Skip to content

Website Privacy Policy


Who we are

Our website address is:

What personal data we collect and why we collect it


When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

See below for the full KSSA Data Protection Policy

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Data Protection Policy


a copy of this document can be downloaded from here for your own records.
  1. About this Policy
    1.1. This policy explains when and why we collect personal information about our youth members, parents/guardians/responsible adults, coaches, instructors, helpers and committee members, how we use it and how we keep it secure and your rights in relation to it.
    1.2. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
    1.3. We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website regularly for any amendments (but amendments will not be made retrospectively).
    1.4. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner ( For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
  2. Who are we?
    2.1. We are Kent Schools Sailing Association (KSSA). We can be contacted via the contact form on the KSSA website:
  3. What information we collect and why.
    Type of information PurposesLegal basis of processing
    Member's name, address, telephone numbers, e-mail address(es), club name, school name.Managing the Member’s membership of the Association.Performing the Association’s contract with the Member. For the purposes of our legitimate interests in operating the Association.
    Date of birth / age related informationManaging youth eligibility to be a member and take part in Association events. Derivation of age related results and prizes.Performing the Association’s contract with the Member. For the purposes of our legitimate interests in holding races for the benefit of members of the Association.
    Gender Provision of adequate facilities at events.For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.
    Parent/Guardian or responsible adults name, telephone numbers and email address.Contact in the event of incident or emergency during an Association event.Protecting the Member’s vital interests.
    Member’s relevant medical information.For use in case of illness or other medical incident at Association events. Sharing of this information will be restricted to nominated event supervisors including registration, first aid, tally and lead safety.Protecting the Member’s vital interests.
    The Member’s name, boat class/type and sail numberManaging race entries and race results.

    Sharing race results with other clubs, class associations, and the RYA, and providing race results to local and national media. Publishing results on the Association website.
    For the purposes of our legitimate interests in holding races for the benefit of members of the Association.

    For the purposes of our legitimate interests in promoting the Association.
    Photos and videos of members and their boatsPutting on the Association’s website and social media pages and using in press releases.Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by email or letter.
    Event helpers including, coaches, instructors, first aiders, safety boat crew and beach master,
    names, addresses, email addresses, phone numbers and relevant qualifications and/or
    Managing provision of safety and support facilities at association events.For the purposes of our legitimate interests in managing events and providing safety cover for the benefit of members of the Association.
    Parent, helper, coach’s Disclosure and Barring Service (DBS) certificate numbersManaging participation at events where DBS certificates are required. Certificates will be verified by the Association DBS administrator, but copies will not be taken or held.Protecting the Member’s vital interests
    Committee member’s name, address, email addresses, phone numbersFor communication and
    operational management of the Association and events.
    For the purposes of our legitimate interests in operating the Association.
  4. How we protect your personal data
    4.1. We will not transfer your personal data outside the EU without your consent.
    4.2. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
    4.3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
    4.4. For any payments which we take from you online we will use a recognised online secure payment system.
    4.5. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
  5. Who else has access to the information you provide us?
    5.1. We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph
    5.2 below. 5.2. We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
  6. How long do we keep your information?
    6.1. We will hold your personal data on our systems for as long as you are a member of the Association and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
    6.2. We securely destroy all financial information once we have used it and no longer need it.
  7. Your rights
    7.1. You have rights under the GDPR:
    a) to access your personal data
    b) to be provided with information about how your personal data is processed
    c) to have your personal data corrected
    d) to have your personal data erased in certain circumstances
    e) to object to or restrict how your personal data is processed
    f) to have your personal data transferred to yourself or to another business in certain circumstances.
    7.2. You have the right to take any complaints about how we process your personal data to the Information

    Tel: 0303 123 1113

    Information Commissioner’s Office
    Wycliffe House
    Water Lane
    SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our membership secretary using the Contact page.