PRIVACY POLICY

What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, contact telephone number, name of the EA affiliated Clubs with which you are registered, England Athletics URN number and details of any coaching/officiating licenses or First Aid qualifications you hold, and gender (Athletics Data). We may also ask for relevant health information, which is classed as special category personal data. This may include details on medical conditions and/or physical, learning or sensory limitations, we need to be aware of.

Why we need your personal data

The reason we need your Athletics Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For training and competition entry
• sharing personal data with club coaches or officials to administer training sessions;
• sharing personal data with club team managers to enter events;
• sharing personal data with facility providers to manage access to the track or check delivery standards; and
• sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
• analysing anonymised data to monitor club trends; and
• sending an annual club survey to improve your experience as a club member

For membership and club management
• processing of membership forms and payments;
• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
• club newsletter promoting club activity; and
• publishing of race and competition results

Marketing and communications (where separate consent is provided)
• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising.

Any special category health data – Medical and health data including information concerning physical, learning or sensory limitations, which has been supplied by you may be passed to coaches only to allow the safe running of training sessions and will not be disclosed further to any other party. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages Facebook, X and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with

When you become a member of the Club you can also choose to be registered as a member of England Athletics Limited. If you would like to register as a member of England Athletics Limited, please tick the box when completing your registration, and we will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics portal. England Athletics Limited will contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Limited, please contact dataprotection@englandathletics.org. We will only pass on data to England Athletics Limited if you have consented by ticking the relevant box during registration. Please be aware that should you ever wish to compete in your sport you will have to register with England Athletics Limited at that time.

We will use relevant information, such as name and age-group, when reporting on Club activities and performances in local newspapers and on local websites/social media. If you do not wish to have your name published in this way, or any photograph of you training or competing for the Club published please let the Club Secretary know in writing.

We will not pass your data on to any other party without your consent, though please note we may be required to provide relevant information to a training venue or competition provider/venue who we have also checked will only hold your data for the purpose intended.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. All personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the transfer of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

Reviewed January 2024