Privacy Notice

1. Who we are

Tribesmen Rowing Club ("we", "us", "the club") is the data controller for the personal data described in this notice. We are a volunteer-run, not-for-profit sports club affiliated to Rowing Ireland.

2. What this notice covers

This notice covers personal data we collect when you become or renew as a member, enquire through our forms, buy event tickets or donate to our 50th-anniversary fundraiser, subscribe to club news, volunteer or race with us, or simply browse this website.

3. Data we collect

You give us

• Identity & contact: name, date of birth, email, phone, postal address.
• Membership: programme/squad, rowing experience, emergency contact, and, where relevant to keep you safe on the water, health or accessibility information you choose to share (a "special category" of data we treat with extra care).
• For juniors: the young person's details plus a parent/guardian's name and contact, and the guardian's consent.
• Payments: tickets, fees and donations are processed by a third-party payment provider; we receive a record of the transaction but not your full card number.
• Enquiries: anything you write to us in a form or email.

We collect automatically

If, and only if, you accept optional analytics cookies, we collect aggregated, privacy-friendly statistics about how this site is used. By default this site uses no tracking. See our Cookie Policy.

4. How & why we use it (lawful bases)

• To administer your membership, fees, squads, safety, affiliation. Lawful basis: contract.
• To keep you safe and meet our duty of care, including health/accessibility needs. Lawful basis: legitimate interests and, for health data, your explicit consent / substantial public interest in safeguarding.
• To respond to your enquiry. Lawful basis: legitimate interests.
• To process tickets & donations and issue receipts. Lawful basis: contract and legal obligation (financial records).
• To send club news & event invitations. Lawful basis: your consent, which you can withdraw at any time.
• To meet legal obligations, accounting, insurance, Rowing Ireland competition rules. Lawful basis: legal obligation.

We do not use your data for automated decision-making or profiling, and we never sell it.

5. Children's data

We run a Junior squad for rowers aged 12–18. We collect a young person's data only with the consent of a parent or guardian, hold the minimum needed for coaching and safety, and apply our Safeguarding Policy. A parent or guardian may review, change or withdraw their child's data at any time by emailing our data protection contact.

6. Who we share it with

We share data only where necessary, with:

• Service providers (processors) acting on our instructions, website hosting, email/newsletter delivery, and our payment provider. They may process data only for us and under a contract.
• Rowing Ireland, our national governing body, for affiliation, race entries and insurance.
• Authorities, where we are legally required to disclose.

We never sell your personal data or share it for third-party advertising.

7. International transfers

We aim to keep data within the EU/EEA. Where a provider processes data outside the EEA (for example, some email tools), we ensure appropriate safeguards are in place, such as the European Commission's Standard Contractual Clauses or an adequacy decision.

8. How long we keep it

• Membership records: for the duration of membership and up to 2 years after, then deleted or anonymised.
• Enquiries: up to 12 months after we've dealt with your query.
• Newsletter: until you unsubscribe.
• Financial records (tickets, donations): 6 years, as required by Irish tax law.
• Consent cookie: see the Cookie Policy.

9. Your rights

Under the GDPR you have the right to:

• Access a copy of your data;
• Rectify inaccurate data;
• Erase your data ("right to be forgotten");
• Restrict or object to processing;
• Portability, receive your data in a portable format;
• Withdraw consent at any time, without affecting prior processing.

To exercise any right, email our data protection contact. We respond within one month and never charge for a first request.

10. Complaints, the Data Protection Commission

We'd always like the chance to resolve a concern first. You also have the right to complain to the Irish supervisory authority:

11. Security

We use appropriate technical and organisational measures to protect your data, access controls, encryption in transit (HTTPS), and limiting access to committee members who need it. No website can be guaranteed 100% secure, but we take reasonable steps to keep your data safe.

12. Cookies

This site is built to be low-carbon and privacy-first, and sets no non-essential cookies until you consent. For the full list and how to change your choices, see our Cookie Policy, or open Cookie settings.

13. Changes to this notice

We may update this notice from time to time. The "last updated" date at the top shows when. Material changes will be highlighted on the site.

14. Contact us

Questions about this notice or your data? Email our data protection contact or write to Tribesmen Rowing Club, Earls Island, Galway, H91 D9CV, Ireland.