ON THE RUN - PRIVACY POLICY
ON THE RUN are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, ON THE RUN 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 club sessions, online, 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 England Athletics ( EA) affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information, disability or other data which is classed as special category personal 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:
For training and competition entry
• sharing personal data with club coaches or officials to administer training sessions or to enter events;
• sharing personal data with facility providers to provide access to shared club facilities
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; ordering of club kit, fundraising etc.
• club newsletter promoting club activity; and
• publishing of race and competition results.
Marketing and communications
• sending information about selling club kit, merchandise or fundraising.
• Promoting ON THE RUN , its activities and services to current and potential club members – this may include names, photos , videos or other information related to club sessions or social activities
Any special category health data 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. Therefore, we will also need your explicit consent to process this data, which we will ask for when we collect it. We may collect personal data from non-members eg completion of non-member participant registration forms for PAYG sessions, Couch to 5k or other sessions. This information will be stored for up to 4 years after the last session participated in 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 when we collect it
The club has Facebook (Members only and Public), Twitter, Instagram (Public) social media pages. If you join one of these, please note that social media platform(s) providers 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 / renew your membership with ON THE RUN you may be registered as a member of England Athletics (EA). We may provide EA with your personal data so invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). A valid email address should be given, so that you can ensure that your data is correct and set your own privacy settings. For any questions about the continuing privacy of your personal data when it is shared with EA, please contact dataprotection@englandathletics.org
The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting/etc. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.
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. It is your responsibility to keep us updated with any changes in your details. Any personal data we hold on you will be securely destroyed after four years of inactivity on your account, in line with EA Ltd’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.
INCLUSION POLICY:
ON THE RUN AYLESBURY & PITSTONE embraces diversity and difference and is committed to providing opportunities that are safe, inclusive, accessible, and equitable. We want our club to be equally accessible to all members of society, whatever their age, disability, gender, race, ethnicity, religion or belief, sexual orientation, or social/economic status.
We will develop a focus on inclusion, not exclusion, and ensure that we provide appropriate advice to members and volunteers to ensure that everyone can participate as fully as possible.
The Inclusion Policy is intended to promote a change in attitudes and perceptions and to improve opportunities for everyone to participate at our club.
We will seek to ensure that we comply with the Equality Act 2010 and the characteristics protected by it ( age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity) and encourage our members to do so. We will seek to include everyone regardless of whether they have a protected characteristic or not.
Our aim is to provide an environment where everyone feels:
• Welcome
• Represented
• Included in decision making
• Able to participate
• Safe and free from discrimination, bullying, harassment and vilification.
SAFETY:
Our club has a duty of care towards their members and are responsible for ensuring all club activity is safe. Our leaders do everything possible to minimise the risk of potential significant danger and help others to develop knowledge and awareness of basic safety requirements.
The planning and implementation of any run sessions take the safety requirements into account to ensure the organisers’ and participants’ safety.
Before each session our run leaders will assess for safety/risk and adjust the session accordingly keeping other leaders and members informed of any potential hazard.
Benefits
- Ensure members are accessing club activity safely, protecting them from harm, incidents, and accidents.
- Gives members confidence they can take part in athletics and running safely
- Ensure members have a positive experience
- Ensure members know what to do if an accident or incident happens
- Provides a clear processes to follow for club activity or if an incident happens thereby giving volunteer confidence to carry out their role