PRIVACY POLICY
Prestatyn Running Club are committed to protecting and respecting your privacy. For any personal data that you provide, for the purpose of membership, Prestatyn Running Club 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 at an event or online, or by corresponding with us by phone, email, or otherwise. This includes information that you provide when you register with the club. The information that you give us may include your name, date of birth, address, email address, phone number and gender. We also ask for relevant health information, disability details and other data which may need to be considered to provide the best environment and resources to enable you to participate safely in events.
WHY WE NEED YOUR PERSONAL DATA
The reason that we need your data is to be able to administer your membership, and provide the membership services that you are signing up to when you register with the club. Our lawful basis for processing your data is that we have a contractual obligation to you, as a member, to provide the services that you are registering for.
Reasons that we need to process your data include –
1. For training and competition entry –
Sharing personal data with club coaches and runleaders to administer training sessions
Sharing personal data with club team leaders to enter events
Sharing personal data with leagues, county associations and other competition providers for entry into events
2. For funding and reporting purposes -
Sharing anonymised data with a funding partner as condition of grant funding eg-local authority
Analysing anonymised data to monitor club trends
Sending an annual club survey to improve your experience as a club member
3. 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 club events
Club newsletter promoting club activities
Publishing of race and competition results
Marketing and communications (where separate consent is provided)
Sending information about promotions and offers from race organisers
Sending information about selling club kit, merchandise or fundraising
Any special category health data that we hold about you is only processed for the purpose of passing health data to coaches to allow the safe running of training sessions. 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.
On occasion we may collect personal data from non-members, eg – any non-member participant who fills in a health disclaimer or form at one of our events. This information will be stored for 4 weeks after the event, to allow all results to be categorised, and it will then be destroyed securely. Our lawful basis for processing is consent. Therefore we will also need explicit consent from non-members to process this data, which we will ask for at point of collecting it.
The club has the following social media pages – Facebook, Twitter & Instagram. All members are free to join these pages. If you join one of the social media pages, please note that providers of the social media platforms 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 personal data on the club social media pages
WHO WE SHARE YOUR PERSONAL DATA WITH
When you become a member of, or renew your membership with, Prestatyn Running Club, you can choose if you become a member of Welsh Athletics. If you choose this option, you will automatically be registered as a member of Welsh Athletics. Welsh Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own privacy settings. If you have any questions about the continuing privacy of your personal data, when it is shared with Welsh Athletics, please access the Welsh Athletics website, have a look at the information and, if necessary, contact them http://welshathletics.org/clubs/club-support/gdpr-data-protection.aspx
Prestatyn Running Club will not supply any personal data that it holds 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 updated every year on annual membership forms. 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. However, if you choose not to share your personal data with us, we may not be able to register or administer your membership with ourselves or Welsh Athletics