Privacy

Halterworth Harriers is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Halterworth Harriers 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 or participate in club emails and WhatsApp discussions. 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 (Athletics Data). We may also ask for relevant supplementary information, such as health information.

Why we need your personal data

We need your Athletics Data 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. If you choose not to share the data requested in the membership form we cannot register you as a member of the club, whether social or affiliated. 

Reasons we need to process your data include: 

For training and competition entry  

• sharing personal data with club coaches or officials to administer training sessions;

• sharing personal data with club team managers to enter events;

• sharing personal data with leagues and other competition providers for entry in events.

For funding and reporting purposes

• analysing anonymised data to monitor club trends;

• sending an annual club survey to improve your experience as a club member.

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 invitation to social events;

• club newsletter promoting club activity;

• publishing of race and competition results

Marketing and communications

• sending information about promotions and offers from sponsors;

• sending information about selling club kit, merchandise or fundraising.

Special category health data

Any special category health data we hold on 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. You may also add and manage health data via your profile in the England Athletics portal.

Social media/Google/WhatsApp

The club has a Facebook page and uses WhatsApp and Google Groups. All members are free to choose whether or not to join these services, and members can unsubscribe at any time. We also use Google Forms on our website (eg the Contact us form, Membership form and ad hoc event forms). If you engage with these services, please note that providers of these platform(s) have their own privacy policies and that the club does not accept any responsibility or liability for these policies. It is your responsibility to check these policies before you submit any personal data.

Who we share your personal data with

When you become a member of the Club, whether social or affiliated, you will also automatically be registered as a member of England Athletics Limited ("England Athletics"). We will provide England Athletics with your athletic data, which they will use to give you access to the MyAthletics portal. England Athletics 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.

We also use Google Groups, Google Forms, WhatsApp, Facebook and Strava to provide information on Club activities, to enable social networking and to highlight and administer club activities.

The Club will sometimes transfer your data outside of the UK. Where this happens we will ensure that appropriate safeguards are put in place to ensure the security and safety of your information 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. 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' 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.