Women in Tri UK, Registered Charity Number: 1203093, is a community-driven charity dedicated to empowering and supporting women in triathlon. We provide training and funding for first time tiathletes, events, mentorship, and a supportive network to help women of all backgrounds get involved in the sport. As part of our commitment to our community, we also take your privacy seriously and are dedicated to ensuring your personal data is protected.

This privacy notice explains how we collect, use, and safeguard your personal information in line with UK General Data Protection Regulation (GDPR).

We encourage you to read this notice carefully, along with any other privacy notices we provide, to understand how and why we process your personal data.

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Data Protection Principles

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We comply with data protection laws to ensure that your personal data is:

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• Used lawfully, fairly, and transparently.

• Collected only for specified, legitimate purposes.

• Relevant and limited to what is necessary.

• Accurate and kept up to date.

• Retained only as long as necessary.

• Protected with appropriate security measures.

What Information We Collect & Why

We collect personal information from participants in our programs, members of our community, donors, volunteers, and event attendees. This information is collected through registrations, applications, and ongoing interactions with our services.

We use this data to:

• Administer programmes, funding, events, training sessions, and fundraising activities.

• Manage relationships with participants, volunteers, and donors.

• Understand community needs and improve our services.

• To respond to enquiries

• Fulfil legal or regulatory obligations.

If you sign up to an in-app event through our community app, we also collect your mobile number, an emergency contact name and number, and any medical or allergy information you choose to share. This is held only by the event's organiser, used solely for safety at that session, and deleted 30 days after the event date.

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Our staff and volunteers access your information only as needed, in line with our Data Protection Policy.

If you choose not to provide certain personal information, we may not be able to offer you some services, allow participation in certain programs, or facilitate your engagement in our community.

We do not sell or share your personal information for marketing purposes. However, we may share anonymised data with funders or partners for reporting purposes. In certain cases, we may share personal data when required by law or to protect the rights of the charity.

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Cookies & Tracking Technologies

We use cookies and similar technologies to enhance your experience on our website, analyse website traffic, and ensure website functionality. Cookies help us understand how our website is used so we can make improvements. You can manage your cookie preferences in your browser settings.

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Keeping Your Data Secure

We have strict security measures in place to protect your personal data from loss, unauthorised access, or misuse. Access is limited to those who need it for legitimate purposes, and all individuals handling data are required to maintain confidentiality.

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How Long We Keep Your Data

We keep personal data only as long as necessary for the purposes outlined in this policy or to meet legal obligations. In some cases, we may anonymise data for research or analysis, ensuring it is no longer personally identifiable.

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Your Privacy Rights

Under UK GDPR, you have rights regarding your personal data, including the right to:

• Access – Request a copy of the personal data we hold about you.

• Correction – Ask us to correct inaccurate or incomplete data.

• Erasure – Request deletion of your data when there’s no legitimate reason for retention.

• Objection – Object to how we process your data based on legitimate interests.

• Restriction – Request limited processing in certain situations.

• Data Portability – Ask for your data to be transferred to another organisation.

• Withdraw Consent – If we rely on consent to process your data, you can withdraw it at any time.

To exercise any of these rights, please contact us at info@womenintriuk.org. We may need proof of identity to process your request.

The Women in Tri UK Community App

We run a members-only community app at app.womenintriuk.org, also available as a mobile app. This section explains what it holds and how we look after it. It sits alongside the rest of this notice.

Access.

The app is open only to members of our community. You sign in with the email address you joined with, which we check against our membership records. There are no passwords: we email you a short code each time you sign in. Our community is for adult women, so membership and the app are for women aged 18 and over.

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What the app holds.

Your name and email address, taken from your membership record. Anything you choose to add to your profile, such as a photo or the area you are based in. The messages, photos, polls and locations you share in community chats and in direct messages with other members. Any listings you post in the Pre-Loved Kit Swap, including the contact details you choose to share on them.  Questions you ask our in-app help. Basic usage information such as when you last signed in and which pages are viewed, which we use to understand how the app is being used. Members can also see a list of the community's members by name within the app, and can send each other direct messages.

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How long we keep it.

Chat messages stay in the app so that members can search the community's history, and you can delete your own messages at any time. Photos shared in chat are deleted automatically after 60 days, so please save anything you want to keep. If you leave the community, your access ends and your app profile is removed. Backups of the app's database are kept for a short period so that we can recover from a technical problem.

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Direct messages.

Direct messages are private between you and the other member. Other members cannot see them, and they are not monitored or scanned. They are not encrypted end to end, which means that, as with most apps of this kind, they are stored on our systems and could in principle be accessed by the small number of people who administer them. We do not read them. If something goes wrong in a direct message, you can block the other member, and you can contact us using Message the team.

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Keeping the community safe. Messages posted in community chats (not direct messages) are checked automatically for content that may breach our community guidelines, using an automated service provided by Google. Nothing is ever removed automatically. Anything the check raises is reviewed by a member of our team, who decides what, if anything, to do.

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Location.

If you choose to share a location in a chat, we store the coordinates you shared and any label you added, so that it can be shown to that chat and is deleted in 48 hours. We never collect your location in the background or track your movements.

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Who processes your data.

The app runs on Supabase (database and file storage, hosted in the EU), Vercel (application hosting) and Google (email delivery, and the automated services used for our in-app help and safety checks). Our membership records are held in Monday.com. We also work with the developers who build and maintain the app on our behalf. Each of these processes data on our behalf under contract.

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Your choices.

You can edit or remove your profile photo and details at any time in Settings. You can delete your own messages. You can leave the community from Settings, or by emailing info@womenintriuk.org, and we will remove your membership record and your access to the app. Deleting the app from your phone does not delete your data, so please use one of those routes if you would like your information removed.

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All the rights described earlier in this notice apply to the information held in the app.

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How to Make a Complaint

If you have concerns about how we handle your personal data, please contact us first at info@womenintriuk.org, and we will do our best to resolve the issue. If you are not satisfied with our response, you can file a complaint with the Information Commissioner’s Office (ICO) at 0303 123 1113.

For any questions about this policy or your data, please contact us at info@womenintriuk.org.

Women in Tri UK is dedicated to safeguarding your privacy and ensuring transparency in how we handle your information. Thank you for trusting us with your data.

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