Hook Norton Harriers Privacy Notice

Hook Norton Harriers are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Hook Norton Harriers 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.  The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data).

 

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:

 

Training and competition entry

  • Share data with club coaches or officials to administer training sessions
  • Share data with club team managers to enter events
  • Share data with facility providers to manage access to the track or check delivery standards
  • Share data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events

 

Funding and reporting purposes

  • Anonymised data shared with a funding partner as condition of grant funding e.g. Local Authority
  • Anonymised data analysed to monitor club trends

 

Membership and club management

  • Processing of membership forms and payments
  • Share data with committee members to provide information about club activities, membership renewals or invitation to social events
  • Share data with Hook Norton Sports and Social Club (http://www.hooknortonsportsandsocialclub.co.uk)
  • Website management
  • club newsletter promoting club activity; and
  • publishing of race and competition results

 

Marketing and communications (where separate consent is provided)

  • Sending information about promotions and offers from sponsors
  • Sending club newsletter
  • Sending information about selling club kit, merchandise or fundraising

 

The club has the following social media pages: [Facebook, 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) 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 or renew your membership with Hook Norton Harriers you will automatically be registered as a member of England Athletics. We will provide England Athletics with your 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 continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org

 

In becoming a member of EA, EA will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address, telephone number, names of the EA affiliated clubs that you are a member of and details of any coaching or officiating licenses you hold (Athletics Data).

 

The Club does not supply any personal data it holds for this purpose to any other third party.

 

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.

 

For Hook Norton Harriers Race Entrants

You agree that we may publish your Personal Information as part of the results of the Event and may pass such information to the governing body or any affiliated organisation for the purpose of insurance, licences or for publishing results either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, any club affiliation, race times, occupation and age category.

 

For any questions regarding the Privacy Policy or to change your preferences please contact privacy@hooknortonharriers.org.uk

Address:

Hook Norton Sports & Social Club

The Bourne

Hook Norton

Banbury

Oxfordshire

OX15 5PB

Want to join us?

If you'd like to become a member, simply send us an email:

 info@hooknortonharriers.org.uk

Come along to the Hook Norton Sports & Social Club at 7pm on a Tuesday to meet us and join us for a run...

Contact us

Tel:

 07870 375725

General enquires:  info@hooknortonharriers.org.uk

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