Exeter Harriers is committed to protecting and respecting your privacy.
For any personal data you provide for the purposes of your membership, Exeter Harriers 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 or otherwise. This includes information you provide when you register with the Club, or enter any of our events 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, gender and sex registered at birth (Athletics Data). We may also ask for relevant health information and emergency contact information, and other data which is classed as special category personal data.]
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 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
For funding and reporting purposes
For membership and club management
Marketing and communications (where separate consent is provided)
Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches to allow the safe running of training sessions or passing health and emergency contact data to qualified medical providers in case of emergency. 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.
All participants in our training sessions should be a Member, a Temporary Member or a Guest, and we will collect personal data for all of these. Personal data on Temporary Members will be held for 3 months after the expiry of their Temporary Membership period and then destroyed securely, though we will retain the name only of Temporary Members who do not take out full Membership for up to three years in order to prevent abuse of the Temporary Membership system. Personal data of Guests will be held until the end of the calendar year after the last attendance of the Guest.
On occasion we may collect personal data from non-members who enter Exeter Harriers events This information you provide will be stored securely in your login account until you close the account and then destroyed securely. Your entry form for events including your personal information will be archived until the end of the following year after the event and then destroyed securely. 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.
Exeter Harriers has the following social media pages: Facebook, WhatsApp, Twitter, Instagram. Members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that Exeter Harriers 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
When you become a member of Exeter Harriers, you will also automatically 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 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.]
Exeter Harriers 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. 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. Your Athlete data is held on a database under your login account, and you are requested to check and update this at least every year on renewal of your membership. 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.
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 Exeter Harriers. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Changes to our Privacy Policy
We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in February 2024..
Contacting Exeter Harriers about this Privacy Policy
If you have any questions, concerns or complaints about how EH collects and/or processes your personal data, please contact EH’s data protection officer in the first instance by emailing dataprotection@exeterharriers.org.uk or write to us:
Exeter Harriers, The Pavilion, Summer Lane, Exeter, Devon, EX4 8N
If you are dissatisfied with how your concern/complaint is dealt with by EH, you have the right to report your concern/complaint to the Information Commissioners Office