ESAA Privacy and Data Protection


The ESAA treats your privacy with the highest regard and are very concerned that other organisations do likewise. In accordance with the body and also the spirit of the Data Protection Act 1998, we guarantee that we will only ask you or your school teachers to supply personal data which is actually needed to enable us to process your entry for the specific event you are involved with, and we guarantee that any data you enter here will only be used for that purpose.

Your data won't be passed to anyone other than your County Association officials, and ESAA officials who need to access information in order to run events.

How do we look after your data?

The data the ESAA acquires from you, or via your School teachers, or via County Team managers, is transmitted from their computers using SSL encryption and is stored securely in encrypted form on the ESAA webservers which are operated by one of the largest web hosting companies in Europe (www.1and1.co.uk). We rely on their guarantee for the security of data held in their systems.

Your data is processed on the ESAA webserver and stored in an encrypted format so that it is not human readable.

Your data will be backed up onto CD disks, DVD ROMs, memory sticks, external hard drives, (or other such equivalent means as and when they are developed) which may be held at a trusted ESAA official’s premises. These backups will be used only to restore damaged data files.

Details of results of events which might be published on the internet could remain in the public domain for as long as it is historically valid and useful. Such details will be restricted to name, sex, age group, team or school, County, and actual performances at each event. We will NEVER disclose personal information such as Dates of Birth, Personal Best Performances, your address, or phone numbers.

Cookies, tracking your usage, and data retention times

Data which is entered by teachers or pupils via this website are recorded on the ESAA website in encrypted files. County team managers have access to previous year’s team entries which include pupils names, schools, and the town of each school. However, we specifically DO NOT supply them with pupils dates of birth – they must request that directly from pupils each time the information is required.

For the Schools Cup Competitions, we ask teachers to create squads of pupils. These contain the names and dates of birth of pupils and the data is stored for the full duration of a pupil's time at school. The data is used only to enable teachers to quickly select their teams. Dates of birth are only visible to pupils' teachers and the website administrators.

From 2011, there will be a facility for pupils to register themselves online to become available for County Team selection. The data submitted in this registration will include all the following data types, but will exist only for the year in which the registration is made. All pupil self-registered data will be deleted at the end of July each year. If pupils wish to continue to be available for County and National Team selection they will need to re-register each year - this is the way we will ensure that data is kept up to date at all times.

The ESAA does not use cookies in any data transfer on the internet.

What do we do with your data?

The data we ask teachers and pupils to give will only be used as follows:

Changing your data

Once your details have been entered into an event by yourself or by a teacher or team manager, any changes to your details must be notified to the person responsible for entering your details into the ESAA website systems. In the case where you register yourself online into the ESAA website systems, it is your responsibility to keep the information you register up to date. The ESAA cannot accept any responsibility for any failure in communicating with you if you fail to update your registered details correctly.


Data Controller

The Data Controller for ESAA data is Joe Lee, registered number Z2405585 who operates under the terms of this registration as a consultant providing services to the ESAA. You can find further information about the Data Protection Act, and find contact details for registered data controllers at www.ico.gov.uk