Bideford Amateur Athletics Club (“club” or “BAAC” or “we” or “us”) is run by volunteers and based in Bideford, Devon. BAAC is committed to protecting and respecting your privacy and recognises the need to ensure the welfare and safety of all children/young people in athletics. BAAC is the Data Controller and we want to make sure all the personal information we have collected about you is fair, lawful, safe and secure, whether we collect it for the purposes of your membership, through our website (“site”) or from other sources. This Policy set out our commitments to you and explains how we collect, store and use your personal information.
If you have any questions about any of the ways we may use your personal information, please contact us using the email address firstname.lastname@example.org
What personal data does BAAC collect?
You may give us information about you by filling in forms/registrations at the clubhouse, for groups and events, on our website, or by corresponding with us by phone, e-mail or other messaging services. This includes all information you provide when you register with the Club. This information may include:
- Contact details
- Date of birth
- Name of other athletic and/or running clubs with which, you are registered
- Photographs, video footage and voice recordings taken during training/coaching sessions and club/public events
- Emergency contact details
- Attendance at training/coaching sessions, competitions and events
- Results, records and rankings at competitions and events
- Disciplinary information
- Membership start and end date
- Payment details (limited to cash/cheque payment)
We may also ask for health information, for example at training/coaching sessions or club events, which is classed as special category personal data. This information is primarily gathered for junior athletes attending coaching but may also be requested for adults. Any special category health information we hold on you is only processed for the purpose(s) of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent which is gained at the point of collecting it.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes by emailing us or speaking to a member of the committee. If you do not provide us with all of the requested personal information, for example on our membership or consent forms, we may not be able to properly administer your membership.
Why we need your personal data
The reason we need your personal data is to be able to administer your membership and provide the membership services you are signing up for when you register with the club. Our lawful basis for processing your personal information is that we have a contractual obligation to you as a member to provide the services you are registering for.
We need to process your data for club membership and management purposes; this includes:
- Processing of membership forms and payments
- Maintain knowledge of current club members and track membership renewals
- Administrative email communications and text messages to our members with content of legitimate interest such as committee meeting minutes, membership renewal, club activities and events, information about promotions and offers from sponsors, purchasing club kit, merchandise and fundraising
- Group messages to our members using apps such as WhatsApp and Facebook, with content of legitimate interest as specified above, and by club coaches, officials and group leaders to administer their club activities and events safely and effectively. Mobile numbers will be shared and used in this way and can be removed by club coaches, officials, group leaders or members. Please note that the providers of the group messaging app(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies
- Data may be used for promoting and reporting on club activity via newsletters, press releases, websites and social media including publishing of race and competition results. This data will be limited to your name, race results (if applicable) and details of your achievement. Any data used in this way can be removed on request
- Photographs and video footage may be used for promoting and reporting on club activity via newsletter, press releases, website and social media. Whenever possible, photographs and video footage will include groups, not individuals, and represent a broad range of our members, such as boys and girls, men and women. The data used alongside will be limited to names and race results/details of achievement if applicable. We only use photographs and video footage of our athletes in suitable dress to reduce the risk of inappropriate use. Any images can be removed on request.
BAAC will not take or publish photographs or video footage of children/young people without the consent of the parents/carers and children/young people (which we request on joining BAAC and then annually on membership renewal). Only first names with be used alongside photographs or video footage of children/young people unless at the specific request of the parents/carers and children/young people.
Please note that if an event takes place in a public setting, individuals can’t opt in or out of being photographed or filmed
- Sharing data with committee members, coaches and group leaders to provide information about club activities, membership renewals or invitations to social events
- Sharing anonymised data with a funding partner as a condition of grant funding
- Analysing anonymised data to monitor club trends
- Sending a club survey to improve your experience as a club member
The club uses social media platforms such as Facebook, Twitter and Strava. All members are free to join these pages and groups. If you join one of the Social Media pages, please note that the providers 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’s social media pages.
The club uses Online Membership Management and Member Only Race Entry providers to collect and process member data; these providers have their own privacy policies and the club does not accept any responsibility or liability for these policies.
The club uses Online Race Entry and Timing Providers to collect and process data for races held under UKA or ARC licence; these providers have their own privacy policies and the club does not accept any responsibility or liability for these policies. BAAC will have access to details of your race entry from the Online Race Entry and Timing Provider, such as your contact details, date of birth, gender and emergency contact details, which we use for race administration and health and safety. BAAC may send email communications, postal mail and text messages to race entrants regarding event participation as we have a legitimate interest in providing you with essential information and race updates. We do not send marketing email communications, postal mail or texts. BAAC may also collect personal information if athletes can sign up for the race on the day; this information is given to the Online Race Entry and Timing Company.
Information for coaches and volunteers
BAAC gathers information via Disclosure Barring Service (DBS) checks in order to comply with our safeguarding obligations. This is done with the volunteer’s consent.
Who we share your personal data with
For training and competition entry we may share your personal data with
- Club coaches or officials to administer training sessions safely and effectively
- Club team managers to enter events
- Facility providers to manage access to the track or check delivery standards
- Leagues, county associations (and county schools’ associations) and other competition providers for entry in events
When you become a member of the Club you can also choose to be registered as a member of England Athletics Limited. If you would like to register as a member of England Athletics Limited, we will provide England Athletics Limited with your personal data which they will use to enable access to the MyAthletics online 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 email@example.com.
The Club does not supply any personal data it holds to any other third party. The Club does not store or transfer your personal data outside of the UK.
The club will share personal data when it is a legal requirement, known as ‘legal bases to process data’, such as for NHS purposes, safeguarding purposes, explicit statutory or government purposes and to protect the public.
How long we hold your personal data
We will hold your personal data for as long as you are a member and should be updated every year on annual membership renewal. Any personal data we hold will be securely destroyed after 4 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 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.
Linking with third-party sites
Our Site may, from time to time, contain links to and from the websites of our commercial partners, other regional bodies, advertisers and clubs. If you follow a link to any of these websites, please note that these websites have their own privacy policies and they will be a data controller of your personal information. We do not accept any responsibility or liability for these policies and you should check these policies before you submit any personal information to these websites.
In addition, if you linked to this Site from a third-party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third-party site and recommend that you check the policy of that third-party site and contact its owner or operator if you have any concerns or questions.
We employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use, or disclosure of it. Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.
Certain parts of our Site use “cookies” to keep track of your visit and to help you navigate between sections. A cookie is a small data file that certain websites store on your computer’s hard drive when you visit such websites. Cookies can contain information such as your user ID and the pages you have visited. The only personal information a cookie contains is information that you have personally supplied.
In common with most websites, our Site logs various information about visitors, including internet protocol (IP) addresses, browser type, internet service provider (ISP) information, referring/exit pages and date/time stamp.
We may use this information to analyse trends, administer the Site, track your movement around the Site and gather broad demographic information.
Changes to this policy
Version: 24 July 2022