Privacy Policy

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This privacy policy sets out how Rowing Ireland uses and protects any information that you give Rowing Ireland when you use this website.

Rowing Ireland is committed to protecting your personal data. This policy sets out how we use your personal data to help further our work in supporting the sport of rowing across Ireland. 


Who We Are, What We Do, and How to Contact Us?

Rowing Ireland is the national governing body (NGB) for the sport of rowing across the island of Ireland. We were founded in Dublin as the Irish Amateur Rowing Union on February 3rd, 1899.

Our goal is to grow strong, well-structured safe rowing clubs that provide the opportunity for achievement and enjoyment of the sport at all levels. We commit to being accountable and transparent so that our member clubs, individual rowers, and volunteers can have full confidence in Rowing Ireland.

How you can contact us

Address:  National Rowing Centre, Farran Woods, Ovens, Cork

Telephone: +353 21 743 4044

Email: info@rowingireland.ie  Contact Form: https://www.rowingireland.ie/about-us/contact/

About Our Data Processing 

Who do we process data about? 

As part of our work supporting the sport of rowing, we must process personal data about the people who help us fulfil our mission. You can click on the link to see what specific types of data we may process about you below: 

Details on our lawful bases for processing can be found in the section – What is our legal basis for processing your personal data?

What types of personal data do we collect about you?

Personal data or personal information is any information about you where you can be identified or be made identifiable. We process many categories of personal data, depending on how you interact with our site, whether you belong to a member club, if you work or volunteer with us, or if you choose to donate to Rowing Ireland. In some cases, we may also need to process “special categories data” such as physical and mental health records, biometric data for the purpose of identifying you, and criminal records information for vetting purposes.  

Because we offer some youth programmes (those below the age of 18), we may collect information such as the child’s name, health information, demographic details we collect about rowers and athletes under the International Carding Scheme. We may also capture photographs of children taken at an event, or sent to us by a parent or guardian.  

The most common types of data we collect include the following: 

Name and Contact InformationEmail address / IP addressPhone number
Rower ID (‘Rowing Ireland ID  Number’)Demographic details & Identity Documentation (if you are a rower) age, gender, education, safeguarding details, vetting confirmation, email, phone, proof of address, passport and ID documentation, PPS / tax informationSport performance data (if you are a rower)
Photos and videos of you (if you attend events)
Financial information (if you are an athlete under the International Carding Scheme, donate to us, or are an employee)Information related to physical or mental health (for rowers and ICS participants)Photos and videos of you (if you attend events)

Depending on how you interact with us, we also collect the following personal data. In some cases, this may include special categories data, which are underlined:

If you are an athlete of a member club:

  • Contact information – name, email address, phone number, postal / home address, next of kin, emergency contact information.
  • Demographic details – gender, date of birth, education details (if a CV is included, or working with a college/university).
  • Identity documents – passport copies, drivers’ license.
  • Sport Performance Data and Competition and Training Information – membership in rowing clubs, entry into and attendance at events, competitions or workshops delivered by Rowing Ireland or our sport partners; competition rankings and gradings at events, training assessments & performance. 
  • Club Membership Number
  • Biometric information –Photographs, videos & voice recordings taken by us or others on our behalf (for example, at an event, training, or post-event interview).
  • Other information we may collect – Correspondence with us shared by you, survey answers, signature, information contained in disciplinary complaints. 

If you are an athlete under the International Carding Scheme

  • Contact information – name, email address, phone number, postal / home address, next of kin, emergency contact information.
  • Demographic details – gender, date of birth, education details (if CV is included, or working with a college / university ).
  • Financial information – bank details. 
  • Information relating to physical and mental healthincluding medical information about conditions that might affect your performance of rowing activities and data gathered for anti-doping purposes and training.
  • Identity documents – PPSN, passports (including photos), copies of drivers’ license.
  • Rowing Ireland ID Number
  • Sport Performance Data and Competition and Training Information – membership in rowing clubs, entry into and attendance at events, competitions or workshops delivered by Rowing Ireland or our sport partners; competition rankings and gradings at events, training assessments & performance.
  • Biometric information –Photographs, videos & voice recordings taken by us or others on our behalf (for example, at an event or post-event interview).
  • Signature 

If you register a member club: 

  • Contact information – name, email address, phone number, postal / home address.
  • Demographic details – gender, date of birth.
  • Identity documents – PPSN, passports (including photos), copies of drivers’ license (if Garda vetting is required).
  • Information about criminal convictions – If you are required to complete the vetting process with the National Vetting Bureau of An Garda Síochána, for example if your club includes rowers under the age of 18, or individuals considered vulnerable.

