Privacy Policy

Bexley Athletic Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Bexley Athletic Club 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 to participate in activity with Bexley AC including at an event or online, by joining Bexley AC as a member or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club which will include us contacting you via our e-mail system or you participating in discussions on our social media forums (Facebook, WhatsApp and any others we may introduce). The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health or disability information.

Why we need your personal data

The reason we need your Athletics Data is to be able to administer your membership, and to 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;
  • 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; and
  • sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

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;
  • club newsletter promoting club activity; and
  • publishing of race and competition results.

Marketing and communications

  • sending information about selling club kit, merchandise or fundraising.

Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent for members and non-members. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it. Consent is required from individuals to process any medical or health information.

The club has the following social media pages: Facebook, WhatsApp, Twitter. All members are free to join these pages. If you join one of the Social Media pages, please note that provider 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 social media pages.

Who we share your personal data with

When you become a member of or renew your membership with Bexley Athletic Club will automatically be registered as a member of England Athletics. 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). It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own 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.

The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK. The club will store your personal data on a membermojo online manangement software system. You can view and amend your data from your portal. If you have any questions about the continuing privacy of your personal data when it is placed with membermojo, please refer to https://membermojo.co.uk/mm/help/gdpr.

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. Athlete data is updated every year on renewal of membership. We may also collect personal data from non-members. Any personal data we hold on you will be securely destroyed after four years of inactivity, 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 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.

By signing/completing any of our forms, you confirm that you have read and understood the privacy statement and how data will be used and shared and you are willing to abide by the Bexley Athletic Club code of conduct for athletes and parents.