Wilmslow Running Club
Wilmslow Running Club (the Club) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms, or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club or make comments on our website. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated clubs with which you are registered and gender (Athletics Data), next of kin and emergency contact information.
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 data 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; and
- sharing personal data with leagues, county associations, the MACCL, county and national cross country meetings, and other competition providers for entry in events.
For reporting purposes
- analysing anonymised data to monitor Club trends; and
- potentially future Club survey’s 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 invitations to social events;
- club emails promoting Club activities; and
- publishing of race and competition results.
On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form for an event run by the Club). This information will be stored for four weeks after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Club has the following social media pages: Facebook, Twitter, Strava. If you join the social media pages, please note that providers of these pages have their own privacy policies and that the Club does 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 will also automatically be registered as a member of England Athletics Limited. We will provide England Athletics Limited with your Athletics Data which it 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 firstname.lastname@example.org.
Note the club has a few “country” members who are not registered as members of England Athletics limited and therefore the above is not applicable.
The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.
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 checked and updated every year, by the membership secretary. Any 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 portability 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.
Wilmslow Running Club – March 2019