A. YOUR PERSONAL DATA
We are committed to collecting and using personal data correctly and in accordance with the General Data Protection Regulation (GDPR). We are also committed to ensuring that your information is kept safely and is always used responsibly. We have put in place, appropriate measures to protect such information.
2. What personal information we collect
We need to collect, store and use the following personal data:
– first name
– date of birth
– home address
– email address
– telephone number(s)
– details of parent or guardian details (if you are under 18 years old)
– relevant medical information
– emergency contact details.
3. How we collect personal data about you
– when you fill out a Club membership application form on the Club website
– when you request to take part in a race or other activity via a form on the Club website
– when you volunteer to assist the Club via a form on the Club website
– from organisations where there is a legal basis to share your personal data with us for specific athletic related purposes, for example race organisers.
4. How your personal data is used by us
We only use your personal data if we have a proper reason to do so. For example, these reasons include:
– fulfilling a membership obligation that the Club has with you;
– when we have a legal duty;
– when it is in our legitimate Club interest
– when you consent to a specific and purposeful use.
When data protection law allows us to process your personal data for our own legitimate interests, it is only allowed provided those interests do not override your own interests and/ or your fundamental rights and freedoms. An example of us using your personal data when we have a legal duty, is where we must do so in order to comply with statutory duties.
You (or your parent or guardian, if you are under 18), grant us certain general consents when you make an application for membership of the Club. These consents include but, may not be limited to:
– participation in activities of the Club (for Under 18)
– travelling to club events on Club arranged transport (for Under 18)
– permitting photographs or videos taken at events, to be used for publicity and promotional purposes.
– permitting the member/athlete to be treated in the event of an emergency, by Club First Aider or other medical professional(s) (for
– permitting the storing and use of all Personal Data for the purposes of internal club administration and member record management.
– Permitting us to generally communicate with you via default Email preference, for the purposes of Club administration, the management of
athlete events and coaching and for Club / Member planning and development.
5. Our purposes for processing your personal data
We will only ask you for your personal data where it is necessary to fulfil the following purposes. Where providing us with your personal data is optional, we will inform you of this. Our purposes are grouped under our legal bases for processing.
5.1 Entering into and fulfilling a Member obligation the Club has with you, such as :
– To consider and process your membership application or change in your membership status.
– To deliver membership services to you, including:
• Receiving and processing membership payments (annually, weekly and ad hoc).
• Making payments on your behalf;
• Providing you with information, advice and guidance on the services that the Club perform on your behalf;
• To address enquiries or complaints that we may receive from you or a representative, parent or guardian appointed by you.
• To prepare and publish race reports or such other newsworthy information, including publication of digital photography or other media material to social media and newspapers.
5.2 Fulfilling our legal obligations
– Confirming your identity;
– Assisting you with managing the services the Club provide to you;
– Detecting, investigating and reporting a crime, and taking safeguarding or other measures to prevent this;
– Maintaining records of Club business, as required by law – for instance, keeping records of our accounts, complying with insurance requirements or ensuring conformity with England Athletics instructions and regulations.
– Complying with any laws which may require us to validly provide information, directly or indirectly to UK authorities
– Identifying and managing risks to our Club or its membership and
– Where we have a duty to protect vulnerable club members/athletes.
5.3 For our legitimate interests
– Understanding how Club members use our facilities or services, so we can improve these;
– Developing new services and facilities, identifying which may be of interest to you – this may involve profiling our athletes or other memberships.
– Where we have the relevant permissions, contacting you to make you aware of services that we feel may be of interest to you. Note: we may contact you for a reasonable period after you cease your
membership relationship with us;
– Sharing certain information with England Athletics or other Clubs, County, National or other race organising bodies
– Improving our systems and processes, which may include using your personal data to test the accuracy of these, but only where it is essential to do so;
– To recover money owed to the Club by you or on your behalf;
– To invite you as a Club Member to participate in the periodic strategic planning process of the Club or to request your feedback and opinion via periodic research and surveys, on the services that the Club provides(or plans to provides) or the facilities that the Club maintains or is proposing to utilise, for the benefit of the Members.
6. Who has access to your data?
7. Retaining personal data about you
We will retain your personal data for as long as we are obliged, under relevant legislation and regulation. If there is no legislation or regulation then we will retain your data for no longer than it is necessary for our lawful and necessary Club purposes. This will usually be no more than four years from when your membership begins or has been renewed.
8. Third party membership services and transferring your personal data overseas
We use a 3rd party membership service to collect member information and payment. The organisation we use is MemberMojo – www.membermojo.co.uk
All active St Albans Athletic Club athletes are required to be licensed by the governing body, “England Athletics”. The Club will use your data to register you with England Athletics. You can check this data at any time by visiting www.englandathletics.org/myprofile.
