Daventry Road Runners – Data Protection Statement

 

 

This statement was last updated in March 2018, it outlines your rights as a data subject – and our compliance with GDPR.

 

About us

Daventry Road Runners are a friendly local running club managed by a voluntary committee. We aim to promote running for fun, fitness and competition in the Daventry area and are affiliated to England Athletics (EA) and ultimately, United Kingdom Athletics (UKA). Daventry Road Runners are the data controller under data protection legislation.

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What data we will collect

In becoming a member, Daventry Road Runners will collect certain information about you which will include your name, date of birth, gender, email address, address, telephone number, emergency contact data nominated by you, and (for our coaches, leaders and club officials), details of any coaching or officiating licenses you hold. Collectively, this is referred to as your Athletics Data.

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Race results that are publically available will be collated and re-published on the Daventry Runners website. In addition, results of club competition and inter-club competition may also be published on our website. Please be aware that when you participate in any sporting event, your results will be published on the organiser’s site and numerous other race results sites. In many cases photographs are posted with runners’ names and individuals are identified.

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We plan to offer all members a printed ‘In Case of Emergency’ (ICE) band. To process any request we will need to collect your name, an emergency contact number, and any health or allergy information you wish to record. We refer to this as your ICE band data.

If you run with us as a guest (a non-member) you are required to provide your name and emergency contact details. These are held as a hand-written note only, and are destroyed at the end of each run session.

Photographs are often taken at Daventry Road Runners training sessions and at Daventry Road Runners’ competitions. The photographs may be used by the Club on this website and in club publicity and promotion. Wherever practicable, individual names will not be used.

 

Why we will collect it

• We will collect and process your Athletics Data for the purposes of registering you as a member of Daventry Road Runners and administering your involvement in the sport.

• We will process your ICE band data solely to fulfil the request (i.e. to provide you with your individual ICE band).

• We monitor numbers attending so we can plan future sessions (i.e. try to ensure sufficient numbers of run leaders are available according to numbers participating).

 

In both cases, we will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member (and where requested by you, registering your details with England Athletics) and to administer our club activities.

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How long we will keep it

We will retain your Athletics Data for such time as you are a member registered with us and will then delete your information as follows:

• Athletics Data: Three years after an individual has not renewed their membership.

• Printed ICE band data: Not retained after order fulfilment

• Published race results and Club Records: Indefinitely
  Note: race results are published and freely available online from many sources. Daventry Road Runners cannot manage data controlled by third-parties

 

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

6. To claim compensation for damages caused by a breach of data protection legislation.

 

Sharing your data

Where you request EA affiliation (often referred to as “UKA affiliation”) and/or participation in club-entered events, we will share your Athletics Data with athletics partners including: EA, UK Athletics, other Home Country Athletics Organisations, selected members of the National Council, Regional Councils, County Athletics Association and / or Area Athletics Association and third-party data managers that we appoint as data processors as part of administering your involvement in sport.

Where you request a printed ICE band we share your data with the specialist printers. Note that once your order is processed Daventry Road Runners the printers will not retain your data.

We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data.

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Privacy Policy

All of the personal data we collect from you will be collected, stored and processed in accordance with the terms of Daventry Road Runners privacy policy which can be located on our website.

 

Complaints

If you have any concerns or complaints in relation to how Daventry Road Runners collects and/or processes your personal data, please contact a committee member in the first instance.

If you are dissatisfied with how your concern/complaint is dealt with by Daventry Road Runners, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).

 

Daventry Road Runners

Daventry Road Runners is a not-for-profit running club organised entirely by a voluntary committee. We have no commercial stakeholders. Our Club constitution is available on request. To contact any member of the Club committee please refer to the Contacts page.

 

DAVENTRY ROAD RUNNERS – Privacy policy In brief.

Our website has an online form for membership applications and provides email addresses where you can contact us. This means we have to publish a Privacy Policy, explaining what data we may collect, what we need it for and what we do with it.

