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Scottish Curling Privacy Notice

Introduction

The Royal Caledonian Curling Club, trading as Scottish Curling, is the national governing body for the sport of curling in Scotland, and is a company limited by guarantee without a share capital, registered in Scotland under company number SC232571.

Scottish Curling will be a “controller” of the personal information that you provide to us online, over the phone and through paper forms. Scottish Curling uses an online membership system called rcccmembers.org provided by Software Foundation in order to process membership applications. Members can access their personal information stored in rcccmembers.org.

What we need

Members

When you register as a member of Scottish Curling or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16), we may ask you for the following personal information:

  • contact details – name, gender, telephone number, address, email address, (for children under 16 we will also require the email address of a parent or legal guardian);
  • date of birth;
  • membership category – e.g. Full, Junior, Honorary Playing, Honorary Non-Playing;
  • equality information – disability (if any), ethnic group, religious belief, gender identity and sexual orientation

Participants/Athletes

When you enter an event (conference, training course, assessment, competition, camp, tour or other events) organised by Scottish Curling, or organised by a third party and processed by Scottish Curling or if you join the Scottish Curling Academy or Performance Programme we may ask you for the following personal information:

  • contact details – name, gender, phone number, address, email address, (for children under 16 we will also require the email address of a parent or legal guardian);
  • date of birth;
  • details of the course being undertaken and training/qualifications to be certificated;
  • if booking directly; payment details – card details;
  • emergency contact details (name and phone number);
  • medical information (such as but not limited to allergies, medications, special dietary requirements); and
  • equality information – disability (if any), ethnic group, religious belief, gender identity, sexual orientation

If you represent Scotland at international level (any competitions recognised by World Curling) we may ask you for the following personal information:

  • contact details – name, gender, phone number, email address
  • date of birth, birth place
  • current place of residence
  • language spoken
  • when you started curling, club name, delivery hand
  • position on team
  • occupation, marital status, children
  • curling achievements, sports awards, honours
  • most memorable sporting achievement
  • hobbies, other sports played
  • sports hero
  • social media (for example Team Facebook page, Twitter handle, website)
  • medical history and information
  • emergency contact information – name, address, phone number, relationship
  • bank details – account number, sort code

Volunteers

When you volunteer with Scottish Curling we may ask you for the following personal information:

  • contact details – name, gender, phone number, address, email address;
  • date of birth;
  • training or qualifications you hold relevant to curling;
  • equality information – disability (if any), ethnic group, religious belief, gender identity, sexual orientation;
  • Declaration of interests (for Scottish Curling Directors, committee members and other individuals engaged in specific Scottish Curling roles); and
  • bank details – account number, sort code
  • Curling club(s) and group(s) you will be coaching/ volunteering with
  • Completion of a Self Declaration including unspent convictions and cautions, details of any disciplinary action in relation to children and relevant non-conviction information
  • Completion of a Protection of Vulnerable Groups (PVG) Check

Why we need your personal information – contractual purposes

Members

We need to collect your personal information so that we can manage your membership. We will use your personal information to:

  • set up your online membership account;
  • provide you with core member services via post and email, including membership renewal information, coaching and training information and opportunities; member newsletters, information about General Meetings, the Your Curler digital magazine etc. (and any optional communications to which you subscribe through your membership);
  • to provide you with details of forthcoming activities, events and competitions, as well as those of selected third parties (including our partner organisations) which provides “Member Discounts” on behalf of Scottish Curling;
  • review, develop and manage new and existing programmes and projects and to promote curling;
  • monitor Scottish Curling compliance with equal opportunities legislation and the Equality Standard for Sport and to promote / maintain equality of opportunity or treatment; and
  • for statistical analysis

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Participants/Athletes

We need to collect your personal information so that we can manage events (including courses) in which you participate and any qualifications or awards that you gain through your participation. We will use participant/athlete personal information to:

  • administer the event;
  • set up your online account; and
  • process event results and, where applicable, send you confirmation of completion and/or certification

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to provide the above services.

