Last updated: August 2026

Scottish Rowing is the governing body for rowing in Scotland. This notice explains how we collect and use personal information about the people involved in our sport - members, competitors, coaches, officials, volunteers, young people, parents and carers, event participants, and visitors to our website - and the rights you have. We have written it to be as clear as we can; if anything is unclear, please ask us.

Separate privacy notices apply to our employees (issued with the Staff Handbook) and to job applicants (available with each vacancy).

1. Who we are

Scottish Rowing is a company limited by guarantee registered in Scotland, company number SC357505. Registered office: Scottish Rowing Centre, 366 Hamilton Road, Motherwell ML1 3ED.

We are the data controller for the personal information described in this notice. For anything relating to your personal data, contact us at dp@scottish-rowing.org.uk (or by phone on 01698 250206, or by post at the address above, marked for the attention of the Head of Operations). We are registered with the Information Commissioner's Office, registration reference ZA328399.

Rowing clubs affiliated to Scottish Rowing are separate organisations and are data controllers of the information they hold about their own members. This notice covers what Scottish Rowing does; your club's privacy notice covers what your club does.

2. The information we collect, and where it comes from Membership

• Title, name, date of birth, gender, email address, postal address and contact number; your club, club roles, membership category and history; any qualifications and credentials you hold; and payment records
• Most membership information comes to us from you or your club through our online membership system (currently JustGo)
• Equality monitoring: when you join or renew you can choose to give us information about disability, ethnic group, religion and sexual orientation. This is entirely optional and you can leave it blank or change it at any time. We use it only to understand how representative our sport is and where barriers exist, and we report it in anonymised or aggregated form. It is never used to make a decision about you as an individual, and you can ask us to stop using it at any time
• Funding and participation reporting: we also use information collected from clubs about their membership and activity, to meet our reporting responsibilities to sportscotland and other funders. This is normally anonymised or aggregated before we use it, and once anonymised it is no longer personal information about you

Competitions and events

• Entries, crew details, age or category information, race results and times, and event administration records. Entries are currently collected directly by Scottish Rowing and event organisers; if we introduce an online entry system in future, this notice will be updated
• Photographs and film taken at our events (see section 6)
• Safety and incident reports, which may include details of injuries or medical treatment. This information usually comes from event staff, volunteers or contracted providers such as first aid teams, rather than from you directly

Coaches, umpires, officials and volunteers

• Qualifications, training and CPD records, membership of coaching or officiating schemes, and deployment records
• For regulated roles working with children or protected adults: PVG scheme records and disclosure information from Disclosure Scotland

Performance athletes

• Selection, performance and competition data; and, for supported athletes, medical, physiological and anti-doping information handled within the performance programme, with partners including the sportscotland institute of sport, British Rowing and UK Anti-Doping

Wellbeing and protection

• Where a concern is raised about the wellbeing or protection of a child or adult at risk, we record and handle the information needed to respond appropriately. This is among the most sensitive information we hold and access is strictly limited to those who need it, led by our Lead Wellbeing and Protection Officer. These records are held in a dedicated safeguarding case management system

Website, communications and enquiries

• Correspondence when you contact us; subscription details if you sign up for news and updates; and limited technical information from your visit to our website (see section 9 on cookies)

3. Why we use your information, and our legal bases

UK data protection law requires a legal basis for each use of personal data. Ours are:

• To perform our contract with you - administering your membership, event entries, courses and programmes
• Our legitimate interests as the governing body of the sport - organising fair competition, publishing entries and results, maintaining rankings and records, administering coaching and officiating schemes, running the performance pathway, managing safety at events and the Scottish Rowing Centre, and keeping proper records of the sport. Where we rely on legitimate interests we balance them against your rights, and you can object (section 8)
• Legal obligations - including safeguarding duties, health and safety law, financial record-keeping, and company law duties such as maintaining the register of members and running general meetings
• Your consent - for email news and marketing, and for certain uses of images, particularly of children. Where we rely on consent, you can withdraw it at any time

Some information needs extra protection. Health information (for example injury reports, medical information in the performance programme, or wellbeing concerns), disclosure and PVG information, and equality monitoring data are processed under the specific conditions UK law provides for safeguarding, sports anti-doping, employment and equality purposes (Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018), supported by an appropriate policy document. Equality monitoring information is voluntary and is analysed in anonymised or aggregated form.

4. Children and young people

Rowing welcomes young people, and much of what we do involves under-18s. Where we collect information about a child - for membership, events, programmes such as our junior pathway and school projects, or safeguarding - we collect it from a parent or carer, the child's club or school, or the young person themselves where appropriate for their age. We apply our child wellbeing and protection policies to everything we do with children's information, take particular care with images of young people, and never share or sell children's data for marketing. Parents, carers and young people can exercise any of the rights in section 8.

