Privacy Policy
By MH, on behalf of the SCOA (UK) | 30 June 2026
1. Overview
SCOA (SigneT Class Owners Association) is committed to complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This Privacy Policy explains how SCOA collects, uses, stores, and protects personal data when you use this website or participate in SCOA events, including race results, event information, photographs, and contact forms.
For the purposes of data protection law, SCOA is the data controller. In this policy, "we", "us" and "our" refer to SCOA.
Further information on data protection law is available from the Information Commissioner's Office (ICO) at https://ico.org.uk.
We may update this Privacy Policy from time to time. Any changes will be posted on this page.
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at: secretary@sailsignet.org.uk
2. What data we collect
We may collect and process the following personal data:
2.1 Competitors and race participants
- Name
- Sail number
- Boat name
- Club affiliation
- Race results and finishing positions
2.2 Website users and members
- Name
- Email address
- Telephone number (if provided)
- Postal address (if provided)
2.3 Event administration
- Emergency contact details (if provided for events)
- Age category or date of birth (where relevant for prizes or eligibility)
- Gender category (where relevant for prizes, eligibility, or event categories)
2.4 Website usage data
- IP address
- Browser type and device information
- Pages visited (analytics data, if used)
2.5 Photographs and video
We may capture photographs and/or video at sailing events and related activities, which may include identifiable individuals.
2.6 Boat ownership and class records
We may maintain records relating to boats, including:
- Boat number and build details
- Ownership history (including previous owner names and dates)
- Club affiliations
These records are maintained for class administration and the operation of SCOA, and historical record keeping relating to the SigneT class.
3. How we use your data
We use personal data for the following purposes:
- Organising and managing sailing events and races
- Producing and publishing race results
- Maintaining historical records of events, results, and boat ownership
- Communicating with members and participants
- Administering membership and class association activities
- Promoting events and sailing activities
- Publishing photographs and video content
- Website administration and improvement
4. Lawful basis for processing
We process personal data under the following lawful bases:
- Legitimate interests: for publishing results, operating events, promoting sailing activities, and maintaining historical records
- Contract: where processing is necessary to provide membership or event services
- Legal obligation: where required by law or safeguarding obligations
- Consent: where we specifically request and obtain your consent (for example, optional newsletters)
Where we rely on legitimate interests, we balance those interests against your rights and freedoms. Publishing race results and event photography is considered a normal and expected part of organised sailing activity.
5. Legitimate interests assessment (summary)
Where we rely on legitimate interests as a lawful basis, we have assessed that:
- The processing is necessary for the operation of sailing events, publication of results, and promotion of the sport
- The impact on individuals is limited, as data used (such as names, results, and event photographs) is expected within public sporting activity
- Safeguards are in place, including the ability to object and request review of published content
This balancing test ensures that our interests do not override the rights and freedoms of individuals.
Individuals have the right to object to processing carried out under legitimate interests, and any such objection will be considered in accordance with data protection law.
6. Race results
Race results, including competitor names, sail numbers, and rankings, may be published publicly on this website and shared with:
- Sailing clubs
- Class associations
- Event organisers
- Media outlets
Results may remain publicly accessible as part of the historical record of the sport.
Individuals may object to the publication of their personal data in race results. Where such requests are made, we will consider them in accordance with data protection law, although publication may be necessary to maintain the integrity of the sporting record.
7. Boat registers and ownership records
We maintain a class register of boats, which may include ownership history such as previous owner names, dates of ownership, and boat details.
This information may be published on the website as part of the historical and sporting record of the class.
We do not publish sensitive personal data such as addresses or contact details as part of these records.
8. Photography, video and opt-out
Photography and video may be taken at sailing events and related activities and published on:
- This website
- Social media platforms
- Event reports and newsletters
- Promotional materials
While sailing events take place in a public sporting environment, we recognise that some individuals may not wish to appear in published images. If you do not wish to be photographed, or wish to opt out where reasonably possible, you may:
- Inform event organisers or photographers on the day of the event
- Request exclusion from identifiable images where practical
- Contact us after publication to request review or removal of specific images
We will take reasonable steps to respect opt-out requests. However, due to the nature of public sporting events, complete exclusion from incidental photography may not always be possible.
Where images are used, we aim to ensure they are appropriate, relevant to the event, and do not cause undue harm or misrepresentation.
Requests relating to photographs or video can be made by contacting secretary@sailsignet.org.uk.
9. Sharing your data
We do not sell personal data.
We may share data with:
- Event host clubs and race organisers
- Class associations or governing bodies
- Service providers supporting website hosting, email, or results systems
- The Royal Yachting Association (where applicable)
We only share data where necessary for these purposes.
Any third-party service providers are required to process personal data securely and only for the purposes for which it has been shared.
Some service providers may store or process data on our behalf using secure cloud-based systems. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place to protect personal data.
