Home Windsor Slough Eton & Hounslow Athletic Club Membership and Event Management System

Privacy Policy

The General Data Protection Regulation (GDPR) 2018


A change in government legislation regarding data protection called The General Data Protection Regulation (GDPR) will be in place from 25th May 2018.


This policy document describes the impact for all members of Windsor Slough Eton & Hounslow Athletics Club (WSEH AC).


WSEH AC will collect the data you supply to us when applying to join the club, or when renewing club membership. The data collected will be name, sex, date of birth, address, contact phone numbers and email address. When registering with England Athletics (see last paragraph below) we will provide them with these contact details except for address and phone numbers. We will obtain your England Athletics number when we register you, this plus the registration date, will be stored alongside your personal details in the membership database. No financial data is stored in the membership database. When signing the membership application or membership renewal forms, you consent to the use of this personal data by WSEH AC, as described below.


WSEH will use this data to enable us to contact you regarding club activities, athletic matches and team selection, club news, membership renewal and payments. Primarily it will enable club officers to manage team selections for club matches and competitions. Name, sex, date of birth and registration number will be entered on team declaration sheets as required, and submitted to the meeting organisers.


WSEH AC membership information will be deleted from the membership database on notification that the member wishes to terminate their membership of the club.


When you become a member or renew your membership with WSEH AC and pay the appropriate fees you will automatically be registered as a member of England Athletics. WSEH AC will provide England Athletics with specific personal data which they will use to enable access to an online portal for you (called myAthletics). 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 ongoing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org

Windsor Slough Eton & Hounslow Athletic Club
24th May 2018


Use of Email Tracking Pixels

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.

Data Processor

We, Windsor Slough Eton and Hounslow AC, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.