Privacy Policy

TVRSC DATA PROTCTION AND PRIVATE INFOMATION POLICY

This notice sets out your rights as a member of Thames Valley Roller Skating Club and is effective from 17 July 2025.

OUR COMMITMENT TO YOUR PRIVACY

Thames Valley Roller Skating Club recognises the importance of protecting personal and confidential information in all that we do and takes care to meet our legal duties. Thames Valley Roller Skating Club puts in place all reasonable, technical, security and procedural controls required to protect your personal information for the whole of its life, in whatever format we hold that information.

HOW THE LAW PROTECTS YOU

Your privacy is protected by law, which says that we can use your personal information only if we have a proper reason to do so. Below is a list of ways that we may use your personal information, and which of the reasons we rely on to do so.

WHAT WE USE YOUR PERSONAL INFORMATION FOR

To manage our relationship with you.
To communicate with you about your membership of Thames Valley Roller Skating Club
To administer payments relating to membership.
To administer payments relating to other event and activities.
To manage risk for us and our members.
To comply with regulations that apply to us.
To respond to complaints.
To run Thames Valley Roller Skating Club in an efficient and proper way including the managing of our financial position and communications.
To provide the Federation of Artistic Roller Skating central database with your personal details for the purposes of their membership administration.

OUR REASON(S) FOR PROCESSING

Our legal duty.
With your consent.
Our legitimate interests.

OUR LEGITIMATE INTERESTS

Keeping records up to date.
Seeking your consent when we need it to contact you.
Being efficient about how we fulfil our legal duties.
Complying with regulations that apply to us.

THE TYPE OF INFORMATION THAT WE HANDLE

We process personal information to enable us to run Thames Valley Roller Skating Club, provide services to our members and to maintain our accounts. Type of personal information we use will include:

Personal details such as names, addresses, telephone numbers and e-mail addresses.

Any consent which you have given us in relation to processing your information.

We may collect your personal information when you join Thames Valley Roller Skating Club and when you update your membership.

IF YOU CHOOSE NOT TO GIVE US YOUR PERSONAL INFORMATION

We may need to collect personal information by law or to maintain our membership records. If you choose not to give us this personal information, it may delay or prevent us from meeting our membership obligations. It may mean that we cannot provide you with membership of Thames Valley Roller Skating Club. We will notify you if your choice not to give us your personal information would result in a delay or prevent us from meeting our obligations.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We may share your personal information with third parties for these reasons: Legal and regulatory compliance.Complaints handling.

HOW LONG WE KEEP YOUR PERSONAL INFORMATION

We will keep your personal information for a long as you are a member of Thames Valley Roller Skating Club. After you stop being a member of Thames Valley Roller Skating Club we may keep your personal information for up to 1 year for one of the following reasons:

To respond to questions or complaints.
To show that we treated you fairly.
To maintain records according to legal requirements and our specific need.

LETTING US KNOW IF YOUR PERSONAL INFORMATION NEEDS UPDATING

You have the right to question any information we hold on you that you think is wrong, out of date or incomplete. If you do, we will take reasonable steps to check its accuracy and correct it. If you need to update your contact details, you can do so by contacting the Club Administration.

IF YOU WANT US TO STOP USING YOUR PERSONAL INFORMATION

You have the right to object to our use of your personal information, or to ask us to delete, remove or stop using your personal information if there is no need for us to keep it.

IF YOU WANT US TO ERASE YOUR PERSONAL INFORMATION

If you feel that we should no longer be using your personal information, or that we are illegally using your data, you can request that we erase the personal information that we hold on you. When we receive your request, we will confirm whether your personal information has been deleted or tell you the reason why it cannot be deleted. There may be legal reasons why we may need to keep your personal information.

If you want to request that we erase your personal information, please contact the Club Secretary.

OBTAINING YOUR PERSONAL INFORMATION IN A PORTABLE FORMAT

You have the right to get copies of your personal information from us in a format that be easily re-used. You can ask us to pass on your personal information to other organisations. To request this, please contact the Club Secretary.

