What personal data we hold on you

You may give us information about you by filling in a membership form or an event registration form or by corresponding with us by phone, e-mail, social media or otherwise. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the Clubs with which you are registered, health issues and gender which is classed as special category personal data.

Why we need your personal data

The reason we need to hold 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.

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;

–              sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

For membership and club management

–              processing of membership (should you wish to affiliate with Welsh Athletics)

–              sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;

Marketing and communications 

–              sending information and advice

Any special category health data we hold on you is only processed for the passing to leaders 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 at the point of collecting it. The club has social media pages on: Facebook and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) have their own privacy policies and that the club does 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 the Club you can also choose to be registered as a member of Welsh Athletics Limited. This means we will provide Welsh Athletics with your Athletics Data which they will use to enable access to the MyAthletics online portal. Welsh Athletics 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 Welsh Athletics, please contact dataprotection@welshathletics.org. The Club does not supply any personal data it holds for this purpose to any other third party.

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. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with Welsh 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.