Volunteers

We need to collect your personal information so that we can manage any training or qualifications that you gain through your participation. We will use volunteer personal information to:

  • maintain records of training and qualifications;
  • allocate appropriate roles to volunteers based on their qualifications;
  • determine your suitability to volunteer; and
  • offer appropriate training and support

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to provide the above services.

Why we need your personal information – legitimate purposes

Members

  • promote and encourage participation in curling by sending communications to individuals and members about booking information for upcoming competitions, courses and other events. Our competitions and events may be filmed for live streaming purposes and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
  • provide events in curling by accepting and managing entries and checking your personal information to ensure you are entered into the correct competition and/or category;
  • invite our members as award winners or guests to our annual awards celebration (currently part of the proceedings of our General Meeting), which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by phone and/or email;
  • develop and maintain records of members training and qualifications, including sending email communication to individuals and members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to curling. We will use your personal information to investigate your complaint, to suspend membership and take disciplinary action where appropriate;
  • administer PVG processing as necessary;
  • assisting in developing new programmes for the strategic development of the sport and Scottish Curling; and
  • retaining personal data for historical and statistical purposes, such as but not limited to: competition results, qualifications, and 50-year medal entitlement

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to such processing.

In some circumstances, we may rely on recognised legitimate interests as defined under UK data protection law. Where we do so, we may not be required to carry out a balancing test between our interests and your rights. However, you still retain the right to object where applicable.

If you wish to object to any of this processing, please contact us at office@scottishcurling.org.

We will consider your objection and respond in accordance with data protection law. If we uphold your objection, this may affect our ability to provide certain services or carry out activities for your benefit as a member.

Participants/Athletes

When you book a place with us for a course or other event or join the Scottish Curling Academy or Performance Programme we need to collect your personal information so that we can process your booking to enable you to participate in the event etc.

When you represent Scottish Curling at international level (any competitions recognised by World Curling Federation) we need to collect your personal information on behalf of World Curling Federation in order to comply with their requirements of participation at these competitions.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to such processing.

In some circumstances, we may rely on recognised legitimate interests as defined under UK data protection law. Where we do so, we may not be required to carry out a balancing test between our interests and your rights. However, you still retain the right to object where applicable.

If you wish to object to any of this processing, please contact us at office@scottishcurling.org.

We will consider your objection and respond in accordance with data protection law. If we uphold your objection, this may affect our ability to carry out certain activities or provide services relevant to your participation in as an athlete.

Volunteers

The Protection of Vulnerable Groups (Scotland) Act 2007 requires Scottish Curling to ensure that all individuals in regulated work are suitable. To ensure that we comply with this function, Scottish Curling requires a Self-Declaration and PVG Check to be completed by all individuals for positions that require contact with children and/or adults at risk. We will need to collect personal information relating to unspent convictions and cautions, any disciplinary action in relation to children, and relevant non conviction information. Information will include your PVG certificate number, PVG number, date of issue and any relevant information in relation to the scheme. For some volunteer roles, we will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG number, date of issue and any relevant information in relation to your membership of the PVG scheme.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to such processing.

In some circumstances, we may rely on recognised legitimate interests as defined under UK data protection law. Where we do so, we may not be required to carry out a balancing test between our interests and your rights. However, you still retain the right to object where applicable.

If you wish to object to any of this processing, please contact us at office@scottishcurling.org.

We will consider your objection and respond in accordance with data protection law. If we uphold your objection, this may affect our ability to carry out certain activities or provide support relevant to your role as a volunteer.

Why we need your personal information – legal obligations

We are under legal obligations to process certain personal information relating to [members/participants/athletes/volunteers] for the purposes of complying with our obligations under

  • the Companies Act 2006 to maintain a register of our members, which includes our member name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold general meetings, including issuing notices and voting arrangements;
  • the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults;
  • our sportscotland regulatory requirements to report on the size, achievements and profile of our members;
  • the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary; and
  • our Memorandum and Articles of Association and Bye Laws (Article 5.15), which requires us to publish personal information of our members in the annual publication known as The Annual, both electronically and in paper format on an annual basis.

