Last updated: October 2026
Southern Navigators Orienteering Club (“Southern Navigators”, “SN”, “we”, “us” or “the club”) is committed to protecting your privacy and handling personal information fairly, transparently and securely.
This privacy policy explains what personal information we collect, why we collect it, how we use and share it, how long we keep it and the rights you have in relation to your information.
1. Who we are
Southern Navigators is an orienteering club affiliated to British Orienteering.
For data protection purposes, Southern Navigators is the data controller for personal information that the club collects and determines how to use.
If you have any questions about this policy or how we use your personal information, please contact us through our general enquiries contact details on the website.
2. Membership information
British Orienteering members
Where you join Southern Navigators through British Orienteering, your membership information is collected and stored by British Orienteering and membership payments are processed by them.
Southern Navigators receives and stores relevant membership information from British Orienteering where this is necessary for legitimate club purposes, including communicating with members, administering the club and selecting and organising teams for competitions.
This may include your name, contact details, year of birth, gender, British Orienteering membership number and other relevant membership information.
British Orienteering is responsible for its own processing of your information and provides its own privacy information.
Local members
For local members who do not join through British Orienteering, Southern Navigators collects the information necessary to administer membership directly.
This may include your name, contact details, age or year of birth and other information reasonably required for membership administration.
Payment for local membership is made directly to Southern Navigators.
We use this information to administer membership, communicate with members and organise club activities.
3. Event participants
When you enter or participate in an event organised by Southern Navigators, personal information may be processed through event entry, timing and results systems.
Systems currently used by the club may include RaceSignUp, SiEntries, Fabian4, SportIdent and British Orienteering.
Information processed may include your name, age or age class, gender, club, British Orienteering number, contact details, entry details, course, SI card number, start and finish information and results.
We use this information to organise and administer events, calculate and publish results, meet insurance and governing-body requirements and maintain appropriate event records.
Results may be published on the Southern Navigators website and supplied to British Orienteering and relevant results and analysis services, including Routegadget and WinSplits.
Published results may be retained indefinitely as part of the sporting and historical record. These generally contain limited information such as a competitor’s name, club, age class, course, times and results rather than contact information.
Southern Navigators does not otherwise routinely pass entrants’ personal information to other clubs or event organisers.
4. Medical and emergency information at events
Southern Navigators does not collect or maintain medical information as part of membership records.
At individual events, competitors may voluntarily provide medical or emergency information for use in the event of an emergency. This may, for example, be provided in a sealed envelope left at download.
This information is only intended to be accessed where necessary in an emergency.
Unopened envelopes are returned to the competitor where reclaimed or securely destroyed immediately following the event. Medical information from these envelopes is not retained as part of the club’s event or membership records.
Other event entry and results records may be retained for longer where necessary for insurance, governing-body, administrative or historical purposes.
5. Juniors and safeguarding
Southern Navigators does not maintain separate medical, parental consent or emergency-contact records for junior members as part of its normal membership records.
For members registered through British Orienteering, the club’s normal membership information is derived from the information supplied through British Orienteering.
Additional information may occasionally be required for a particular junior activity, training session, trip or competition. Where this happens, information such as parental consent or emergency contact details will be collected and used specifically for that activity and only by those who need it to organise and supervise the activity safely.
Club coaches and other volunteers responsible for junior activities are expected to follow Southern Navigators and British Orienteering safeguarding requirements.
6. Volunteers and officials
If you volunteer for the club, we may hold your contact details together with information relevant to the role you undertake, such as qualifications, skills, experience and event responsibilities.
We use this information to organise club activities and events, communicate with volunteers and officials, and meet relevant insurance and governing-body requirements.
We retain it for as long as it remains relevant to your involvement with the club and for any additional period reasonably required for insurance, legal or governing-body purposes.
7. Landowners and other contacts
We may hold the names and contact details of landowners, land managers, tenants, agents and other people with whom we need to communicate in order to organise orienteering events and activities.
We use this information to arrange and manage access to land and maintain appropriate records of permissions and events.
We retain these details for as long as they remain relevant to our legitimate activities and records.
8. Photography and video
Photographs and video may be taken at Southern Navigators events and activities by club members, event participants or others present at an event.
Images may be used to report on or promote Southern Navigators and the sport of orienteering, including on the club website and social media.
Southern Navigators follows British Orienteering’s guidance on photography, video and safeguarding. British Orienteering currently provides specific Photography, Videos & Live Streaming Guidance amongst its safeguarding policies. British Orienteering
Where appropriate, event information will make participants aware that photography may take place and explain how anyone with concerns about photography can raise them with the event organisers.
