Privacy Notice 

Southville Running Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Southville Running Club Ltd, Companies House company no. 09437549 (SRC) 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 at an event or online, or by corresponding with us by phone, e-mail, social media or otherwise. This includes information you provide when you register with the Club, subscribe to our newsletter, or participate in SRC social media channels such as Facebook, Instagram, Tiktok, WhatsApp, etc. When signing up for SRC membership, 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 process other personal data on you as part of your participation in our social media channels. 

When signing up for SRC events you may submit additional data such as dietary requirements.


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 data 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 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 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;

  • sending our club newsletter promoting club activity; and

  • publishing of race and competition results

 

Any special category health data we hold on you is only processed for the purpose(s) of e.g. ensuring the safe running of training sessions or to cater for dietary requirements at SRC events. We process this data on the lawful basis of consent.

As at February 2024 the club has the following social media pages: Facebook, WhatsApp, Twitter, Instagram and Tiktok. All members are free to join these pages or such pages as SRC may open in the future. If you join one of the Social Media pages, please note that providers 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

All SRC members, whether affiliated or unaffiliated with England Athletics, are registered via the England Athletics portal. 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.

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. Personal 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. 

Personal data in respect of our mailing list is held for as long as you wish to consider receiving newsletters. Your personal data on the mailing list will be removed at the point you click an “unsubscribe” button on one of our newsletters or contact us to request removal.

Personal data in respect of our social media channels is held in line with the privacy policy for each social media channel. 

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. 

Updates to this Privacy Policy

The latest version of the Privacy Policy will always be accessible on our website, and any changes to this Privacy Policy will be automatically communicated to you as and when you renew your membership with SRC.

Contact

If you have any questions about this Privacy Notice or the way in which we use personal data, please contact the Club Secretary via secretary@southvillerunningclub.co.uk.