YOUR RIGHT TO COMPLAIN

If you are not satisfied with our response or believe that we are not processing your personal information in accordance with the law, you can complain to the Information Commissioner’s Office.

TVRSC Social Media Policy

PURPOSE

The purpose of this guidance is to set out the TVRSC rules regarding social media. It applies to all individuals who are members of TVRSC, parents of members or peoples engaged by or on behalf of TVRSC. We shall therefore define all such individuals as members.

This guidance is an overview of what is a broad and rapidly changing area that affects us both whilst skating and at home. Therefore, all members should use their own professional judgment about what does, and what does not, constitute acceptable behavior when using social media and if they are in doubt they should speak to ‘the blues’ Marcus Thompson, Louisa Webb, Beverley Pagan or Claire Milligan.

The presence members create online can influence the perception held by others about TVRSC and as such they are required to maintain a professional approach, ensuring that the reputation of the Club, its officials, coaches, suppliers and members is not damaged through inappropriate online comments or posts.

SOCIAL NETWORKS

Social networking refers to sites where information or images that you post are presented in the public domain, normally through friends, fans or followers. Commonly this includes sites like Facebook, X, Instagram, Snapchat, YouTube etc.

PERSONAL RESPONCIBLITY

Members are responsible for what they post and must exercise caution and common sense when doing so. Due to the interconnected nature of social media activities, members should bear in mind that what they post can be seen by others who could be current members, officials, suppliers or prospective suppliers, officials or ex members.

Members should not in any circumstances, post comments or images which:

Identify or could identify the Club, which may have any negative or defamatory connotations.
May contain any commercially sensitive or confidential information that has not been endorsed by TVRSC.
May be subject to copyright.
Members should not post any comments and/or images that could be interpreted as being inflammatory, malicious or slanderous against others. Members are also reminded that they should not post anything that could be described as discriminatory or offensive to others.

TVRSC recognises that there may, in certain circumstances, be a need for local information regarding activity being undertaken to be published via social media; for example, where doing this assists us to raise our profile and meet expectations of external bodies such as Sports England, Worldskate etc.

Where this is the case, guidance should be sought from the respective Head of who will ensure that any postings or pages which are set up are uniform and approved.

For example, any pages reflecting the work of the Federation within social media needs to have correct logos and GBSA’s information attached, and be linked to one another, whilst still retaining their local angle.

If you see or are aware of any content on social media that reflects poorly on our Federation or its members or may contain commercially sensitive or confidential information you should contact your respective Head of immediately.

All members are responsible for protecting our Artistic Skating reputation.

A breach of any of the above will potentially be treated as misconduct and may result in disciplinary action up to and including suspension. Disciplinary action may be considered regardless of whether the breach is committed during skating or personal time, and regardless of what platform is used. Any member suspected of breaching this guidance will be required to co-operate with an investigation.

Members are reminded that the Federation has policies and procedures in place which cover confidentiality, equality, harassment and discrimination, and as such they should not disclose any information about members, the Federation, its officials, National and International governing bodies or other associated organisations, or write in such a way that it is likely to damage the reputation of the Federation or offend or upset members, officials, coaches, suppliers or other persons associated with the Federation.

Some examples of breaches may be:

Adverse comments about judging following a competition/championship.
Posting information that may bring GBSA into disrepute.
Use of inappropriate posts which promote bad language, nudity or humour of a sexual nature.
Adverse comments about any official, member or supplier irrespective of the nature
Portrayal of a member in any situation which could be viewed as inappropriate.
Any comment, picture or situation that may reflect on the member being viewed in an inappropriate manner, detrimental to that of an athlete or professional member of GBSA.

NB We fully understand that social media is the current communication of this generation, however, the impact of derogatory posts which can be taken out of all contexts will not be tolerated.

If you have any queries in relation to this guidance, please contact a member of the Executive Board.

TVRSC Board

GBSA Executive Board

TVRSC CLUB RULES

The name of the Club shall be the Thames Valley Roller Skating Club, hereafter referred to as the Club or TVRSC.

