How North East of Scotland Touch Association uses and protects personal information.
North East of Scotland Touch Association (NESTA) respects the privacy of our members, participants, volunteers and people who contact us. This notice explains the personal information we may use and how we handle it.
Depending on how you are involved with NESTA, we may hold information including your name, email address, date of birth, emergency contact details, attendance at regional activities and payment records.
For youth activities, we may also collect information from parents or guardians that is necessary to safely organise and deliver the activity. We aim to retain this information only for as long as it is required and are reviewing how this information is stored and managed.
We may occasionally use temporary records, such as an event attendance spreadsheet, where this is necessary to organise a particular activity.
We use personal information to administer membership and regional activities, communicate with participants and parents or guardians, maintain appropriate financial and governance records, and support the safe delivery of Touch activities. Depending on the purpose, our lawful basis for processing information may include legitimate interests, contractual necessity, compliance with legal obligations or consent. Where we process health or other special category information, an additional lawful condition is required. The applicable lawful bases and conditions will be confirmed as part of our data protection arrangements with the Scottish Touch Association.
SportMember is our main membership and activity-management system. We use it for membership information, contact details, dates of birth, emergency contacts, attendance, session registrations, payments and secure communication with youth participants.
SportMember does not currently hold NESTA’s medical information or photographic-consent records.
Card payments made through SportMember are processed through that service; NESTA does not use SportMember to retain participants’ card details.
SportMember is the official membership and activity-management platform used by the Scottish Touch Association and its regional activities, including NESTA. We use the platform in accordance with the arrangements established for Touch activities. We are confirming with the Scottish Touch Association the respective responsibilities for personal information managed through SportMember, including access, retention and responding to data protection requests.
When you contact NESTA through our website, your message is sent to northeast@touch.scot and may remain in that mailbox so that we can respond to your enquiry and retain an appropriate record of correspondence.
The NESTA website forms part of the Scottish Touch Association website at touch.scot.
Information about the operation of the wider website, including cookies, analytics and associated website services, is available in the Scottish Touch Association Privacy Policy.
This NESTA Privacy Notice explains how personal information is handled in connection with our regional activities, membership administration and communications.
NESTA may take and use photographs or video of its activities to promote Touch and communicate about our activities.
For our current youth activity, photographic consent has been discussed directly with parents or guardians. Where consent has not been given, coaches and organisers are made aware so that the participant concerned is not intentionally photographed or included in published images.
Anyone wishing to raise a concern about the use of a photograph or video, or withdraw photographic consent previously given, should contact NESTA. Where consent is the basis for using an image, we will stop further use following withdrawal and take reasonable steps to remove it from channels under our control. Images already distributed or shared by others may not always be recoverable.
NESTA maintains appropriate financial records, including bank statements, payment records, expense claims and supporting receipts. These records are accessible to those responsible for the Association’s financial administration.
Access to personal information is limited to NESTA committee officers and relevant coaches or volunteers where they need the information to carry out their role.
We do not routinely share personal information outside NESTA. Information may be shared with the Scottish Touch Association where required for regional or national Touch activity, and with Active Schools where necessary for programmes delivered with them.
Information may also be disclosed where required for safeguarding, legal or regulatory purposes.
We aim to keep personal information only for as long as it is reasonably required for the purpose for which it was collected, or where it needs to be retained for appropriate legal, financial, safeguarding or governance purposes.
Temporary records created for particular activities should be securely deleted or destroyed when they are no longer required.
Under UK data protection law, you have rights relating to your personal information. These include the right to request access to information held about you, to have inaccurate information corrected and, in certain circumstances, to request deletion or restriction of processing, or to object to how your information is used.
You may also have the right to withdraw consent where consent is the lawful basis for processing.
If you have a question about information NESTA holds about you, wish to exercise your data protection rights, or have concerns about how your information is being handled, please contact us at northeast@touch.scot.
You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Further information is available at www.ico.org.uk.
Last reviewed: October 2026