Runnymede Runners (“Club”) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Runnymede Runners 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 discussions on our Facebook pages, Strava or Garmin groups, other social media platforms, MyClubhouse or on our website – www.runnymederunners.com. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of any other EA affiliated clubs with which you are registered and gender (“Athletics Data”). We may also ask for relevant health information or other data which is classed as special category personal data.
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.
Reasons we need to process your data include:
For training and competition entry
For funding and reporting purposes
For membership and Club management
Any special category health data we hold on you is only processed for the purpose(s) of (e.g. 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.
On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form at a taster session). This information will be stored for six months after the session and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Club currently has the following social media pages: Facebook, Twitter, Instagram, Strava and Garmin. All members are free to join these pages. If you join one of the Social Media pages, please note that providers of the social media platforms 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 can also choose to be registered as a member of England Athletics Limited. If you would like to register 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 online 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 email@example.com.
The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing may require your personal data to be transferred outside of the UK for the purpose of cloud hosting and similar. Where the Club does transfer your personal data overseas it is 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. Athlete data is updated every year on renewal of their membership and can be updated by the athlete throughout the year via MyClubhouse. 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, but may be destroyed prior to that date. 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.
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.
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.