The Army Sport Data Protection Manager (DPM) address is:
Data Protection Manager Army Sport
Mackenzie Building Fox Lines
Queens Avenue Aldershot
GU11 2LB
Data Controller
For the purposes of this privacy notice, the data controller for Army Athletics personal information is Army Sport. Army Athletics is the part of Army Sport responsible for administering athletics activity and handling personal information for those purposes.
This privacy policy explains how Army Athletics, as part of Army Sport, collects, uses, stores and protects personal information when you use the Army Athletics website, register for events, take part in competitions, officiate, coach, or support Army Athletics activities.
Army Athletics is committed to protecting your privacy and processing personal information fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where relevant, the Privacy and Electronic Communications Regulations (PECR). If you do not provide information that is necessary for event administration, eligibility checks or essential communication, we may be unable to enter you into, administer or support your participation in Army Athletics events and activities.
What personal information do we collect?
We may collect the following personal information:
| Regimental Number | Rank | Full Name | Gender | Date of Birth |
| Telephone Numbers | Email Address | Home Address | Unit Address | Job Title |
| Regular/Reserves | Corps | Coaching and Officiating Quals | England Athletics
Membership No. |
Athletics Results |
| Committee Membership | Awards (e.g. CEO Coin, Colours) | Playing Level | DBS Status |
We process personal information only where we have a lawful basis to do so and where that processing is necessary for the administration, governance, safeguarding, communication and delivery of Army Athletics activity. The table below summarises the main purposes for which we use personal information, the main lawful basis relied upon, and the typical retention approach.
| Purpose of processing | Main lawful basis | Typical retention approach |
| Administering entries, eligibility checks, team selection, competition logistics and essential event communication | Legitimate interests and, where applicable, performance of a contract | Normally the current season plus review at around 12 months unless a longer period is required for an active sporting record |
| Maintaining records of coaching, officiating, memberships, qualifications and deployment to events | Legitimate interests and legal obligation where relevant | Retained while current and for an appropriate review period afterwards, subject to safeguarding or governance needs |
| Maintaining competition results, awards, representative history and other sporting records | Legitimate interests | Key results and historical sporting records may be retained in perpetuity where necessary and proportionate |
| Safeguarding, suitability checks and DBS-related administration for relevant roles | Legal obligation or legitimate interests, plus an appropriate Schedule 1/Data Protection Act 2018 condition where required | Held only for as long as necessary for safeguarding, suitability, governance and audit purposes |
| Sending optional promotional or third-party information | Consent | Until consent is withdrawn or the communication activity ends |
Some of the information we process may include special category data or criminal offence data. For example, gender data may be used where relevant to competition administration and category management, and DBS status may be processed where relevant to safeguarding or suitability checks for certain roles. Where this applies, we will only process that information where we have both an Article 6 UK GDPR lawful basis and an appropriate additional condition under Article 9 UK GDPR or Schedule 1 of the Data Protection Act 2018, and we will apply additional safeguards appropriate to the sensitivity of the data.
Your rights: Subject to the applicable conditions and exemptions, you have the right to be informed, to access your personal data, to rectification, to erasure, to restrict processing, to object, and, where applicable, to data portability. You may also withdraw consent at any time where we rely on consent.
Retention of Personal Information
We retain personal information as follows:
Athletes: Personal data used for current participation and event administration is normally held for 12 months and then reviewed. If an athlete continues to participate, the record may be updated and retained for the following season. If participation ends, information that is no longer required will be securely deleted or anonymised in line with our retention requirements.
Event Results: Competition results and related sporting records may be retained in perpetuity where necessary to maintain historical records of Army Athletics activity. Where appropriate, we will minimise the personal information retained and retain only what is necessary for the historical record.
Anonymised Data: We may retain anonymised or aggregated information for planning, reporting, governance and future sport delivery where individuals are no longer identifiable.
Information Security
Our commitment to ensuring the security of your information is unwavering. To prevent unauthorised access or disclosure, we have implemented robust physical, electronic, and managerial procedures. These measures are designed to safeguard and secure the information we collect, whether it’s online or in paper format.
How we use Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to Other Websites
While our website may include links to other websites that you find interesting, it’s essential to recognise that once you follow these links and leave our site, we no longer have control over the content or practices of those external websites. Consequently, we cannot assume responsibility for the protection and privacy of any information you provide while visiting these sites. Each external website operates under its own privacy statement, so we recommend exercising caution and reviewing the applicable privacy policy for the specific website in question.
Controlling Your Personal Information
You can exercise your data protection rights by contacting Army Athletics using the details below. We may need to verify your identity before acting on a request and will respond in line with applicable data protection law.
No Selling: We never sell your personal information to third parties.
Limited Distribution: Your personal information is not distributed to third parties unless legally required.
Optional promotional communications: With your consent, we may use your personal information to send you promotional material related to third parties that we believe you might find interesting.
You have the right to request access to the personal information we hold about you under the UK GDPR and the Data Protection Act 2018. You may also ask us to correct inaccurate information and, in some circumstances, request erasure, restriction of processing, data portability, or object to processing. Where we rely on consent, you may withdraw that consent at any time, although this will not affect processing already carried out lawfully before withdrawal.
Complaints
If you are dissatisfied with how your personal information has been handled, you should raise your concern with Army Sport in the first instance via the AAA Ops Manager. Army Sport will acknowledge receipt of a data protection complaint within 30 days, make appropriate enquiries, keep you informed of progress as required and provide an outcome without undue delay.
If you remain dissatisfied after Army Sport has responded, or if you consider that your concern has not been resolved within a reasonable period, you may then complain to the Information Commissioner’s Office (ICO).
You can contact the ICO at:
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
https://ico.org.uk/for-the-public/
Document Date: 1 Apr 26 Review Date: 31 Mar 27