Daventry Road Runners collects only the data we need to conduct a running club. We follow best practice on handling and storing it, and we don’t share it with anyone else unless we are obliged to or permitted to by law.

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Introduction

The website is maintained by Daventry Road Runners. For the purposes of data protection legislation, Daventry Road Runners are the data controller.

Daventry Road Runners are the owner of www.daventryroadrunners.com 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 Policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation. Our Data Protection Statement describes your rights as a data subject

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NOTE: We are committed to full adoption of this Policy by April 30th 2018.

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The information we collect about you

We may collect the following information about you through our website:

• Your name, date of birth, gender, email address, address, telephone number, emergency contact data nominated by you, and (for our coaches, leaders and club officials), details of any coaching or officiating licenses you hold. Collectively, this is referred to as your Athletics Data

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We may collect the following information about you via email (solely to enable the print and supply of individual ‘In Case of Emergency’ (ICE) bands):

• Your name, an emergency contact number, and any health or allergy information you wish to record.

 

How we use your information

Depending upon the nature of your request to us we may use your personal information for a number of purposes, including:

• If you email us with an enquiry we may use your personal information to:
  Contact you with a response to your enquiry.

• If you apply  for club membership, we may use your personal information to:

  • Process your membership request and payments.

  • Share data with committee members.

  • Provide you with information about club sessions, competitions, activities, membership renewals, social events and key policy or governance changes.

  • Share and publish race and competition results.

  • Invite you to join the Daventry Road Runners closed Facebook group.

• If you request a printed ICE band we will use your personal information to:

  • Process your request

  • Share with ICE band printers to fulfill the order

  • Note that once your order is processed Daventry Road Runners and the chosen printers will not retain your data.

• If you participate in club events (training and/or races, fun runs etc.) we may use your personal information to:

  • Share data with club coaches or officials to administer training sessions / events.

  • Share anonymised data with a funding partner as condition of grant funding e.g Local Authority, County Sports Partnership.

  • Analyse anonymised data to monitor club trends.

• If you participate in club team events we may use your personal information to:

  • Share data with club captain / team managers to enter events.

  • Share data with leagues, county associations and other competition providers for entry in their events.

• Event Marketing Communication (where separate consent is provided) we may use your personal information to:

  • Send you information about our organised race events.

 

Our Legal bases for processing your information

We will process your Athletics Data (defined in our Data Protection Statement) on the basis of the following legitimate interests:

• To record your club membership and membership payment / renewal.

• If you request to become a registered athlete with England Athletics, we will share your Athletics Data with them (see note below).

We will share only what is needed for those purposes and, where possible, will anonymise the data before sharing. If we would like to share your information for any other purpose we will ask for your consent.

When we collect information from you, we will obtain permission to send you information about our club-organised events.

Under certain conditions, Daventry Road Runners may be required to share your personal information with the police and other law enforcement agencies for the purposes of crime prevention or detection.

 

Protecting your information

• The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.

• As a local club managed entirely by volunteers, the data that we collect from you is transferred via email. This means it will be held on various email file servers used by the club committee and key club communicators.

• Your data is held in protected folders within the cloud (Google Drive and/or Dropbox). This storage has inbuilt security and access is restricted to – and controlled by – the management committee.

• Where practicable, we protect your data via password-protection of file attachments and/or file encryption.

• Members’ emergency contact details are distributed to Run Leaders via a secure (password-protected) spreadsheet updated at least twice annually.

• By submitting your personal data, you agree to this transfer, storing or processing.

• We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

• We will not transfer your data outside of the European Economic Area.

 

England Athletics

If you have chosen to register with England Athletics (EA) Daventry Road Runners will provide your Athletics Data to them. EA will use your data 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

Facebook / Twitter / Instagram / Flickr

Some Daventry Runners events, including the Annual General Meeting, may be promoted using Facebook / Twitter / Instagram / Flickr.  These are third-party services that are not owned or managed by Daventry Road Runners. Each of these has their own terms and conditions, and privacy policies. They are committed to ensuring compliance with European data protection requirements. For further details, please refer to the Privacy Policy available from their own websites.