Why we need your personal information – equality monitoring requirements

We are required to use member and participant personal information relating to your disability, ethnic group, religious belief, gender identity, age and sexual orientation for equality monitoring purposes as required by sportscotland. We will process such personal information through aggregated and anonymised reports to identity and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our sport.

Other uses of your personal information

We may process your personal information for additional purposes. For example, to display a list of coaches able to deliver a particular training or qualification course, or collect medical history for Tours, or display contact details on our website if you hold a position within Scottish Curling, or in a Club.

Members

Contact details (name and email address) of those on Scottish Curling committees e.g. Board, Areas Standing Committee, Ladies Standing Committee etc. will be published on our website.

Contact details (name and email address) of those appointed as a club contact (usually the Club Secretary) will be displayed on our website (through the Club Finder widget) for the purpose of providing a directory for non-members wishing to join a club.

Contact details (name and email address) of those appointed as an area or province officials will be displayed in the membership database through the search function, for the purpose of providing a directory for members, club, and area and province officials.

Member’s name and the club(s) they are a member of, will be displayed in the membership database through the search function, for the purpose of providing a directory for members, club, and area and province officials.

Who we share your personal information with

If your personal information is included in any images or videos taken by us at our competitions, courses, camps, events and tours, we may share this with members of the Scottish media, sportscotland, and Sports Partners (including but not limited to, British Curling, Scottish Local Authority, Scottish Disability Sport, Scottish Wheelchair Curling Association, sportscotland institute of sport, World Curling Federation, Ice Rinks, and affiliated Clubs, Areas and Provinces) for promotional and/or journalist purposes.

Members

  • Members benefit from Liability Insurance provided by AXA XL Insurance Company UK Limited. Where an insurance claim is made, or notification of a possible claim received, we will pass personal data relating to the potential/actual claim to AXA XL for the purpose of administering the claim.
  • We share personal information with third party organisations, such as sportscotland for audit and reporting purposes.
  • For members who are undertaking UKCC courses run by Scottish Curling, we use a platform called OneFile to administer our courses. The OneFile system holds basic personal information (name, email, date of birth) and processes learners’ personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
  • We share personal information with our Area and Province representatives so they can communicate with local clubs. Personal information may include membership number, first name, last name, club, membership type, contact number and email address.

Participants/Athletes

  • For athletes who represent Scotland at international level, your personal information is shared with World Curling Federation. The World Curling Federation will be the “controller” of such personal information upon receipt.
  • For active competitive participants/athletes on the Academy and/or Performance Pathway programmes, your personal information may be shared with British Curling, sportscotland institute of sport in order for them to carry out their responsibilities as managers of these programmes. British Curling and sportscotland institute of sport will be the “controller” of such personal information upon receipt.
  • We publish the results of our competitions on our website and social media (Facebook, Twitter, Instagram). This may include competitor name, age/age category, result.
  • We publish photographs of our competitions and events on our website and social media (Facebook, Twitter, Instagram).

Volunteers

  • For active technical officials (that is but not limited to, umpires, timers and statisticians), your name, phone number and email address will be shared with the Umpire Committee representative(s) responsible for allocating umpires to competitions, and other active umpires to ensure the flow of communication.
  • For active coaches, your name, level of qualification and email address will be shared with the Development Group contact at your local ice rink in order for the Development Group to provide you with suitable coaching opportunities and information.
  • For any volunteer in regulated work with children and/or protected adults, PVG information will be shared with those officials responsible for making safe appointment decisions within the club(s) and/or group(s) for which you are being deployed.
  • For the purposes of child protection, safeguarding and well-being matters, if Scottish Curling received information of concern, it may share information about you with:-
    • Within the sport: Club(s) and group(s) for which you are being deployed, official bodies e.g. British Curling and World Curling Federation etc.
    • Out-with the sport: Statutory authorities e.g. police, local authorities, social work etc., other relevant organisations e.g. Children First, sportscotland etc.
  • In the event such sharing is deemed necessary, it will normally only be carried out by the Scottish Curling Welfare Office or Senior Management to the organisation’s nominated Safeguarding Officer or Senior Management.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and/or protected adults.

