Cybi Striders Running Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Cybi Striders Running Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way. This policy establishes the requirements of Cybi Striders’ handling of personal data to comply with the UK data protection legislation. This policy sets out the standards with which all members of Cybi Striders must comply. Non-compliance may leave the club open to litigation.
What Personal Data We Hold On You.
You may give us personal information by filling in forms at an event or on line or by corresponding with us by phone, e mail or otherwise. This includes information you provide when you register with Cybi Striders. The information you give us may include: name, date of birth, address, e mail address, phone number, name of Welsh Athletics affiliated clubs with which you are registered and gender. [Athletics Data].
This list is indicative of such data, not exhaustive and may include name/contact details of next of kin. [in case of emergency].
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 Cybi Striders. 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. Club member refers to a person who has paid their club subscription for the current fiscal year -1st April to 31st March.
The 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 other competition providers for entry in events.
For Funding and Reporting Purposes
- sharing annonymised data with a funding partner as a condition of granting funding eg. Local Authority.
- Analysing annonymised data to monitor club trends.
For Membership And Club Management
- processing of membership forms and payment.
- sharing data with committee members to provide information about Club activities; membership renewals.
- club newsletter promoting club activity ; and invitation to social events.
- 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.
On occasion we may collect personal data from non-members. This information will be stored for up to1 year after an event then securely destroyed. Our lawful basis for processing data is consent. Therefore we will also need explicit consent from non–members to process data which we will ask for at the point of collecting. [eg; race entry forms].
The club has the following social media pages:- Facebook, Twitter, Cybi Striders Web Site. All members are free to join these pages. If you join a social media page please note that the providers of the social media platforms have their own privacy policies and that the club does not accept any responsibility or liability for these policies
Please check those policies before you submit any personal data on the club social media pages.
When you become a member of Cybi Striders you will also be automatically registered as a member of Welsh Athletics. [This excludes social members]. We will provide Welsh Athletics with your personal data which they will use to enable access to an online portal for you [called myAthletics]. Welsh Athletics will contact you to invite you to sign into and update your myAthletics portal [which amongst other things, allows you to set and amend your privacy settings].
Where Not All Members Are Registered With Welsh Athletics
If you choose to hold a social membership with Cybi Striders you will not be registered with Welsh Athletics. You will however have to register with Welsh Athletics if you ever compete for Cybi Striders in competition [under UK Athletics rules].
The Club does not supply any personal data it holds to any other third party.
The Club’s data processing requires your personal data to be transferred outside the UK for 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 Do We Hold Your Personal Data
We will hold your personal data on file 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 or annonymised for club history purposes after 4 years of inactivity on the members account, in line with Welsh Athletics retention policy.
Your Rights Regarding Your Personal Data
As a data subject you may have 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 you personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about processing of your personal data. Initial requests may be directed to the Cybi Striders Club Secretary.
As a data subject, you are not obliged to share 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