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Thetford Athletic Club Privacy Statement

General Data Protection Regulation


About us

Thetford AC is a Norfolk based amateur sports club specialising in track and field athletics, road running and cross country. Thetford AC is affiliated with the sport’s national governing body England Athletics (EA). Our affiliation number is 2658695

What data we will collect

In becoming a member of Thetford AC, the club will collect certain information about you which will include your name, date and place of birth, gender, email address, address and telephone numbers (Athletics Data). Once you are a member of Thetford AC we will hold your Athletics Data on a membership data base. (Stored on an excel spreadsheet hosted by Google Docs. Email addresses kept by Chairman and Membership secretary)

In addition, all paying members with Thetford AC will be registered as a member of England Athletics (you must be registered with England Athletics if you ever compete for the club under UKA rulebook), excluding Second Claim, Consultancy and Social members.  We will provide England Athletics with your personal data which they will use 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.

Why we will collect it

We will collect and process your Athletics Data for the purposes of administering your involvement in the sport and, optionally, of registering you as a member of EA. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the sport.

How long we will keep it

We will retain your Athletics Data for such time as you are a member of Thetford AC. If you resign from the club, are removed for non-payment of subscriptions or are removed for any other reason then your data is deleted.

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. can seek redress for a breach of data protection legislation.

Sharing your data

We may share your Athletics Data with athletics partners such as Home Country Athletics Organisation’s, 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. 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.

Privacy policy

All of the personal data we collect from you will be collected, stored and processed in accordance with the terms of Thetford AC’s privacy policy which can be found below.

Complaints

If you have any concerns or complaints in relation to how Thetford AC collects and/or processes your personal data, you should contact the club’s data protection officer in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by Thetford AC, you have the right to report your concern/complaint to the Club secretary or Chairman. Details on the club website.

Privacy Policy

Thetford Athletic Club commitment to Privacy

Introduction

  • The information we collect about you
  • How we use your information
  • Protecting your information
  • Finding out what information Thetford Athletic Club holds about you
  • Changes to our Privacy Policy
  • Contacting Thetford Athletic Club about this Privacy Policy

Introduction

Thetford AC is the owner of this website 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). The website is maintained by Thetford Athletic Club.

For the purposes of data protection legislation, Thetford AC is the data controller. 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.

The information we collect about you

We may collect the following information about you through our membership form:

Your name, date and place of birth, gender, email address, address, telephone numbers, disability information and the names of other England Athletics (EA)affiliated Clubs with which you are a member (Athletics Data).

How we use your information

We may use your personal information for a number of purposes, including:

To deal with your requests and enquiries.

To contact you for reasons related to your enquiry.

To notify you about Athletics Events.

To notify you about the Annual General Meeting or other meetings.

To remind you when club subscriptions are due.

To register you with England Athletics if you opt to pay the EA affiliation fee.

To obtain relevant information in order to assist the Thetford AC committee in the running of the club.

Protecting your information

The data that we collect from you is stored on Thetford AC membership system which is in turn hosted by Google Docs. Access to the data is password protected and limited to a small number of designated administrators.

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 with a volunteer workforce and limited resources. 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.

Finding out what information Thetford AC 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 the club’s chairman or secretary.

Data Protection Officer

Thetford AC

Data retention

We will retain your Athletics Data for such time as you are a member of Thetford AC. If you resign from the club, are removed for non-payment of subscriptions or are removed for any other reason then your data is deleted.

Changes to our Privacy Policy

This Privacy Policy was last updated in May 2018.

Contacting Thetford Athletic Club about this Privacy Policy

If you have any questions or comments about this Privacy Policy, please write to the Club secretary or Chairman