East Cornwall Harriers Privacy Notice
East Cornwall Harriers Running Club are committed to protecting and respecting your privacy. For any personal data you provide East Cornwall Harriers the Data Controller is Chris Ullman and can be contacted via email at dataprotection@eastcornwallharriers.com.

What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club which 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 information, or other 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;
  • sharing personal data with club team managers to enter events;
  • sharing personal data with leagues, county associations (and county schools' associations) and other competition providers for entry in events.
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your event place. For funding and reporting purposes
  • 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 weekly emails promoting club activity.
  • publishing of race and competition results
Marketing and communications (where separate consent is provided)
  • sending information about promotions and offers from sponsors;
  • sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold on you is only processed for the purpose 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 at the point of collecting it.

The club has the following social media pages [Facebook, Strava and 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.

How we store your personal data

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL technology. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access

Who we share your personal data with

When you become a member of the Club, you will also automatically be registered as a member of England Athletics Limited. We will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics 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 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. 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.

When entering an event organised by East Cornwall Harriers we may publish your Personal Information as part of the results of the Event and may pass such information to the governing body or any affiliated organisation for the purpose of insurance, licences or for publishing results either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, any club affiliation, race times, occupation and age category.

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 annual membership forms. Any personal data we hold on you will be securely destroyed after four 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. Race entry information is stored for a period of one year.

Your Rights

You have the following rights in relation to your personal information:
  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold about you;
  • the right to request the erasure of your personal information in certain limited circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • the right to object to the processing of your personal information;
  • the right to request that we transfer elements of your data either to you or another service provider;
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner's website at https://ico.org.uk/for-the-public/. To exercise any of the above rights, or if you have any questions relating to your rights, please contact our Data Controller via email at dataprotection@eastcornwallharriers.com. If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner's Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

Changes to this Notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

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 , enter an organised event or administer your membership.