It is possible that your personal data may be required to be transferred to affiliated Athletic bodies or organisations that are based in countries outside the European Economic Area. In these circumstances, we will ensure they process your personal data only in accordance with the applicable data protection legislation and under strict organisational and contractual controls, specifically EU model clauses.
9. Your Privacy Rights
– You have the right to object to how we process any of your personal data that we hold
– You also have the right to see what personal data we hold about you.
– You can ask us to correct inaccuracies, delete or restrict personal data or ask for some of your personal data to be provided to someone else.
Requests to exercise your rights to your personal data can be made by email to the Membership Secretary (firstname.lastname@example.org) or Vice Chairman (email@example.com).
Your data protection rights are subject to certain restrictions and conditions. We will assess your request and where we decide not to act upon this, we will notify you of our reasons for this. We will not make a charge for handing your rights request, unless we consider this to be manifestly unfounded or excessive (particularly if this is repetitive). You have the right at all times, to complain to us and to the data protection regulator, the Information Commissioner’s Office.
10. Your rights under the GDPR regulations, are:
– To be informed: You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights. We fulfil this right by giving you this notice.
– Access to your personal data: You can request access to a copy of your personal data that we process as a data controller, together with details of why we use it, who we share it with, how long we keep it for
– Right to withdraw consent: If you have given us your consent, you can withdraw that consent or modify it, at any time. Please contact the Club as set out above, if you want to do so. If you withdraw your consent, we may
not be able to provide certain services to you or to communicate with you after a specified date or event. If this is the case, we will tell you.
– Right to object: You may object to our processing of your personal data at anytime. You have the right to object to the Club’s request for your feedback to research or survey initiatives, planning or marketing enquiries relating to existing or proposed Club services.
– Rectification: You can ask us to change or complete any inaccurate or incomplete personal data held about you.
– Erasure: This is also known as “the right to be forgotten” and this means that you can ask us to delete your personal data where it is no longer necessary for us to use it, you have withdrawn consent (where applicable), or where we have no lawful basis for keeping it or otherwise using it. There are limited exceptions, for example where we need such data to carry out our core obligations to you as a member. The withdrawal or erasure of such data may thus require the Club to withdraw, invalidate or limit, your membership.
– Portability: You can ask us to provide you or a third party with some of the personal data that we hold about you in a structured, commonly used, electronic form (such as via a spread sheet), so it can be easily transferred.
This is limited to personal data you have provided with your consent and which we process by automated means, such as your membership transaction data.
Your personal data may be held in one or more databases (manual or electronic) and by one or more Club officials or persons who have been expressly authorised by the Club to do so. This may for example include, individual coaches, team managers, team captains. The Club Main Committee has the express duty of care in this respect and will regularly ensure that Personal Data never falls into the possession or use by any person or persons who are unknown to the Club and who are not expressly authorised.
Restriction: You can ask us to restrict the personal data we hold and use
about you where:
– it is inaccurate;
– you have asked for it to be erased;
– you have objected to the use or holding of it; or when you have asked us to restrict the use of your personal data we may still centrally store your information but will not use it or distribute it further, without your newly issued consent
We may use your personal data to tell you about relevant services, events or facilities that we think you may find interesting. We can only use your personal data to send you such marketing messages if you have given your consent or it is for a legitimate interest (when we have a good operational reason to use your information). You can ask us to stop sending you marketing messages by contacting us at any time (as directed above).
Unless you have specified to the contrary, any marketing communications with you will be by Email.
12. Keeping up to date
We keep our Privacy Notice under regular review.
We are committed to safeguarding and preserving the privacy of our visitors.
We do update this Policy from time to time so please do review this Policy regularly.
Information We Collect
In running and maintaining our website we may collect and process the following data about you: 1.Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data. 2.Information provided voluntarily by you. For example, when you register for information. 3.Information that you provide when you communicate with us by any means.
We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.
You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer.
Use of Your Information
We use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes: 1.To provide information to you that you request from us relating to our products or services. 2.To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information. 3.To inform you of any changes to our website, services or goods and products.
Where your consent has been provided in advance we may allow selected third parties to use your data to enable them to provide you with information regarding unrelated goods and services which we believe may interest you. Where such consent has been provided it can be withdrawn by you at any time.
Storing Your Personal Data
In operating our website it may become necessary to transfer data that we collect from you to locations outside of the European Union for processing and storing. By providing your personal data to us, you agree to this transfer, storing or processing. We do our upmost to ensure that all reasonable steps are taken to make sure that your data is treated stored securely.
Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically. Sending such information is entirely at your own risk.
Disclosing Your Information
Third Party Links