If you work or volunteer for us:

  • Contact information – name, email address, phone number, postal / home address, work address, details of next of kin and emergency contacts.
  • Demographic details – gender, date of birth/age. 
  • Financial information – bank details (for reimbursements). 
  • Information about criminal convictions  if you are required to complete the vetting process with the National Vetting Bureau of An Garda Síochána.
  • Information relating to physical and mental healthFor example, the required disclosure by employees of health information to their managers under the Alcohol & Drug Policy.
  • Signature
  • Other information we may collect references and other details included in a CV or cover letter.

If you purchase something from our shop

  • Contact information – name, email address, phone number, postal / home address.
  • Financial information – credit or debit card number (collected from our payment processor, Stripe/Paypal).
  • IP addresses and machine identifiers 

If you donate or become a long-term financial supporter: 

  • Contact information – name, email address, phone number, postal / home address.
  • Financial information – credit or debit card number (collected from our payment processor, Stripe/Paypal).

If you visit our website, sign up for our newsletter, or contact us:

  • Cookies – our sites make use of cookies for a variety of purposes, some of which are necessary for the operation of our sites and services, and others which provide features that are non-essential, including analytics and social media sharing. You can find more details (and change your cookie preferences) by going to our cookies popup and selecting ‘Cookies Settings’. 
  • Email address – If you sign up for a promotion or marketing, send us a message via our contact form, contact us on social media, or via email.   
  • Contact Information – first and last nameIf you contact us via our contact form, report an incident on IROW Safe, or include this information in your email.  
  • IP addresses and machine identifiers 

If you follow us or contact us on social media (Twitter, Facebook, Instagram, YouTube):

  • Contact information – such as name, social media ID, phone number, email address.
  • Social media profile photo
  • Demographic details – gender, age, country.
  • Your interests – If you liked content or a video on Facebook, Instagram, or YouTube, followed our profile page, etc. 
  • Other details you may share For example, information posted in comments).

Other information we may collect: 

  • Your photograph or image –If you send us a photo of you or if you attend one of our in-person rowing competitions/events.
  • Survey Information – We may collect personal information if you complete a survey. We will provide details on the survey about the specific data we collect. 
  • Records of your interactions with us such as telephone conversations, emails, and other correspondence.
  • Subscription information – if you subscribe to one of our newsletters.

Why do we need to use your personal data (what are our reasons or purposes for processing)?

To legally process that data, we need a reason – or as the GDPR says, we need to have ‘specified, explicit and legitimate purposes’ for using your data. Depending on our relationship with you, we process personal data for several reasons including:

  • Human resource management for employees and volunteers – including email, payroll, criminal records (for legal compliance), and training records.
  • Payments processing – processing payments made as part of a donation, purchase, event registration, project funding, or under the International Carding Scheme.
  • Communication – communicating with and maintaining our relationships with our donors, sponsors, supporters, partner organisations and member clubs, as well as individual rowers. This includes handling queries from rowers and member clubs. 
  • Administering events and competitions – scheduling rowing competitions, administering rowing workshops, bookings, team preparation, trip and transportation arrangement to events for high-performance athletes, and management of our services.
  • Athlete vetting – Vetting athletes who wish to participate in rowing events on behalf of Sport Ireland and other bodies. This may include financial information of athletes in some cases.
  • Marketing & campaign management –
    • creating new marketing campaigns which may use names, photos, videos and recordings of donors, individual rowers, partner organisations, employees, or volunteers.
    • email management (identifying when emails are delivered, opened, and acted on).
    • conducting surveys to better understand your personal motivations for supporting our work or your experiences with us.
    • analysing competition records, training assessments and rower data to better understand the needs of our members and rowing trends of our member organisations.
    • to identify supporters who may want to make significant contributions to support Rowing Ireland. 
  • Contract, invoice & tax certificate management – sending out contracts, invoices, tax certificates, and payment notices.
  • Research – to help us understand how to support member clubs and individual rowers better in line with our mission.
  • Website security – we process IP addresses in our website for access logging and other technical administration and security purposes. 
  • CCTV and video recordings – for security, and safety at the National Rowing Centre.
  • COVID-19 contact tracing.
  • Reporting injuries/emergencies

This list is not exhaustive and may be added to from time to time as the nature of our services or operations change.

