Privacy Policy | Thames Valley Harriers

Privacy Notice

Thames Valley Harriers Athletics Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership or for volunteering or otherwise, Thames Valley Harriers Athletics 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 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, you express an interest in joining the Club, you volunteer, you donate or you participate at an event organised by us or otherwise. 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. We may also ask for relevant health information and other data which is classed as special category personal data.

Why we need your personal data

The reason we need your data is to be able to administer your membership or potential membership, to provide membership benefits to our members and to perform the wider activities that we are involved in as community athletics club. Our lawful basis for processing your data is, for our members, our contractual obligations to you as a member and otherwise our legitimate interests in performing our activities as a community athletics club.

Reasons we need to process your data include:

For training and competition entry

contacting you by email or phone about training or competitions;
sharing personal data with club coaches or officials or others 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),
competition providers and others 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 any survey, questionnaire or other communication to improve or fund the club or
about your experience as a club member

For membership and club management

contacting you by email or phone about membership or club management;
processing of membership forms and payments;
sharing data with committee and other members to provide information about club activities,
membership renewals or invitation to social events;
club newsletter, club website, social media and other communications promoting club
activity; and
publishing upcoming events and reporting race and competition results

Marketing and communications

sending information about promotions and offers from sponsors;
sending information about selling club kit, merchandise or fundraising.

Any special category health data we hold on you is only shared with relevant personnel and processed for the purpose(s) of allowing your safe participation in club activity. We process this data on the lawful basis of consent which we ask for at the point of collecting it and as part of the annual renewal of your membership. If you wish to withdraw your consent, you should inform us on membership@thamesvalleyharriers.com

The club has a number of social media pages, including on 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.

The club will take all reasonable steps to ensure that any photographs, videos, or other images of members are used appropriately and solely for the purposes of promoting the club, publicising the sport, or as a coaching aid. If you become aware of any misuse of such images, please notify the Club Welfare Officer immediately. We ask for your consent to use such images at the point of your application for membership and as part of the annual renewal of your membership. If you wish to withdraw your consent, you should inform us on membership@thamesvalleyharriers.com.

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.

The Club does not currently supply your personal data to third parties such as suppliers for the purposes of their marketing to you. If this changes, we will publish this in our newsletter, update this policy and you will have the opportunity to opt out from such marketing.

The Club does not currently store or transfer your personal data outside of the UK. If this changes, we will publish this in our newsletter, update this policy and we will transfer your personal data overseas with the appropriate safeguards in place to ensure the security of that personal data.

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. Members’ data can be updated on the MyAthletics portal at any time. Whether or not you are a member, any personal data we hold on you will be securely destroyed no later than after four years of inactivity, in line with England Athletics Limited’s retention policy.

Your rights regarding your personal data

As a data subject you 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 us or 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. If you wish to make a complaint to us about the processing of your personal data, please email membership@thamesvalleyharriers.com.

Amendment

This policy may be updated from time to time. Any updated policy will be included on our website