Privacy NOTICE

Ystrad Mynach Running Club

Privacy Notice

Ystrad Mynach Running Club (“the Club”) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Club is the Data Controller and is responsible for storing and 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 or otherwise. This includes information you provide when you register with the Club, and when participating in discussions via social media.

The information you give us may include your name, date of birth, address, e-mail address, phone number, and gender (“Athletics Data”). We may also ask for relevant health information which is classed as special category personal data.

Photographs are often taken at the Club’s training sessions and during public competitions and events where the Club’s members participate. The photographs may be used by the Club for publicity and promotion. Wherever practicable, individual names will not be used.

Why we need your personal data

We need your Athletics Data 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.

How we use your personal data

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

For training and competition entry

• sharing personal data with club coaches or officials to administer training sessions.

For funding and reporting purposes

• sharing anonymised data with funding partners as condition of grant funding (e.g. Sport Wales, Caerphilly Council); and
• analysing anonymised data to monitor club trends.

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;
• social media publications to promote club activity;
• participation in the Club’s WhatsApp group; and
• publishing of race and competition results.

Marketing and communications (where separate consent is provided)

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

Any special category health data 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.

We may collect personal data from non-members (e.g. such as any non-member participant at a taster event) This information will be stored for 4 weeks after the first taster event and then destroyed securely (except where that person becomes a member). Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has social media accounts on Facebook, WhatsApp, Twitter and Instagram. All members are free to join these pages. If you join one of these accounts, please note that providers of these platforms have their own privacy policies and that the Club does 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 the Club we will also share your data with Welsh Athletics Limited (“Welsh Athletics”), who hold our database of members.

If you have any questions about the continuing privacy of your personal data when it is shared with Welsh Athletics, please let them know.

The Club’s data processing requires the use of Google Cloud, which may, on occasion, require your personal data to be transferred outside of the UK for the purpose of cloud hosting. 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.

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 12 months of inactivity on that member’s account, in line with Welsh Athletics 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 or special category health data with the Club. If you choose not to share this data with us we may not be able to register or administer your membership.

If you have any concerns in relation to how the Club processes your personal data, please contact the Club Secretary in the first instance.

If you are dissatisfied with how your concern/complaint is dealt with, you have the right to report your concern to the Information Commissioner’s Office (www.ico.org.uk).