Eastern Masters AC: Club Constitution – Appendix C
Privacy & Personal Data:
1. Privacy Notice
Eastern Masters Athletics Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership British Masters Athletic Federation is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
2. 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. The information you give us may include your name, date of birth, nationality, address, e-mail address, phone number, name of the England Athletics (EA) affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information which is classed as special category personal data.
3. 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 competition entry
sharing personal data with club team managers to enter events;
sharing personal data with leagues, county 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 invitations to social events;
publishing of competition results.
Marketing and communications (where separate consent is provided)
sending information about selling club kit, merchandise or fundraising.
4. Social Media
The club has a social media page on Facebook. All members are free to join this page. If you join a Social Media page, please note that providers of the social media platforms 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.
5. Who we share your personal data with
When you become a competitive first claim member of the Club, you will also 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 your access to the MyAthletics portal. England Athletics Limited will contact you to invite you to sign into and update your data through the 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 to any other third party. The Club does not store or transfer your personal data outside of the UK.
6. 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. You are asked to update your Athlete data every time you renew your club membership. Any personal data we hold about you will be securely destroyed after four years of inactivity of your 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.
7. 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.
