Strathearn Harriers - New Year's Day Run 2014

Privacy notice

Privacy Notice

Strathearn Harriers is an unincorporated association of its members established in Scotland and affiliated to Scottish Athletics, the governing body for athletics in Scotland.

We will only collect personal information needed to provide the services the Club offers.  The Club is committed to protecting and respecting your privacy and is responsible for storing and otherwise processing personal data in a fair, lawful, secure and transparent way.

Unless otherwise stated, Strathearn Harriers will be a "controller" of the personal information that you provide to us by filling in forms online or at an event, or by corresponding with us by phone, e-mail or other means.

What we need

Members’ personal data

When you register as a member of Strathearn Harriers or renew your membership (including if you are registering or renewing on behalf of a Junior member under the age of 18 years), we will ask you for the following personal information:

  • Contact details – name, date of birth, gender, address, e-mail address, phone number/s
  • Scottish Athletics membership number and name of any other Scottish Athletics-affiliated Club with which you are registered
  • Information on any allergies and medical conditions which might be relevant to participation in club activities

Additionally, when you register or renew membership on behalf of a Junior member under the age of 18, we will ask for the following personal information for that member

  • School, name and address of GP, name, email address and contact phone numbers of parent or guardian, name and phone number of alternative emergency contact

and, separately and optionally, consent

  • to use photographs of the Junior member on the club website or media releases
  • to take video recording of the Junior member and use this for training purposes.

Volunteers' personal data:

When you volunteer with Strathearn Harriers as a Coach, Coaching Assistant or Parent Helper with the Club, we will ask you for the following personal information:

  • name, contact phone number, PVG certificate numbers, names and dates of courses attended

Athlete Participants’ personal data:

When you enter an event organised by Strathearn Harriers, we will ask you for the following personal information

  • Contact details –  your name and that of any team members, date of birth, gender, address, e-mail address, phone number/s, club membership
  • Scottish Athletics membership number.

 

Mailing list subscribers’ personal data:

When you consent to receive email communications from Strathearn Harriers about the Club’s activities, we will ask you for the following information:

  • Name and email address

 

Why we need your personal information – contractual purposes

Members' personal data:

We need to collect members' personal information so that we can manage your membership. We will use members' personal information to:

  • provide you with core member services, including insurance and voting rights
  • set up your online membership account
  • send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees' information.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Athlete Participants' personal data:

  • When you book a place with us for and attend an event, we need to collect your personal information so that we can honour your booking and to enable you to participate in the event through the management of race services including registration, number allocation, marshalling, timing and publishing of race results.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your place.

 

Why we need your personal information – legitimate purposes

Members' personal data:

We also process our members' personal information in pursuit of our legitimate interests to:

  • promote and encourage participation in running by sending members communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed, and the personal information of adult members may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
  • provide competition in running by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;
  • monitor and develop members’ participation in running by maintaining athletic performance records and inviting our members to participate in surveys for research and development purposes;
  • ask our members to nominate individuals for awards and shortlisting such individuals to select the winners;
  • develop and maintain our members' qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to running, as described where applicable in the Club’s Codes of Conduct and Disciplinary Procedures.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on enquiries@strathearnharriers.org.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

 

Volunteers' personal data:

We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on enquiries@strathearnharriers.org.uk . If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

 

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our volunteers for the purposes of complying with our obligations under:

  • the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.

Why we need your personal information – marketing

If you are not a member of Strathearn Harriers, where you have given express consent for us to send you by email information about activities and events organized by the Club, we will hold and process your name and email address for that purpose.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with media organisations for promotional and/or journalistic purposes.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Strathearn Harriers employs third party suppliers to provide services, including online membership administration, race entry and payment services, email communications, and race timing and results.

These suppliers may process personal information on our behalf as "processors" and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

 

Athlete Participants' personal data

We publish the results of our competitions on our website. This includes competitor’s name, gender and age category, club affiliation and race place and time.

 

How we protect your personal information

Your personal information is stored in secure password-protected files in password-protected personal computers or in password-protected online databases located in the EU or in the case of Mailchimp in the USA.

Your personal information is accessed by our Club officials and race organisers for the purposes set out above.

If the Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting, it is with the appropriate safeguards in place to ensure the security of that personal data. Mailchimp have signed up to the "Privacy Shield", which is an agreement between the US and EU Commission relating to the protection of personal data – this constitutes a "safeguard" under the GDPR.

 

How long we keep your personal information

Members' personal data

While you are a Club member, you can access your personal data and keep it up to date through your online membership account.

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for two years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Strathearn Harriers and for how long. We need to do this in the event of a claim against the Club.

 

Athlete Participants' personal data

We will hold personal data provided when entering a Strathearn Harriers event for one year after that event.

 

Personal data of Non-members of Strathearn Harriers

If you have given separate consent for us to send you marketing communications by email about other events organised by our club, we will hold your name and email address for no more than three years unless you expressly renew your consent, for example by doing so when entering a subsequent year’s race.

You can withdraw consent at any time by emailing us at enquiries@strathearnharriers.org.uk, and all emails we send you will include a link through which you can remove your name from our mailing list.

 

Your rights

You can exercise any of the following rights by writing to us at enquiries@strathearnharriers.org.uk.  

Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a "subject access request";
  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
  • you have a right to request that we restrict the processing of your personal information for specific purposes; and
  • if you wish us to delete your personal information, you may request that we do so.

Any requests received by Strathearn Harriers will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk