How we use your information Who we are Burgess Hill Runners and Burgess Hill Runners Junior Athletics Academy. You are giving your information to Burgess Hill Runners. In this Privacy Policy, “Burgess Hill Runners”, ‘we’, ‘us’ and ‘our’ refers to both Burgess Hill Runners and Burgess Hill Runners Junior Athletics Academy, unless otherwise stated. For the purposes of data protection legislation, Burgess Hill Runners is the data controller. Burgess Hill Runners is the owner of www.bhrunners.co.uk and 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). This Privacy Policy explains how the information we collect about you is used and kept securely. It also explains your right to access your information under Data Protection Legislation. By submitting any information about you and, where applicable, others, you and they consent to its use as set out in this Privacy Policy. What data we will collect When you first participate with us, prior to formally becoming a member, we may collect certain information about you which will include your name, date of birth, email address, address, telephone number, the name and telephone numbers of emergency contacts nominated by you, and any relevant medical data you choose to provide us with (known as Initial Data). In becoming a member (and on subsequently renewing your annual membership) with us, we will collect certain information about you which may include your name, date of birth, gender, email address, address, telephone number, name of the England Athletics affiliated Clubs with which you are registered and any coaching or officiating licenses that you may hold (known as Athletics Data). We will also collect the names and telephone numbers of emergency contacts nominated by you. You may also choose to provide us with other information relating to your medical/health (which may be classified as Sensitive Information - see below). We will also record your England Athletics Unique Running Number (URN). For coaches, leaders, officials and other relevant roles, we may collect copies of personal documentation required in connection with the Disclosure and Barring Service (DBS). We may offer additional services, such as specific coaching support or mentoring, as part of which we may invite you to provide us with additional relevant information, e.g. regarding your goals and targets, training, performance, health etc. (known as Support Data). In organising races and other events open to non-members, we may collect personal information as part of the entry process, which may include name, any club affiliation, gender, and date of birth or age category (known as Race Data). Why we collect it We will collect and process your data for the purposes of registering you as a member of Burgess Hill Runners and administering the club and club events, and your involvement in the sport. Sensitive information Some of the information we ask you for may be sensitive personal data, as defined by the Data Protection Act 1998 (such as information about ethnicity or health). We will not use such sensitive personal data about you or others except for the specific purpose for which you provide it. Please ensure that you only provide us with sensitive information about other people with their agreement. Our legal bases for processing your information We will process your data on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member; to perform the necessary administration activities of the club and club events; and to administer your involvement in the sport. We will process any Sensitive Information data on the lawful basis of consent. Therefore, we will need your explicit consent to process this data, which we will ask for at the point of collecting it from 5 March 2019 onwards. How we use your information We will only use your data for these purposes:
*This may include adding your email address to our Google Group(s) and sharing your personal contact information (email or telephone) with club officers or coaches to allow them to contact you regarding club related activity
Sharing your data We may share your Athletics Data or Race Data with athletics partners such as England Athletics, Sussex Athletics, Sussex Road Racing Grand Prix and West Sussex Fun Run League, and any third-party data managers that we appoint as data processors as part of administering your involvement in the club. We will share only what is needed for those purposes and, where possible, will anonymise the data before sharing. We may also share your personal information with the police and other law enforcement agencies for the purposes of crime prevention or detection. We will not transfer your data to any other third parties without obtaining your consent. We will not share your data with third parties for marketing purposes. We will also not share any other personal data you provide to us that is not Athletics Data. Protecting your information Other than as stated in this Privacy Policy, the data that we collect from you will not be transferred to a destination external to Burgess Hill Runners. We will not transfer your data outside of the European Economic Area. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy. How long we will keep it We will retain your data for such time as you continue to participate with us and/or you are an athlete registered with us, and will then delete your information on a staged basis as follows:
Social Media We have a number of Social Media platforms, including Facebook and Twitter, which members (and others) are free to join. If you join one of these, please note that the provider of these Social Media platforms have their own privacy policies and that we do not accept responsibility or liability for their policies. Please check their policies before submitting any personal data on our Social Media platforms. Your rights You have the following rights under Data Protection Legislation: 1. to access a copy of the information comprised in your personal data; 2. to object to processing of your personal data that is likely to cause or is causing damage or distress; 3. to prevent processing for direct marketing; 4. to object to decisions being taken by automated means; 5. in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and 6. to claim compensation for damages caused by a breach of Data Protection Legislation. Finding out what information Burgess Hill Runners holds about you Under 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 our Data Protection Liaison Officer (see below). You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting. Complaints If you have any concerns or complaints in relation to how Burgess Hill Runners collects and/or processes your personal data, you should contact our Data Protection Liaison Officer (see below) in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by Burgess Hill Runners, you have the right to report your concern/complaint to the Information Commissioner’s Office (www.ico.org.uk). How to contact us If you have any questions, or you would like to find out more about this notice you can write to: Data Protection Liaison Officer / Club Chairman Burgess Hill Runners 7 Curf Way Burgess Hill West Sussex RH15 0GD You may also contact us using any of the following: Facebook Page: www.facebook.com/burgesshillrunners Facebook "Closed" Group: www.facebook.com/groups/28439219225/ General Enquiries: Email: burgesshillrunners@gmail.com Club Chairman: Email: bhrchair@gmail.com Membership Secretary/Membership Enquiries: Email: bhrmemsec@gmail.com Junior Athletics Academy Enquiries: Email: bhracademymem@gmail.com Club Welfare Officer: Email: bhrwelfareofficer@gmail.com Changes to our Privacy Policy We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated on 5 March 2019. |
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Burgess Hill Runners accepts no responsibility or liability for opinions or information given by its members on any of our Social Media accounts, be that our website, Google Groups, Twitter or Facebook. Such opinions or information and its provenance remain the responsibility of the author and not Burgess Hill Runners