Privacy policy

Contents

  • Introduction
  • The information we collect about you
  • How we use your information
  • Protecting your information
  • Data retention
  • Changes to our Privacy Policy

Introduction

Barnet and District Athletic Club is 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). 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 (“Athletics Data”) 

We may collect the following information about you:

  • Your name, email address, postal address and any other information you voluntarily provide to us via our website, online forms and membership application.
  • Your IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server.

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 and the Club’s events.
  • To publish results and other newsworthy items.
  • To use your IP address to monitor traffic and gather browsing behaviours of visitors to our websites. We will not use your IP address to identify you in any way.

We will process your Athletics Data on the basis of the following legitimate interests:

  • Register you as a member with UK Athletics by sharing your Athletics Data with England Athletics as part of the administration of your involvement in the sport. EA will generate a licence number (“URN”) for you on registration.
  • Transfer of EA URN, name and date of birth via an API (application programming interface) to check licence validation at point of entry to athletics and running events.
  • Use of an administration portal where a selected number of committee members can access data to help to respond to queries, update data and perform necessary administration activity.
  • Providing relevant and necessary information via email, text, post to you about the Club Activities.
  • Membership reminders of Club Activities.

When we collect information from you, we will use it to keep you advised of information and activities relating to your membership. If you don’t want to receive these communications, then please let us know, although this could affect you receiving important information about your membership.

If we wish to share your data with third parties for marketing purposes, we will tell you about this and only do so if we get your consent. You can opt out at any time by notifying us.

If requested by the police and/or other law enforcement agencies Barnet and District Athletic Club may also share your personal information with such agencies for the purposes of crime prevention or detection. If we disclose your information, we ask the organisation to demonstrate that the data will assist in the prevention or detection of crime, or that Barnet and District Athletic Club is legally obliged to disclose it. This is done on a strictly case by case basis and through a tightly controlled process to ensure we comply with Data Protection Legislation.

Protecting your information

The data that we collect from you may be transferred to a destination external to Barnet and District Athletic Club’s own secure network.  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. 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. Membership details are kept on an Internet-based storage platform with limited access..

E-newsletter  / Quarterly Magazine

We may use a third party provider to deliver our e-newsletter and our quarterly magazine.

Surveys

We may carry out surveys using a third party provider, such as Survey Monkey (www.surveymonkey.com). When we collect your personal data we will ask you for your consent to participate in our surveys. If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what data we are collecting, and provide a link to terms and conditions for any incentives offered to take part in that survey. We do not link any other information about your browsing activity with the survey data, which is stored separately.

Service and marketing messages

If you are currently receiving service messages or marketing communications from Barnet and District Athletic Club and no longer wish to do so, please let us know by contacting us.

Finding out what information Barnet and District Athletic Club 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 Hon Secretary. You need to provide any particulars about the source or location of the information you are requesting.

Data retention

Any data that we collect from you will be deleted in accordance with timescales set out below:

  • Athletics Data: Four years after an individual has not played an active part in the club.
  • URN, name and date of birth: This information will be anonymised after the four year period referred to above.
  • Results: Where data is published for example, as club records or as part of results, these will be retained as a source of Barnet and District Athletic Club’s historical data.

Cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both “session” cookies and “persistent” cookies on the website. Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We will use the session cookies to keep track of you whilst you navigate the website. We will use the persistent cookies to check if you have previously agreed to allow the website to store cookies.

We sometimes allow partners or service providers to use cookies on our websites (Third party cookies). These cookies are used to help us understand how a specific promotion or campaign is performing. The information obtained from these cookies is only used by the Club and its partners.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer (version 9) you can refuse all cookies by clicking “Tools”, “Internet options”, “Privacy”, and selecting “Block All Cookies” using the sliding selector.

Please be aware that restricting cookies may impact on the functionality of our website. For information on how to manage cookies on a mobile phone, games console or internet-enabled television, you should refer to the operations manual specific to each device.

The cookies we use for these purposes do not track your Internet usage after leaving our website and we do not store your personal information. They will also not be used in connection with any other information to identify you in any way.

Changes to our Privacy Policy

We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in May 2018.

If you have any questions or comments about this Privacy Policy please contact the club Hon Secretary

May 2018