Harold Wood Running Club are committed to protecting and respecting your privacy.  For any personal data you provide for the purposes of your membership, Harold Wood Running Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way. 

We will only use the information that we collect about you lawfully, in accordance with the General Data Protection Regulation, which came into effect on 25 May 2018.  This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.  Our website uses cookies.  By using our website and agreeing to this policy, you consent to our use of cookies in accordance with the terms of this 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, email 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, email address, phone number, name of the England Athletics (EA) affiliated Clubs with which you are registered and gender (Athletics Data). 

We may also collect information about your computer and about your visits to and use of this website including (but not limited to) to you IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation. 

We do not store credit or debit card information. 

Cookies

A cookie consists of information sent by a web server to a web browser, and stored by the browser.  The information is then sent back to the server each time the browser requests a page from the server.  This enables the web server to identify and track the web browser. 

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.

Use of IP addresses

An IP address is a number that’s automatically assigned to your computer by your Internet provider whenever you’re surfing the Web. When you request pages from the website, our servers log your IP address. The website collects IP addresses for the purposes of system administration, to audit the use of our website. We do not link IP addresses to anything personally identifiable, which means that your session will be logged, but you are anonymous to us. We may exceptionally use your IP addresses in cooperation with your Internet provider to identify you if we feel it is necessary to protect our service, websites, customers, or others.

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.

Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.

Reasons we need to process your data include:

For membership and Club management:

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

For administering the website:

• improve your browsing experience by personalising the website;
• enable your use of the services available on the website;
• provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes, such contact being a manner which you previously agreed that we may use to contact you;
• provide third parties with statistical information about our users including any regulatory body – but this information will not be used to identify any individual user;
• deal with enquiries and complaints made by or about you relating to the website.

The Club has the following social media pages; Facebook, Twitter, 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 will also automatically be registered as a member of England Athletics Limited. 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.

In addition, we may disclose your personal information:

• to the extent that we are required to do so by law;
• in connection with any legal proceedings or prospective legal proceedings;
• in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
• to the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling; and
• to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Except as provided in this privacy policy, we will not provide your information to third parties.

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

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.

You may instruct us not to process your personal information for marketing purposes by email at any time.

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.

Security of your personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website. We will not weaken your rights under this policy without your explicit consent.

Third party website

We are not responsible for the privacy policies or practices of third party website linked to this site. We encourage you to read the privacy statements on other websites that you visit.

Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.

Contact

If you have any questions about this privacy policy or our treatment of your personal information, please email us at info@haroldwoodrunning.club