Who we are
We are an England Athletics affiliated running club based in Folkestone.
Led and coordinated by volunteers for the benefit of our members, we are a non-profit community organisation.
As a non-enterprise organisation we are not required to nominate a Data Protection Officer. However, the privacy of our members, volunteers and website users is of utmost importance to our committee who collectively assume responsibility for data protection.
Personal information we collect
When you join or renew your membership we will collect the following items of personal information:
- date of birth
- email address
- England Athletics membership number
- contact telephone number
- medical information
We will also request the details of 1 or more emergency contacts including:
- contact telephone number
You should seek the permission of your personal emergency contacts before submitting their data to us.
Reason for collecting information
We will collect and process your personal data for the purpose of registering you as a member of the club, administrating your involvement of the club and meeting our statutory obligations for child protection and health and safety.
We will use your contact information to contact you regarding club matters, news and events.
How long we hold information
Your information will be held by us all the time you are a club member.
Upon resignation of membership your personal information will be deleted from our records after no-more than 2 years.
You can request an earlier removal of your details upon notice of your resignation from the club.
Who we share information with
We will share your information with England Athletics to allow them to register you as an affiliated club runner.
England 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). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact email@example.com.England Athletics
Governmental or sporting organisations
We may share your personal data with other athletics partners such as regional sports authorities, national councils and event organisers (where you consent to representing the club).
We may share anonymised details of club members to local partners, agencies or government for the purpose of applying for funding or accreditations.
Three Hills Sports Park
We will share your information with Cheriton Road Sports Trust in order to register you as a member of Three Hills Sports Park.
Where you enter races as an affiliate member of the club, we may share your name and image with media partners with the aim of promoting the club and its achievements.
You can opt out of appearing in media reports by emailing firstname.lastname@example.org
NHS Test and trace
We may share your information with the NHS track and trace service when you choose to attend coached training sessions.
Please refer to our separate coronavirus training and data-sharing agreement.
When you visit the website we capture anonymised information regarding your behaviour and technology such as:
- pages visited
- links used
- time spent on page/site
- search terms used
- device used
- geographical location
We do not capture any personal or identifiable information when you use our website. The service we use to capture this data is Google Analytics.
3rd party services
We use membermojo for online membership renewal and joining.
We use OpenTrack to administer and publish results of some of our competitions.
We use Mailchimp, a 3rd party mailing application, for email communications with our members.
We will only email members with their consent, which will be requested when they join or renew their membership online.
Members can also opt-in to email communication at any other time.
Members can unsubscribe to our emails by choosing the unsubscribe option at the bottom of any club email.
We use Google Forms to collect information for specific events or training sessions. Data captured on these forms will always be the bare minimum needed to run that specific event or training session.
Members are entitled to submit their information by email if preferred.
To do this, email email@example.com detailing the name of the form and the data you need to submit.
Linking to other websites
The website includes links to other websites.
Our privacy statement does not apply to these websites and we are not responsible for your experience on any other websites.
You reserve the right to not share your personal data with the club. If you do not allow us to hold your personal data we may not be able to accept you as a member of the club.
You reserve the right to request a copy of any personal data the club holds on you.
Questions about how we collect and use data can be raised with the:
- Membership officer at firstname.lastname@example.org
- Website manager at email@example.com.