What is our legal basis for processing your personal data?

Rowing Ireland will only process or use your personal information if we also have a legal reason for doing so. This is referred to in the GDPR as a ‘lawful basis’. We rely on 5 lawful bases:

  • You have asked us (for example, you signed up to be on our mailing list), or we’ve asked you, and you’ve provided us with your consent;
  • We have entered a contract with you (for example, if you sign up for a rowing event or register a new rowing club);
  • If we have a legal obligation to use or disclose information about you;
  • If we have a legitimate interest to do so to support our mission. In those cases, we promise to use information fairly, reasonably, transparently, and to only use the least amount of information necessary to fulfil those interests;
  • If we are protecting an individual’s vital interests

We’ve provided a general breakdown of the lawful bases we rely on depending on the broad categories of processing we’re doing. If you’d like additional details on specific types of processing we do, please contact us at info@rowingireland.ie or contact our DPO directly at rowingireland@cloudpo.eu.  

Processing CategoryLegal Basis
HRContract, legal obligation & legitimate interests
Payments processingContract, legitimate interests
Communication Consent, contract & legitimate interests
Administering events and competitionsLegitimate interests
Athlete VettingLegal obligation
Marketing & campaign managementConsent & legitimate interests
Data analysis and segmentationLegitimate interests
Contract, invoice & tax certificate managementContract, legal obligation
ResearchConsent, legitimate interests
Website Security Legitimate interests
CCTV and video recordingsLegitimate interests, legal obligation
COVID-19 Contact Tracing / EmergenciesVital interests, legal obligation

Where do we keep your personal data?

Rowing Ireland uses servers primarily hosted in the European Economic Area (EEA). However, we use some services (including Google Workspace, Google Analytics, YouTube and our payment processors Stripe and PayPal), which do host information in the United States (or share it with US subsidiaries). We take reasonable steps to ensure that security measures are in place and that we only transfer as much information as is necessary to fulfil our purposes. As a small volunteer organisation, we try to limit how much data we keep, but comparable tools located solely in the EU are often hard to find.  

We use the following services to store data: 

Processing CategoryCountries Where Your Data is Processed
HR___________(HR Duo)
Payments processingIreland / United States (Stripe/Paypal)
Communication 
Marketing & campaign managementIreland / United States (Google Analytics)
Contract, invoice & tax certificate management
CCTV and video recordingsIreland (on prem)
Garda VettingIreland (on prem)
COVID-19 Contact Tracing / EmergenciesIreland (on prem)
Website Hosting
RI Tracker Information
HostingGoogle Workspace

How do we secure your personal data? 

As a small volunteer-led organisation, we rely on our service providers such as Google and Stripe to do the heavy lifting from a security perspective. We also have various organisational measures in place to ensure that our staff and volunteers are protecting personal data. 

We retain data for only as long as is necessary, and where possible, our communications are encrypted in transit using TLS.  

How do we secure your personal data? 

As a small volunteer-led organisation, we rely on our service providers such as Google and Stripe to do the heavy lifting from a security perspective. We also have various organisational measures in place to ensure that our staff and volunteers are protecting personal data. 

We retain data for only as long as is necessary, and where possible, our communications are encrypted in transit using TLS.  

How do we obtain your personal data? 

Generally, we obtain information directly from you.

For example, you may provide us with personal information when you:

  • register a member club.
  • contact or visit us (in person, via phone, mail, email, or social media).
  • participate in/attend a rowing event or competition.
  • donate to Rowing Ireland.
  • engage with our campaigns or sign up for a programme, event, or our newsletter on our website (in person, via phone, mail, email, or social media). 
  • partner with Rowing Ireland or complete a business transaction as a vendor or service provider. 
  • apply for a position or come to work or volunteer for Rowing Ireland.

But we also may collect personal data about you from third parties, for example: 

  • the rowing club you belong to.
  • our sponsors and partner organisations (e.g. Department of Transport, Tourism and Sport, PowerHouse Sport, Sport Ireland, Sport Northern Ireland).
  • social media sites (Facebook, Twitter, Instagram, YouTube).
  • other third parties (e.g., Eventbrite, SurveyHero).
  • other charities and NGOs we work with.

How long do we keep your data?

