traffic. You can manage cookies via your browser settings.
11. Third-Party Links
Our website may contain links to external sites. We are not responsible for their privacy practices.
12. Changes to This Policy
We may update this policy periodically. Changes will be posted on this page.
Data Retention Schedule
This section outlines how long Welsh Sea Rowing retains personal data, in line with UK GDPR principles.
| Data Category | Examples | Retention Period | Reason |
|---|---|---|---|
| Membership Records | Names, contact details | Membership + 6 years | Legal / contractual |
| Event Data | Entries, attendance | 3 years | Legitimate interests |
| Safeguarding Records | Incident reports | Until age 25 or 6 years | Safeguarding / legal |
| Financial Records | Invoices, payments | 6–7 years | HMRC requirement |
| Email Correspondence | Enquiries | 2 years | Legitimate interests |
| Marketing Data | Mailing lists | Until withdrawn or 2 years inactivity | Consent |
| Website Data | IP, analytics | 12–26 months | Analytics |
| Volunteer Records | Coaches, officials | Role + 6 years | Legal / safeguarding |
| Complaints | Complaint records | 3–6 years | Legal protection |
| Incident Reports | Accidents | 3 years | Insurance / legal |
This document is reviewed annually and updated in line with UK GDPR requirements.