We will take particular care in relation to children and safeguarding. Individuals shown in publicity photographs will not normally be identified by name without an appropriate reason or specific consent.
9. Email, newsletters, WhatsApp and club communications
We use members’ contact details to communicate information relevant to their membership and the activities of the club.
The club uses a Google email group for member communications. Members are normally added to the email list when they join and receive club communications, including the SNaggers newsletter.
Members may ask not to receive non-essential email communications.
Printed copies of the newsletter may also be provided to members who request them.
The club also operates WhatsApp groups and communities for communication between members. Information, messages or images posted to these services are also subject to the terms and privacy arrangements of the relevant service provider.
Members should be aware that information shared within a group may potentially be copied or forwarded by other participants.
10. Social media
Southern Navigators currently uses Facebook and may use other social media services to communicate club news and promote its activities.
Information posted to social media is also processed by the operator of the relevant service in accordance with its own privacy arrangements.
We will only publish personal information where there is an appropriate reason to do so and will take particular care when publishing information or photographs concerning children.
11. Our website
Our website is Southern Navigators.
When you visit the website, some technical information may be collected automatically. This can include your IP address, browser and device information, pages requested, dates and times of access and information required for the security and operation of the website.
This information may be contained in server logs and used to operate, secure and troubleshoot the website.
Cookies and similar technologies may also be used. More information about these is provided in our separate Cookie Policy.
12. How and why we use your information
Under UK data protection law, we need a lawful basis for processing personal information.
Depending on the circumstances, we may process your information because:
- it is necessary to provide membership, an event entry or another service you have requested;
- it is necessary for the legitimate interests of Southern Navigators in administering and developing the club and the sport, provided those interests do not override your rights and interests;
- we need to comply with a legal obligation;
- you have given us consent for a particular use; or
- in appropriate circumstances, processing is necessary to protect someone’s vital interests.
Where special category information, such as health information, is processed, we will ensure that there is an appropriate additional legal basis for doing so.
13. Who we share information with
Where necessary, relevant information may be shared with organisations involved in administering orienteering, events and club activities.
These may include:
- British Orienteering;
- RaceSignUp;
- SiEntries;
- Fabian4;
- SportIdent;
- Routegadget and WinSplits;
- website, email and IT service providers;
- insurers and professional advisers; and
- public authorities where disclosure is required by law.
We only share information where there is an appropriate reason for doing so and limit the information shared to what is reasonably necessary.
We do not sell personal information.
British Orienteering itself currently states that membership data may be shared with clubs and event-entry providers such as Fabian4 and SiEntries as part of administering participation in the sport. British Orienteering
14. How long we keep information
We keep personal information only for as long as there is a reasonable need to retain it, taking account of the reason it was collected and any legal, insurance, safeguarding or governing-body requirements.
In particular:
- current members’ information is retained while required for membership and club administration;
- personal information relating to former local members may be retained for up to three years after membership ends;
- information obtained from British Orienteering will be reviewed and updated in accordance with the club’s continuing need to use it;
- medical information voluntarily provided in sealed envelopes at events is destroyed immediately after the event if it has not been reclaimed;
- event administration records may be retained for the period necessary to meet insurance, legal and governing-body requirements;
- financial records are retained for the period required by law; and
- published event results may be retained indefinitely as part of the sporting and historical record.
We periodically review personal information we hold and delete or anonymise information which is no longer required.
This approach reflects the ICO’s storage-limitation guidance: organisations should establish retention periods where possible, be able to justify them and review information rather than retaining personal data indefinitely simply because it might prove useful. Information Commissioner’s Office
15. How we keep information secure
We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.
Access to personal information is limited to club officers, volunteers and service providers who have a legitimate need to use it.
16. Your rights
Depending on the circumstances, UK data protection law gives you rights over your personal information. These may include the right to:
- ask for a copy of information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information in certain circumstances;
- ask us to restrict how information is used;
- object to certain uses of your information;
- receive certain information in a portable format; and
- withdraw consent where we rely upon consent.
Not all of these rights apply in every circumstance.
To exercise a right or ask a question about how we use your personal information, please contact the club through our general enquiries contact details.
17. Complaints
If you have concerns about how Southern Navigators has handled your personal information, please contact us in the first instance so that we have an opportunity to investigate.
You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).
Information Commissioner’s Office – make a complaint
18. Changes to this policy
We may update this privacy policy from time to time to reflect changes in the club’s activities, services or legal obligations.
Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of the people affected.