We may share personal information with our professional and legal advisors for the purpose of taking advice.

Scottish Curling employs third party suppliers to provide services, including IT, finance, and the mailing of information/magazines. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and to protect it.

We may share personal information with auditors appointed by sportscotland to carry our development audits.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purpose.

How we store your personal information

Your personal information is stored on our electronic filing system and our servers are based in the UK and Europe, and is accessed by staff and volunteers for the purposes set out above.

We may be required to transfer your personal information outwith the EU for the purposes of booking travel and accommodation for training camps and competitions for athletes and competition entries. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

Scottish Curling does not keep Disclosure Information on an individual’s personnel file. It is kept securely, in lockable non-portable storage containers. Access to storage units is strictly controlled to authorised and named individuals, who are entitled to see such information in the course of their duties.

How long we keep your personal information

Members

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years. We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Scottish Curling and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members and in the event of a claim against Scottish Curling. In certain circumstances e.g. regarding Safeguarding, we may keep information for longer periods of time.

Participants/Athletes

We normally keep participant/athlete personal information for 6 years. Data for athletes who belong to Scottish Curling Academy or Performance Programmes will be kept for longer in order to meet the Scottish Curling obligation for reporting to sportscotland and other relevant government agencies.

Volunteers

We normally keep volunteer personal information for 6 years.
Scottish Curling does not keep Disclosures or Disclosure Information for any longer than is required after a recruitment (or any other relevant) decision has been taken. In general, this is no longer than six months. This is to allow for the resolution of any disputes or complaints. Disclosure Information will only be retained for longer than this period in exceptional circumstances, and in consultation with Disclosure Scotland. The same conditions relating to secure storage and access will apply during any such period.

Your rights

You can exercise any of the following rights by contacting us at office@scottishcurling.org or by logging into your membership account at www.rcccmembers.org.

Your rights in relation to your personal information include:

  • Right to access – you have the right to request access to the personal information we hold about you by making a “subject access request”;
  • Right to rectification – if you believe that any of your personal information is inaccurate or incomplete, you have the right to request that it is corrected or completed;
  • Right to restrict processing – you have the right to request that we restrict the processing of your personal information in certain circumstances, for example where you contest its accuracy or object to its use;
  • Right to erasure – you have the right to request we delete your personal information where there is no lawful reason for us to continue to hold it. This right is not absolute and may not apply where we are required to retain data for legal, regulatory or safeguarding purposes;
  • Right to object – you have the right to object to the processing of your personal information where we rely on legitimate interests. You also have an absolute right to object to direct marketing;
  • Right to data portability – in certain circumstances, you may request that we transfer your personal information to another organisation, or provide it to you in a structured, commonly used, machine-readable format.

When exercising your rights:

  • We may need to verify your identity before processing your request.
  • We may ask you to clarify your request to help us response more efficiently.
  • In certain circumstances, we may refuse or charge a reasonable fee for requests that are manifestly unfounded or excessive, in line with UK data protection law.

Complaints

If you have any concerns about how we handled your personal information, please contact us in the first instance at office@scottishcurling.org.

We will:

  • Acknowledge your complaint within 5 working days.
  • Investigate and respond within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

Notification of changes

We may update this privacy notice from time to time to reflect changes in the law, our practises, or the services we provide. We encourage you to review this notice periodically.

Where we make significant changes, we will take appropriate steps to inform you. This may include contacting you using the primary e-mail address you have provided to us or facing a prominent notice on our website at www.scottishcurling.org.

Updated 26/03/2026

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Royal Caledonian Curling Club trading as Scottish Curling is a company Limited by Guarantee without a share capital. Registered in Scotland under company Number SC232571.