Newport Harriers Athletic Club

Privacy Policy Statement – May 2018

 

A change in government legislation regarding data protection called the General Data Protection Regulation (GDPR) will be in place from 25th May 2018. Newport Harriers Athletics Club (NHAC) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, NHAC 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, subscribe to our newsletter, participate in social media, discussion boards or communicate through our website. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the Welsh Athletics affiliated Clubs with which you are registered and gender (athletics data). We may also ask if appropriate for other relevant data such as on a health condition (special category personal data).   

 

NHAC will only collect data from you that it needs to carry out the services of the club.

 

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 information 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  

 

• 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 facility providers to manage access to the track or check delivery standards; and

• sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

 

For funding and reporting purposes

 

• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;

• analysing anonymised data to monitor club trends; and

• 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; and

• publishing of race and competition results

 

Marketing and communications (where separate consent is provided)

 

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

 

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 or entry to competitions. 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 complete a health disclaimer or form at a taster event or competition. This information will be stored for 52 weeks after an event 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 has the following social media pages: Facebook, WhatsApp, Twitter, Instagram, and Flckr. All members are free to join these pages. If you join one of the Social Media pages, please note that provider 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 Newport Harriers, you will also automatically be registered as a member of Welsh Athletics. We will provide Welsh Athletics with your Athletics Data which they will use to enable access to an online portal called MyAthletics. Welsh 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 Welsh Athletics please contact Welsh Athletics directly.

 

The Club does not supply any personal data it holds for this purpose to any other third party.party and will not be transferred to a third party country or international organisation outside of the European Union.

 

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 Welsh Athletics   retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

 

Security of Stored Information

 

Membership forms are kept in a locked file in the home of the membership Secretary and membership names are kept on a personal computer which is password protected from unauthorised access, use or disclosure.  The paper copies are destroyed as confidential waste after 1 year.

We work to protect the security of your information by maintaining physical, electronic and procedural safeguards relating to the collection, storage and disclosure of personally identifiable customer information.

 

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[H2]  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.

 

To make a request for any personal information we may hold you need to make your request in writing to the Chairman, Newport Harriers Athletic Club. 

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Who should I contact if I have any queries?

 

Should you have any queries in relation to this notice or NHAC’s data protection policy then please contact the club in writing

using the below address:

 

The Chairman,

Newport Harriers Athletic Club,

Newport Stadium,

Velodrome Way,

Newport NP19 4RA

 

Alternatively, further information can be obtained from the Information Commissioner’s Office, at www.ico.org.uk

 

Updates to this notice

We may update or amend this privacy notice from time to time to comply with the law or to meet changing requirements. Any changes made to the privacy notice will be notified to members.

This privacy notice was last updated in May 2018 and supersedes any previously issues notice in respect of NHAC membership

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