Membership & Affiliation:

Membership shall consist of Senior embers, who shall be 16 years of age by the 1st September of that year, and Junior Members under the age of 16.
Membership shall be by application to the Committee for consideration, who may exercise the right of refusal.
Any members who wish to receive competitive coaching for roller skating, outside of TRVSC, shall be required to seek the approval of the committee. Any members failing to comply with this procedure shall forfeit their right to Club coaching at TVRSC.
Any member acting in a manner derogatory to the Club shall have his conduct dealt with by the Committee, which shall afford the member an opportunity of being heard. The Committee shall have the power to expel the member by a majority of two-thirds of those present and voting. Any such member shall, however, have the right to appeal to a Special General Meeting of the Club called for that purpose.
Guest skaters may be invited to Club sessions at the discretion of the Club Officials and/or Committee Members, on payment of the usual fee.
That the club shall be affiliated to the Federation of Artistic Roller Skating, whose laws shall be preserved in every detail.
No competitive restrictions shall be imposed on any member who wishes to leave the Club.

Officials And Committee:

The Committee of the Club shall consist of the Chairperson, Secretary and Treasurer and Committee Members (being fully paid up Senior Members of the club).
The Committee for the coming year shall be elected at the Annual General Meeting. The incoming Committee shall take office form the end of that meeting.
The quorum for any Committee meeting shall be two members including one Club Official.
In the event of a vacancy on the Committee, the Committee will have the power to fill that vacancy with a fully paid up Senior Club Member. Such members will have the same powers as though formally voted on at the AGM.
The Committee shall have the power to co-opt up to one third of their number. Such co-opted members may take full part in all discussions but may NOT vote.
The duties of the Committee shall include administration of the Club, organisation of special events, acceptance of numbers and the recommendation for alteration of membership fees when necessary.
Any urgent or emergency Club business may be transacted by a permanent “standing Committee”, comprised of the Officials of the Club. Such business must be laid before the next Committee Meeting for verification
That proper accounting records be kept by the Honorary Treasurer, who shall arrange for these to be audited or independently examined, as required by the UK Law and Legislations, in force at the relevant year end.

Annual General Meeting:

That an Annual General Meeting must be held each year, at which the Officials and Committee Members for the ensuing year shall be elected.
The financial year shall run from 1st September to 31st August.
The Annual General Meeting shall not be held not later than 15th October an not more than six weeks prior to this date.
Notice of the AGM shall be given in writing not less than seven days prior to the date of the meeting. Such notice shall include an Agenda and notification of proposed changes to the constitution, if any. Motions proposing changes to the constitution are to be submitted to the secretary, in writing, not less than twenty days before the AGM.
Eligibility to vote at the AGM shall be confined to Senior Members only.
Election of the Officials and Committee shall be by ballot and all other voting by a show of hands.
In the event of any tie, the Chairperson shall have an additional casting vote.

Special Meetings:

That a Special Meeting can be called by the Committee, or on a requisition signed by at least five members.
The meeting shall be confined to the business for which the meeting has been called.
At least seven days notice of this meeting shall be given, in writing, to the members.

Child Protection Policies:

The Club will uphold the FARS Child Protection policies as set down and as may be amended from time to time by FARS. A Form containing the agreement o this statement to be sent to FARS for the records.
All members who have not attained the age of 18 must be registered as a child or young person with a Parental Consent Form held by the club.
All trainers/coaches/teachers or consultants (skating or sports active persons) employed either paid or unpaid must hold FARS CPU approval coaches license. [Red license with photo]
Club Officials involved in the supervision of children and young people belonging to or associated with the Club must also be registered. [Green license with photo]

Dissolution:

In the event of dissolution of the club, all assets will be donated to a local FARS recognised club, or directly to FARS themselves, as stated in the FARS rules and regulations of affiliation.

Constitution:

All motions affecting the Constitution must be voted for by at least two thirds of the Senior Members present, at an AGM or Special Meeting.
That none of the foregoing Rules be altered except at the Annual General Meeting or at a Special General Meeting convened for that purpose, of which seven clear days notice must be given.