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.
What do we do with your data?
The data we ask teachers and pupils to give will only be used as follows:
- Your Name and Sex
These might be published in an event programme, on tee-shirts, and will appear in the results of events, both in printed form
and online. Results may be sent to newspapers or magazines for wider distribution, or published in a brochure
printed on behalf of the event organisers which may be mailed to each participant in any event. This data may
also appear on TV where events are televised.
- Your Address
This will only be used by County, Regional, and National Team Managers to send you the details necessary to enable you to participate in the event you are selected for, and to receive any subsequent post-event certificates, results, or other 'goodies' provided by the event organisation or sponsors of each event. While any such mailing might contain sponsor's advertising material, this will be controlled by the event organisers.
Your address will NOT be made available to sponsors, unless you specifically give us your permission. If sponsors wish to communicate with you, this will be controlled by the ESAA.
Your town, school, and County, might be published in event results and might be shared with your
local newspapers so that they can feature specific pupils in specific events. Any disclosure to the press is
accompanied by the requirement that they use this information only in order to report on the activities of
school pupils relating to ESAA events and that they will not use the information for any other purpose.
Your town, County, or Postcode might be used to provide sponsors with aggregate data about how many entries come from different regions. This information will not contain any specific data about you or any other identifiable person.
- Your age
The ESAA needs to know your date of birth in order to verify which age group you belong to. We consider
this to be sensitive personal information and this information will not be disclosed to anyone other
than Team Managers and the organisers of each event. The ESAA will never publish dates of birth online or in any other form.
Age data will be used and published in the results of events at the most general level possible - eg. age group not actual age
- Your team or school
For many events this information is required to determine team competition prizes. This data will
appear in published event programmes, tee-shirts, results, and perhaps on TV at televised events.
If this causes a problem for you, you are advised to notify your team manager and appropriate steps will be taken to anonymise such information.
- Phone numbers
We might ask you to disclose one or more phone numbers. They will only be used by team managers and
event organisers to contact you in case of difficulty processing your details, or if the organiser needs to
inform you of any last-minute change to arrangements already sent to you by mail. Your phone numbers
will never be sent to anyone other than team managers and event organisers without your explicit
permission, and under no circumstances will they be used for tele-marketing or any other purpose not
directly connected to the event you are involved with.
- Email address
You may be asked to give us your email address. This might be used to send you confirmation of team selection and might also be used by the event organiser to inform you about any last-minute changes to the event. Event organisers might wish to email you next year to inform you of details of events. These are the only times your email address will be used without your explicit permission. However, event organisers may also wish to be able to offer you further information, including that from their sponsors, and might also have a regular news-letter they would like to send you from time to time. In these cases, you will be offered the option to include yourself in these mailing activities, and each mailing from them will include instructions on how to remove your address from their mailing list.
You will never automatically be included in any mailing list.
- Other data
Event organisers may request that you supply other non-sensitive data such as tee-shirt size, shoe size etc. You may also wish to request details of other facilities they may be providing for you. Your responses will be treated as if they were sensitive data and will be given the same level of protection as defined (above) for your phone numbers and email address.
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.
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