5. Who we share information with

We share personal information only where necessary, and never sell it. Depending on your involvement, recipients currently include:

• Your club, and event organisers, for the administration of membership and competition
• British Rowing and Welsh Rowing - under a data sharing agreement between the home nation governing bodies, covering safeguarding and conduct matters, coach education and licensing, performance programmes, membership and competition entry, and the appointment of officials. World Rowing - for international competition, GB selection and the administration of competition eligibility procedures
• UK Anti-Doping and sport integrity bodies, where clean sport rules require
• sportscotland and other funders — normally in anonymised or aggregated form for reporting on participation and programmes. We may also share images and film from our events with sportscotland and British Rowing for promotional and journalistic purposes.
• Children 1st - including the Child Wellbeing and Protection in Sport Service and the Case Management Support Service - for advice, guidance, support and case management in relation to wellbeing and protection matters, including notifications and referrals, at any stage of a concern, investigation, disciplinary or appeal process
• Police Scotland, social work services or other statutory agencies, where necessary in connection with wellbeing and protection matters
• Disclosure Scotland, for PVG scheme membership and disclosure checks
• Our service providers, who process data on our behalf under contract: our membership platform (JustGo), Microsoft (the Microsoft 365 platform), our safeguarding case management system (Globocol), our finance systems (Dext and Xero), the payment processor used through JustGo (Adyen), our race timing and management system (rowTime Ltd), and our email marketing platform (Mailjet).
• Our insurers, and our professional and legal advisers, for the purposes of taking advice - and others where we are legally required or permitted to share

Membership data is held on servers in the UK. Some of our other providers, including payment processing, may process information within the European Economic Area. Where a service provider stores or processes data outside the UK, we ensure legally recognised safeguards are in place, such as UK adequacy regulations or approved contractual clauses.

6. Results, photography and publicity

• Competition is public: entries, crew lists, results and times are published - on our website, at events, through our entry and results systems, and in reports of the sport - and form part of the historical record of rowing in Scotland. We rely on our legitimate interests in the open administration of competitive sport to do this
• Photographs and film are taken at our events for reporting and promoting the sport, and some events are filmed for live streaming. We follow our policy on recording images of young people, use appropriate consents for identifiable images of children, and respond to reasonable requests not to feature — speak to us at the event or contact us afterwards. Most of our events take place in public spaces, where we cannot control photography by spectators, the media or members of the public. This notice covers images taken by or for Scottish Rowing

7. How long we keep information

• Membership and competition administration records: for the duration of your involvement and 6 years after your last membership or transaction - except results and records of the sport, which are retained as part of rowing's historical record
• Safety and incident reports: 6 years, or where a child was involved, until that person turns 21
• Wellbeing and protection records: in line with safeguarding guidance, which requires long retention - records of concerns are normally kept until the individual turns 25, and records relating to allegations of abuse are retained long-term, reflecting that Scotland has no limitation period for childhood abuse claims
• Financial records: 6 years, as required by law
• PVG and disclosure information: disclosure content is not kept beyond the recruitment decision, in line with the Disclosure Scotland code of practice - we retain only the outcome (date, reference and decision) and scheme membership status while a person remains in a regulated role
• Email subscriptions: until you unsubscribe - our email marketing platform then keeps a minimal suppression record so we never email you again by mistake

8. Your rights

You have the right to: access the personal data we hold about you (a subject access request, free of charge); have inaccurate data corrected; have data erased in certain circumstances; restrict or object to processing, including any processing based on legitimate interests; data portability; and to withdraw consent where consent is our basis. We do not use computer systems to make decisions about you without a person involved - for example, we do not use software to decide selection, membership or funding.

You can update your own contact details at any time through your online membership account. To exercise any other right, contact dp@scottish-rowing.org.uk. We will respond within one month (up to three for especially complex requests - we will tell you if so). We may ask you to confirm your identity where we are genuinely unsure, and only proportionately. If you are unhappy with our response, you can complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113 - though we would welcome the chance to put things right first.

9. Cookies

Our website uses a small number of cookies that are necessary for it to work - for example, to keep your session active as you move between pages. These do not require your consent and are not used to track you. Some pages include content from other services, such as an X (Twitter) feed, and those services may set their own cookies when their content loads; we do not control those. We do not use analytics, advertising or tracking cookies. If that changes we will update this notice and ask for your consent before any such cookies are set. Your browser settings also let you block or delete cookies.

10. Changes to this notice

We review this notice at least annually and update it when our systems or processing change. The date at the top shows when it was last updated; significant changes will be highlighted on our website.