Jarrow and Hebburn AC is committed to protecting and respecting the privacy of our members and those who participate in our activities, races and events. For any personal data people provide to the Club, Jarrow and Hebburn AC 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 personal information when you register with the Club, or correspond with us by e-mail or phone. This includes information you provide to us when you submit a membership form or sign up to one of our races or events. 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, which is classed as Athletics Data. We will also ask for relevant medical and disability information; classed as special category personal data.
Why we need your personal data
We will need your Athletics Data to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. If you are signing up to one of our races or events, we will need your Athletics Data to be able to administer your race or event entry, and provide the services you are signing up to. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member, or race or event participant, 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;
- promoting club activity through the club website; and
- publishing of race and competition results.
Any special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches, venue staff and event marshals, to allow the safe running of training sessions, races and events. 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, for example any non-member participant who fills in a form at a club promotional or taster event. This information will be stored for up to 1 month 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, Instagram, Twitter and Strava. All members are free to join or follow 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 Jarrow and Hebburn AC, 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). It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own privacy settings. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact firstname.lastname@example.org.
If you provide personal data for the purpose of signing up to a race or event organised by Jarrow and Hebburn AC, the Club may pass this data 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. Personal data published in results may include (but may not be limited to) name, any club affiliation, race times and age category. Jarrow and Hebburn AC will request your consent at the point that you sign up to any of our races or 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.