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E-newsletter

In future, we may use a third party provider to deliver our club e-newsletter.

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Surveys

When we collect your personal data (as part of membership application or renewal) we will ask you for your consent to participate in our surveys. Periodically we will seek your views on club activities or club development using a third party provider, Survey Monkey (www.surveymonkey.com).

If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what data we are collecting, and provide a link to terms and conditions for any incentives offered to take part in that survey.

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Service and Marketing messages

If you are not a current member and currently receiving unwanted communications from Daventry Road Runners please let us know by contacting us via the email addresses shown at the Contact us section of our website

Finding out what information Daventry Road Runners holds about you

Under the 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 us via the email addresses shown at the Contact us section of our website

You will also need to provide two forms of identification, for example, driving license, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting.

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Data Retention

Any data that we collect from you will be deleted in accordance with timescales set out below:

• Athletics Data: Three years after an individual has not renewed their membership

• Printed ICE band data: Not retained after order fulfillment

• Published race results and Club Records: Indefinitely
  Note: race results are published and freely available online from many sources. Daventry Road Runners cannot manage data controlled by third-parties.

 

Website Cookies

What are cookies?

A cookie is a piece of text that a website transfers to your computer’s hard disk in order to remember who you are. Cookies interact with your computer and our website faster and easier by remembering the registration details and preferences from previous visits. Typically, a cookie will contain the name of the website from which the cookie has come, the lifetime of the cookie and a value. The use of cookies does not give us access to the rest of your computer and only the site that created the cookie can read it.

The Daventry Road Runners website is created and published via WordPress and certain cookies are an essential requirement of using the WordPress platform. The WordPress Privacy Policy is available online: https://wordpress.org/about/privacy/

Daventry Road Runners will not use cookies to collect personally identifiable information about you. The cookies used do not track your Internet usage after leaving our website and do not store your personal information. They will not be used in connection with any other information to identify you in any way.

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By continuing to use this site you consent to the relevant cookies being set on your device.

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Automatically collected access information

• Essential technical information: identification of the page or service you are requesting, type of browser and operating system you are using; and the date and time of access.

• Nonessential technical information: the Internet address of the web site from which you linked directly to our web site, and the “cookie information” described below.

 

This website uses the following types of cookies:

1. Session cookies – these are temporary cookies that remain in the internet browser’s folder of your computer until you close the browser. Our website uses a session cookie which is stored in your browser until you close it to ensure connections to our servers are distributed evenly to provide optimal performance.

2. Persistent/Permanent cookies – these remain in the internet browser’s folder of your computer for longer than the time you are visiting this website. We need to use a cookie to remember your refusal of our use of cookies. This cookie does not store any other information and is not used for any other purposes. If you delete your browsing history including cookies you will delete this cookie and will therefore need to readjust your browser setting again.

3. Analytical cookies – Daventry Road Runners WordPress website uses Google Analytics (third party cookie). They are used for the following purposes:

   1. a cookie to record the time of your: first visit to website; most recent visit and your current visit

   2. a cookie to record how long you stayed on the website

   3. a cookie to manage the number of requests from the current page to other site resources.

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Can I opt out of cookies?

Yes you can restrict or block the cookies which are set by our websites, and you can do so by accessing your Internet browser settings. The ’Help’ function within your browser should tell you how.

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For general information about cookies and how to disable them, please visit: http://www.aboutcookies.org or http://www.allaboutcookies.org

However, please be aware that restricting cookies may impact on the functionality of the websites you visit. For information on how to manage cookies on a mobile phone, games console or internet-enabled television, you should refer to the operations manual specific to each device. To opt out of any third-parties using cookies where data about your interaction with our website is collected, please refer to their website for this information.

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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 in March 2018 and will be fully adopted by April 30th 2018.