In general, we keep most data for no more than five years after your last contact with us, if you stop rowing, or the end of your membership period. Sometimes, we may have a legal, contractual, or other reason to keep your data, and we have outlined some of these reasons below: 

Garda Vetting: In the case of Garda Vetting information, we shred forms and ID information immediately after they have been submitted to the Vetting Portal, but keep a spreadsheet of basic information (name and email address) for the vetting period (i.e., a maximum of 3 years). For more information, please review our vetting procedures.

High Performance Athletes: We keep athlete training records for seven years. Passport information for high-performance athletes are kept until the athletes retire. Under-23s passport information is purged every year. 

Tracker Information: Details stored in our tracker application (see: If you are an athlete of a member club, If you are an athlete under the International Carding Scheme, or If you register a member club):  Five years after your last involvement as a rower in an affiliated club. 

Legal & Insurance Claims: Information that may be relevant to personal injury or discrimination claims may be retained until the statutory limitation period for those types of claims has expired. Please note that the limitation periods might not start to run well after your membership with us has ended.

We work to keep data in line with our retention policy, which includes minimising the amount of paper data we keep and regularly erasing data when it is no longer needed. 

If you wish to have your information deleted, please contact our DPO.

Who do we share your data with? 

Rowing Ireland will not share, sell, or exchange your information with other organisations for marketing purposes, however some of the cookies written by our websites support targeted online advertising and some data about you may be shared with those services through the operation of those cookies (e.g. your IP address and the fact you visited our site, liked a page on one of our social media sites, or shared some of our content online).

In some circumstances it is necessary for Rowing Ireland to share your personal data with our sponsor or partner organisations. This access is only granted to the extent necessary for them to fulfil their contractual obligations with us, or for us to fulfil our contractual or legal obligations with them, or at the request of an oversight body. We expect our sponsor and partner organisations to comply with strict rules to protect the information you have given us. 

Additionally, we may share personal information in the following circumstances: 

  • at your request;
  • to any rowing related administrative body to allow them to properly administer rowing on a local, regional, national, and international level; 
  • staff and volunteers who work at venues to support the delivery of Rowing Ireland events;
  • business partners to provide services as required and/or requested by Rowing Ireland (e.g., a purchase made on our online shop or an event registration); 
  • other service providers (e.g., our membership system developers and hosting provider, and our online scoring system developer and/or servicer); 
  • the National Vetting Bureau (for vetting purposes); 
  • other government bodies, statutory authorities, or regulators, where we are required to do so by law.

What are my rights as a data subject? 

Individuals have several rights over their personal data under EU law. Many of those rights focus on being informed (referred to as ‘notice and transparency’) about how we use your data. For example, you have the right to know about our purposes, reasons, retention, and who we share your data with, which you can find in this privacy notice. 

But you also have other rights. Sometimes, these rights are not always absolute, and some qualifications and restrictions may apply (for example, we may not be able to delete information about you if we need it to comply with a legal obligation). 

In general, you have the following rights under the GDPR: 

  • Right of access – you have a right to access a copy of the data we hold about you. 
  • Right to withdraw consent – if we process data based on your consent, you have the right to withdraw that consent at any time. 
  • Right to rectification – if you believe the information we have about you is wrong, you have a right to ask us to correct that data.
  • Right to erasure (aka, a right to be forgotten) – you have the right to ask us to delete data about you. While this is not an absolute right, if we no longer need this data, we will delete it.
  • Right to data portability – In some circumstances, you have a right to receive your personal data in a machine-readable format.
  • Right to restrict processing – in some cases, you may ask us to stop processing your data in certain ways – for example, if we process data for a purpose you do not consent to, and we do not have another lawful basis for processing. 
  • Right to refuse automated decision making and/or profiling – Rowing Ireland does not engage in processing of this kind.
  • Right to lodge a complaint with the Data Protection Commissioner – You can complain to the Irish Data Protection Commissioner where you feel your rights have been infringed. Contact details are provided at the end of this Privacy Notice.
  • Right to seek a judicial remedy: You have the right to make a legal claim where you believe we or our processors have not fulfilled our obligations under the Data Protection laws. 

Rowing Ireland is committed to helping individuals exercise their rights. We will always balance our interests with your rights. If you have a query, you can email our DPO at rowingireland@cloudpo.eu or info@rowingireland.ie  or write or call us

Contact Details for the Office of the Data Protection Commissioner

You can contact our regulator via the contact information below. 

