HBSH PRIVACY POLICY
Privacy Policy
This section includes the Horsham Blue Star Harriers Privacy Policy incorporating the General Data Protection Regulations effective from 25 May 2018.
This establishes:
- What information is collected
- Who the information is shared with
- Why the information is collected
- How the information is managed
Horsham Blue Star Harriers are committed to protecting and respecting your privacy. For any personal data you provide for the purpose of your membership, Horsham Blue Star 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 telephone, email or otherwise. This includes information you provide when you register with the Club. We may also ask for relevant health information.
Privacy Statement
On becoming a member of Horsham Blue Star Harriers, we will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address, telephone number, and details of any coaching and officiating licences you hold (Athletics Data). This information will be shared with England Athletics to enable registration and creation of an online user profile (MyAthletics). Collection and processing of your Athletics Data is for the purpose of registering you as a member of Horsham Blue Star and England Athletics and administering your involvement in the Sport. All personal data will be collected, stored and processed in accordance with the terms of England Athletics privacy policy which can be located at: www.englandathletics.org/privacy-policy
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 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, school’s associations and other competition providers to enter events
- To contact relevant persons in case of emergencies
For funding and reporting purposes
- Sharing anonymised data with a funding partner as condition of grant funding
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
- Club newsletter promoting club activity
- Publishing race and competition results
The Club does not supply any personal data it holds to any other third party.
The Club does not store or supply any personal data outside of the UK.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member of the club. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that members account, in line with England 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; 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.
Subject Access Request
Data subjects are entitled t ask for the information we hold on them through a process known as Subject Access Request. They are entitled to:
- The purpose of processing the data on them
- The categories of personal data concerned, personal or sensitive
- The recipients to whom the personal data has been or will be disclosed
- The period for which the personal data will be stored or the criteria used to determine that period
- The right to request from the controller rectification or erasure of personal data or restriction on processing of personal data concerning the data subject or to object to such processing
- The right to lodge a complaint with a supervisory authority
- Any available information as to the source if we were not the originating data collector
The response to the data subject needs to be within one month post verifying their identity and scope of the request. This can be extended by a further month followed by one more month, if the request cannot be completed in time, but notice must be given to the data subject on the extension and the reason why.
The Club Officials are responsible for handling all SAR’s but may need help from volunteers within the Club from which the SAR has been requested.
Procedure:
- Discovery – collecting the data specified by data subject, or
Searching all data bases and all relevant filing systems in the club
- Responding – club officials are responsible for reviewing all provided documents to identify whether any third parties are identified, and for omitting or redacting such information
- Exemptions – if the requested data falls under one of the following exemptions, it does not have to be provided
Crime prevention and detection
Negotiations with the requester
Information used for research, historical or statistical purposes
Information covered by legal professional privilege
The information will be provided to the data subject in electronic format unless otherwise requested and all the items provided are listed on a schedule that shows the data subjects name and the date on which the information is delivered.