Personal data policy

Billund Cykelmotion’s data responsibility
Privacy policy for sports associations – January 2024

We process personal data and have therefore adopted this privacy policy, which briefly tells you how we process your personal data to ensure fair and transparent processing.

Throughout our data processing, we only process personal data that is relevant and necessary to fulfill the stated purposes, and we delete your data when it is no longer necessary.

Contact details of the data controller

Billund Cykelmotion is the data controller, and we ensure that your personal data is processed in accordance with the law.

Contact information:

Billund Cykelmotion
Adresse: Kærhusvej 4
7190 Billund
CVR: 39654849
Website: www.bicm.dk

Contact person:

Steffen Niklas Rehn
Telefonnr.: 23319516
Mail: webmaster@bicm.dk

Processing of personal data

• Member data:
  • General personal data:Registration and contact information such as name, gender, address, date of registration, telephone number, date of birth, e-mail address, home municipality.
  • Consents, previous participation in Billund Cykelmotion’s activities and competitions.
  • Personal data that is assigned a higher degree of protection.

• Information about leaders and coaches:

• • General personal data: Contact information such as address, phone number and email address.
  • Other information about positions of trust, other duties in relation to the organization and bank account number.
  • Photo.
  • Personal data with a higher degree of protection: CPR number, Information about criminal offenses when obtaining a child certificate.

• Courses/training/personal development plans
  • Normally, we get the information from you. In some cases, there may be other sources such as the main sports organizations (DGI, DIF), e.g. information about competition participation, quarantines and course and event participation.

We only process your personal data for specific purposes when we have a lawful reason.

Lawful reasons for processing are in particular

• The association’s legitimate interests in processing your data (balancing of interests rule).
• Processing according to legal requirements.
• Processing with consent.

Purposes:

• Purpose of processing membership data:
  • The association’s membership management, including collection of membership fees.
  • As part of the association’s sports activities and other activities, including planning, implementation and follow-up.
  • Fulfillment of legal requirements, including the Danish Adult Education Act.
  • Delivery of goods and services you have ordered (e.g. clothing).
  • Administration of your relationship with us.

• Purpose of processing data on managers and coaches:
  • Management of the coaches’ and managers’ duties and obligations in the association.
  • Overview and improvement of experience and skills, including courses.
  • Fulfillment of legal requirements.
  • Payment of allowances, reimbursements and the like.
  • Administration of your relationship with us.

We only process personal data based on legitimate interests. To the extent that we process your member data based on the balancing of interests rule, this processing will only be motivated by legitimate interests such as:

• The performance of sports activities, including the preparation of team cards, team line-ups, internal results lists, etc.
• Handling your membership rights in accordance with the articles of association etc. including in relation to general meetings.
• Fulfillment of membership obligations, including collection and payment of membership fees, etc.
• Organizing social events, sporting activities and other activities
• Use of situational photos taken in the association that depict a specific activity or situation in the association.
• Disclosure of your general personal data to special federations in DIF, to DGI and to DGI’s regional offices, to the extent relevant and necessary in connection with sports activities, including the purchase of competition licenses and registration for competitions.
  

As the association is a member of sports organizations, information about managers and coaches is disclosed to these organizations so that managers and coaches can receive information and activity and course offers from these sports organizations. 
For practical and administrative reasons, we also store your general membership information for a period after you leave the association.
For contact purposes, information about parents may be processed for children and young people under the age of 18. Retention of data with historical value for statistics and similar purposes.

Consent

Most often, our processing of your personal data will be based on a legal basis other than consent. Therefore, we will only obtain your consent when it is necessary in rare cases to process your personal data for the purposes described above.

If we obtain your consent, your consent is voluntary and you can withdraw it at any time by notifying us.

When we collect personal data about children and young people, we assess whether the child is capable of providing the personal data in question. If not, we obtain consent from a parent. Our starting point is 15 years of age.

If we collect personal data on children via information services (apps and social media), children can give their consent from the age of 13 onwards.

Disclosure of your personal data

In connection with sports activities, information about participation and results is disclosed to relevant sports organizations.

Information about leaders and coaches is disclosed to the relevant extent to sports organizations of which the association is a member.

Certain parts of your general personal data are disclosed to Billund Municipality in connection with the application for grants, for example, and compliance with the Public Education Act.

There may be an exchange of your personal information between the administration system and the coaches of your team to the extent necessary for the implementation of the sports activity.

We do not disclose personal data to companies for marketing purposes without your consent.

Storage and deletion of your personal data

We have different processing purposes and retention periods depending on whether we process your personal data as a member of the association, as an unpaid manager or coach or as a paid manager or coach:

Members

We will retain your personal data for a period from the termination of membership and in accordance with the following criteria:

• For practical and administrative reasons, we will keep your general membership information for up to 3 years after the calendar year of your withdrawal from the association.

Unpaid leaders and coaches:

We will retain your personal data for a period from the end of your employment and in accordance with the following criteria:

• For practical and administrative reasons, we will store your general membership information for up to 3 years after your employment has ended.

Paid managers and coaches:

We will store your personal data for a period from the end of your employment and in accordance with the following criteria:

• Accounting vouchers, including e.g. payroll vouchers, must be stored for 5 years from the end of the financial year to which the voucher relates.
• Other relevant information for follow-up and assessment of any claims is stored for 5 years after the work has ceased.
• However, we store data on members, managers and coaches for statistics and the like, as long as it has historical value.

Your rights

You have a number of special rights under the General Data Protection Regulation when we process personal data about you:

• The right to be informed about the processing of data.
• The right to access your own personal data.
• The right to rectification.
• The right to erasure.
• The right to restriction of processing.
• The right to data portability (provision of data in a commonly used format).
• The right to object.

You can exercise your rights, including objecting to our processing, by contacting us. You can find our contact details at the top.

For example, if you contact us with a request to correct or delete your personal data, we will check whether the conditions are met and, if so, make the changes or deletion as soon as possible.

You can always lodge a complaint with a data protection supervisory authority, such as the Data Protection Authority.

Revision of the privacy policy

We reserve the right to make changes to this privacy policy from time to time. In case of changes, the date at the top of the privacy policy will be changed. The privacy policy in force at any given time will be available on our website. In the event of significant changes, you will be notified.