Telephone: +353 57 8684800 / +353(0)761 104 800 / Lo Call No. 1890 252 231

Email: info@dataprotection.ieAddress: Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois.

About this cookie policy

This Cookie Policy explains what cookies are and how we use them, the types of cookies we use i.e, the information we collect using cookies and how that information is used, and how to control the cookie preferences. For further information on how we use, store, and keep your personal data secure, see our Privacy Policy.

You can at any time change or withdraw your consent from the Cookie Declaration on our website
Learn more about who we are, how you can contact us, and how we process personal data in our Privacy Policy.
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What are cookies?

Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyze what works and where it needs improvement.

How do we use cookies ?

As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.

The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.

What types of cookies do we use?

Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket, and checkout securely.

Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyze how well the website performs and where it needs improvement.

Marketing: Our website displays advertisements. These cookies are used to personalize the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.
The information stored in these cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.

Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.

Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

The below list details the cookies used in our website.

COOKIEDESCRIPTION
__atuvcAddThis sets this cookie to ensure that the updated count is seen when one shares a page and returns to it, before the share count cache is updated.
__atuvsAddThis sets this cookie to ensure that the updated count is seen when one shares a page and returns to it, before the share count cache is updated.
__stripe_midStripe sets this cookie cookie to process payments.
__stripe_sidStripe sets this cookie cookie to process payments.
_gaThe _ga cookie, installed by Google Analytics, calculates visitor, session and campaign data and also keeps track of site usage for the site’s analytics report. The cookie stores information anonymously and assigns a randomly generated number to recognize unique visitors.
_ga_VJ42XDYBGLThis cookie is installed by Google Analytics.
_gat_gtag_UA_21877302_1Set by Google to distinguish users.
_gidInstalled by Google Analytics, _gid cookie stores information on how visitors use a website, while also creating an analytics report of the website’s performance. Some of the data that are collected include the number of visitors, their source, and the pages they visit anonymously.
at-randAddThis sets this cookie to track page visits, sources of traffic and share counts.
CONSENTYouTube sets this cookie via embedded youtube-videos and registers anonymous statistical data.
cookielawinfo-checkbox-advertisementSet by the GDPR Cookie Consent plugin, this cookie is used to record the user consent for the cookies in the “Advertisement” category .
cookielawinfo-checkbox-analyticsThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Analytics”.
cookielawinfo-checkbox-functionalThe cookie is set by GDPR cookie consent to record the user consent for the cookies in the category “Functional”.
cookielawinfo-checkbox-necessaryThis cookie is set by GDPR Cookie Consent plugin. The cookies is used to store the user consent for the cookies in the category “Necessary”.
cookielawinfo-checkbox-othersThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Other.
cookielawinfo-checkbox-performanceThis cookie is set by GDPR Cookie Consent plugin. The cookie is used to store the user consent for the cookies in the category “Performance”.
CookieLawInfoConsentRecords the default button state of the corresponding category & the status of CCPA. It works only in coordination with the primary cookie.
locAddThis sets this geolocation cookie to help understand the location of users who share the information.
mNo description available.
PHPSESSIDThis cookie is native to PHP applications. The cookie is used to store and identify a users’ unique session ID for the purpose of managing user session on the website. The cookie is a session cookies and is deleted when all the browser windows are closed.
ppwp_wp_sessionNo description
uvcSet by addthis.com to determine the usage of addthis.com service.
viewed_cookie_policyThe cookie is set by the GDPR Cookie Consent plugin and is used to store whether or not user has consented to the use of cookies. It does not store any personal data.
VISITOR_INFO1_LIVEA cookie set by YouTube to measure bandwidth that determines whether the user gets the new or old player interface.
YSCYSC cookie is set by Youtube and is used to track the views of embedded videos on Youtube pages.
yt-remote-connected-devicesYouTube sets this cookie to store the video preferences of the user using embedded YouTube video.
yt-remote-device-idYouTube sets this cookie to store the video preferences of the user using embedded YouTube video.
yt.innertube::nextIdThis cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen.
yt.innertube::requestsThis cookie, set by YouTube, registers a unique ID to store data on what videos from YouTube the user has seen.

How can I control the cookie preferences?

Should you decide to change your preferences later through your browsing session, you can click on the “Privacy & Cookie Policy” tab on your screen. This will display the consent notice again enabling you to change your preferences or withdraw your consent entirely.

In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. To find out more about how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org.

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