Privacy Notice

Policy Owner: Kate Green
Last Updated: 3 Oct 2023

Winchester Running Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Kate Green (Club Secretary), 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 discussion boards on our website, join subsequent social media groups, including but not limited to Facebook Messenger, Twitter, Instagram or WhatsApp, join one of our courses or events, enquire about running with us, or which is shared during the course of your membership. The information you give us may include but is not limited to, your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender, URN, coaching qualifications and licenses (Athletics Data). 

Please note, we only collect data that we need to carry out the services as a member of the club. If we don’t need it, we don’t collect it. 

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  

• 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 communications promoting club activity; 
• publishing of race and competition results (using social media and the Club website); 
• publishing photographs of events on social media and the Club website; and 
• dealing with disciplinary or safeguarding matters. 

Marketing and communications (where separate consent is provided) 

• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising.

If you do not want us to publish your name or photo on our social media pages or Club website, you may opt out of this. Please contact us via [email protected].

Any health data you choose to share with us is only processed for the purpose(s) of supporting your safe participation in training and club events. It will only be available to coaches, team managers and essential administrators. Health data is considered special category data, and we only process it on the lawful basis of consent, which we will ask for at the point of collecting it. You can withdraw your consent at any time by contacting us and we will delete this data.

On occasion we may collect personal data from non-members e.g. those who join us as a guest or other events. This information will be stored for 12 months after the 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. 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 platform(s) has 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 will also automatically be registered 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 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 protected].

In addition, we may share your personal data with EA in the event of and connection with any matters arising under the Disciplinary Policy. 

When you participate in cross country or road relays, we will share your personal data for the purposes of registering teams for those events. 

The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.

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 Limited’s 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. 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.