Cheltenham & County Harriers Athletic Club is an amateur sports club specialising in track and field athletics, road running and cross country. We are affiliated with the national governing body England Athletics (EA) and our affiliation number is 2657786.
We are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation).
The Club will implement and comply with the eight Data Protection Principles in the Data Protection Act 1998 (“the Act”) which promotes good conduct in relation to processing personal information. These principles are as follows:
Cheltenham & County Harriers is the data controller under data protection legislation and take all necessary steps to ensure that personal data held by the Club about its members is processed fairly and lawfully, and that the Club’s internal procedures are monitored periodically to ensure compliance. This statement explains how the information we collect about you is used and kept securely. It also explains your privacy choices as well as your right to access your information under Data Protection Legislation.
It is the policy of Cheltenham & County Harriers to take all necessary steps to ensure that personal data held by the Club about its members is processed fairly and lawfully, and that the Club’s internal procedures are monitored periodically to ensure compliance.
What personal data do we collect/store?
In becoming a member of Cheltenham & County Harriers, the club will collect certain information about you which will includes your name, gender, date of birth/age, address, telephone numbers, email address, medical information, athletics events you are interested in and Volunteering (Athletics Data). In addition, if you choose to affiliate with England Athletics (EA) for the purpose of acquiring an EA number at the time of registration, or at a later date, then your Athletics Data will be passed through to EA.
Why do we collect it?
We will collect and process your Athletics Data for the purposes of administering your involvement in the sport and, optionally, of registering you as a member of EA. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the sport.
In collecting information, the Club will only collect that information which is relevant to Club matters.
How we use your information
We may use your personal information for a number of purposes, including;
The Club will use information provided by members only for the following reasons:
The Club will release information about members to people outside the Club only in the following circumstances:
Protecting your information
Sharing your data
We may share your personal information/Athletics Data with athletics partners such as Gloucestershire Amateur Athletics Association (GAAA), selected members of the National Council, Regional Councils and third- party data managers should we appoint as data processors as part of administering your involvement in sport. We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data.
Where information requests are made by a third party the Club will pass on to the third party only that information which is required in order to comply with legislative or competition requirements.
Data Retention / How long do we keep it?
We will retain your Athletics Data for such time as you are a member of Cheltenham & County Harriers and this Data is reviewed on a regular basis and as a minimum once annually. If you resign from the club, are removed for non-payment of Membership fees or are removed for any other reason, then your data is retained on our membership system for a period of 4 years and then deleted.
Finding out what information Cheltenham & County Harriers Athletics Club holds about you
Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests.
If you would like to make a subject access request, please contact the Club’s Data Protection Officer at firstname.lastname@example.org
Changes to our Data Protection Policy and Privacy Statement
We regularly review our Data Protection Policy and General Data Protection Regulation (GDPR) Privacy Statement and changes will be made where necessary.
If you have any concerns or complaints in relation to how Cheltenham & County Harriers collects and/or processes your personal data, you should contact the club’s data protection officer in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by Cheltenham & County Harriers then you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).