Preston Harriers are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Preston Harriers is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way in line with UK GDPR legislation.
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 Preston Harriers (the Club). The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the England Athletics (EA) affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information which is classed as special category personal data. As an athletics club with junior members, we process children’s data.
Where we collect personal data from
We collect your personal data either from you or your parent/guardian.
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 data 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 membership and club management
Safeguarding
For funding and reporting purposes
Marketing and communications
Any special category health data we hold on you is processed for the purposes of 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.
We may also process special category health data for the purposes of safeguarding or in the case of an emergency. We would process your data in this instance under the lawful basis of legal obligation.
On occasion we may collect personal data from non-members such as any non-member participant who signs up for a trial session before joining the Club. This information will be stored for 4 weeks after an event and then destroyed securely should the individual not progress to becoming a member of the Club.
We may also collect personal data from non members for the purpose of adding them to a waiting list for coaching prior to becoming a member. This information will be held until i) the person becomes a member at which point the personal data will transfer into the membership system or ii) the person chooses not to proceed with membership at which point they data will be destroyed securely within 4 weeks of notification by the person of the Club otherwise becoming aware.
The club has the following social media pages – Facebook, WhatsApp, X and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the providers of the social media platforms have their own privacy policies and that the Club does 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 dataprotection@englandathletics.org.
The Club may also share your Athletics Data with other clubs and third parties for the purpose of entering you as a member of the Club into races.
The Club may also share your Athletics Data and your health data with relevant authorities for safeguarding purposes. The Club processes you Athletics Data and your health data using the lawful basis of legal obligation.
The Club may also share your Athletics Data and your health data with the emergency services in the case of an emergency.
The Club’s data processing may involve your personal data being transferred outside of the UK for the purpose of cloud hosting by Google. Where the Club does transfer your personal data overseas it is in line with UK data protection laws 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 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. The exception to this is Club race results which are published on the website indefinitely. 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 and to the portability of your personal data please contact the Club using the email address below. Should you wish to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office, about the processing of your personal data please contact them via their website, link included below.
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.
Our data processors
The Club uses the following organisations as data processors to enable the Club to delivery it’s aims as set out in the Club Constitution as well as adhere to the Club’s Codes of Conduct, policies and procedures.
Membermojo – Club membership data
Thrive Digital – website & email
Google – Google forms
Securing your data
We take the matter of your personal data very seriously and have implemented a number of technical and administrative mechanisms to do so. Our membership system is hosted by Membermojo a UK based and hosted club membership organisation that is fully GDPR compliant. Data held in spreadsheets for offline use is held in password protected and encrypted files. Our website and email are managed by Thrive Digital who are a UK based company and hosted by SiteGround also a UK company and fully GDPR compliant. The Club does not use automated processing.
Contact
Should you have any queries regarding the privacy notice or your rights in relation to your data please email privacy@prestonharriers.co.uk.
Should you have any concerns that you want to raise with the regulator you can contact the Information Commissioner’s Office at ico.org.uk