10. Data storage and retention
We retain personal data only for as long as necessary:
- Membership and contact data: while you remain active and for a reasonable period afterwards
- Race results: may be retained indefinitely for historical and sporting records
- Event records and photos: may be retained for archival and historical purposes
- Boat ownership and class records: may be retained indefinitely for historical and administrative purposes
We periodically review personal data to ensure that we remain entitled to retain and process it and that it continues to be relevant and necessary for the purposes for which it was collected.
11. Data security
We use appropriate technical and organisational measures to protect personal data from loss, misuse, or unauthorised access.
However, no system can be guaranteed to be completely secure.
12. Your rights
Under data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data (in certain circumstances)
- Object to processing based on legitimate interests
- Request restriction of processing
- Request data portability (where applicable)
- Lodge a complaint with the Information Commissioner's Office (ICO)
To exercise any of these rights, contact us at: secretary@sailsignet.org.uk
Further information about your rights is available from the ICO at https://ico.org.uk.
13. External links
This website may contain links to external websites. We are not responsible for the privacy practices of those websites.
14. Changes to this policy
The latest version of this Privacy Policy will always be available on this website.
15. Contact
If you have any questions about this Privacy Policy or how we handle your data, contact:
SCOA (SigneT Class Owners Association)
Email: secretary@sailsignet.org.uk
16. Members portal
If a members portal or login area is provided, we may process additional data to enable secure access and functionality, including:
- Login credentials (e.g. username and password or secure authentication tokens)
- Profile information associated with your account
- Records of activity within the portal (e.g. entries, results access, documents viewed)
This data is used to:
- Provide secure access to member-only services
- Manage event entries and participation
- Display relevant member information and records
We implement appropriate security measures to protect portal accounts, including password protection, encryption where appropriate, and access controls.
Users are responsible for keeping login details confidential and notifying us of any suspected unauthorised access.
17. Cookies
Analytics and cookie notice
This website may use cookies or analytics tools to understand website usage and improve services. It also uses cookies and similar technologies to ensure the site works properly, improve performance, and understand how it is used.
You can control cookies through your browser settings.
What are cookies?
Cookies are small text files stored on your device when you visit a website. They help websites function and provide information to site owners.
Types of cookies we may use
1. Strictly necessary cookies
These cookies are required for the website to function properly. They may include:
- Session cookies for page navigation
- Security cookies
- Login/session cookies (if a members portal is used)
These cookies cannot be disabled, as the website would not function correctly without them.
2. Analytics cookies (optional)
We may use analytics tools (such as Google Analytics or similar) to understand how visitors use the website, including:
- Pages visited
- Time spent on the site
- General usage patterns
This information is used in aggregated form and does not directly identify individuals.
These cookies will only be used where consent is provided, if required by law.
3. Functionality cookies (if applicable)
These may remember preferences such as:
- Display settings
- Previously viewed pages
Third-party cookies
Some pages may include embedded content (such as maps, videos, or social media posts). These third parties may set their own cookies. We do not control these cookies.
Consent and cookie control
Where required by law, we will display a cookie banner allowing you to accept or reject non-essential cookies.
You can also manage or delete cookies at any time through your browser settings. Disabling some cookies may affect website functionality.
Cookie retention
Cookies may remain on your device for different periods depending on their type:
- Session cookies are deleted when you close your browser
- Persistent cookies remain until they expire or are deleted manually
18. Email communications and marketing
We may send email communications relating to:
- Event information and updates
- Race results and reports
- Class or association news
Where required, we will obtain consent for non-essential marketing communications (such as newsletters not directly related to membership or event participation).
You can unsubscribe or withdraw consent at any time by following the instructions in the email or contacting us directly.
We do not send unsolicited marketing emails without a lawful basis.
Operational communications relating to membership, events, race results, governance, or the administration of SCOA may be sent without separate marketing consent where there is a legitimate interest or other lawful basis for doing so.
19. Data breaches
We take data security seriously and have measures in place to reduce the risk of unauthorised access or loss of personal data.
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will:
- Take immediate steps to contain and assess the breach
- Notify the relevant supervisory authority where legally required (e.g. the ICO)
- Inform affected individuals without undue delay where there is a high risk to their rights or interests
We maintain internal procedures to respond to and manage any suspected data breaches promptly and effectively.
20. Short privacy notice (summary)
This summary is provided for convenience and does not replace the full Privacy Policy.
This website collects and uses personal data to manage sailing events, publish race results, share event photographs, and communicate with participants and members.
We process data under legitimate interests, contract, legal obligation, and where applicable consent.
Race results and event photos may be published publicly as part of normal sailing activity.
We do not sell personal data and only share it where necessary to run events, manage the website, or comply with legal requirements.
You have rights under data protection law, including access, correction, and objection. To exercise your rights, contact us at the details above.