Dorchester RIOT is a non-commercial organisation and private running club with the aims and objectives set out in our Club Rules
The Data Protection Act states that those who record and process personal information must be open about how the information is used and must follow the eight principles of ‘good information handling’.
These principles state that data must be:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Not kept for longer than is necessary
- Processed in line with your rights
- Secure, and
- Not transferred to countries without adequate protection.
- By law, data controllers, including Dorchester RIOT running club, have to keep to these principles.
If you believe in any way that Dorchester RIOT running club is not processing your personal data in accordance with these principles, please contact Dorchester RIOT running club at firstname.lastname@example.org.
What personal data do we hold about you?
In order to join our club or enter races or running events that we organise we need to know your full name and address, date of birth, gender and nationality in accordance with the UK’s national sporting body the UKA. You may give us information about you by filling in paper forms or online forms, ordering clothing, communicating with us via social media or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the club and subscribe to our newsletter.
In order to join our club we collect the following information from members:
- contact information including email address and telephone number
- date of birth
- name of the EA affiliated Clubs with which you are registered
Why do we need your personal data?
The key reason we need your 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. Dorchester RIOT is affiliated with England Athletics and we are required to provide details of our members to that body.
We also may use your personal data for the following:
For funding and reporting purposes
- sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
- analysing anonymised data to monitor club trends; and
- sending an annual club survey to improve your experience as a club member
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; and
- 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.
The club has the following social media pages/groups; Facebook and Instagram. All 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 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.
Who we share your personal data with?
When ordering clothing with Dorchester RIOT we only provide our clothing supplier with your full name for ease of processing orders.
When you become a First Claim member of Dorchester RIOT 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 email@example.com.
The Clubs data processing requires limited personal data (including name, e-mail address, membership number and membership type) are stored through cloud hosting e.g. Dropbox. This is stored with the appropriate safeguards in place to ensure the security of that personal data.
For the sole purposes of membership administration and communications the Club uses the following third party software; Mailchimp, WordPress, Dropbox and Google Docs. When ordering clothing with Dorchester RIOT we provide our clothing supplier with your full name for ease of processing orders.
Our website is designed to comply with the General Data Protection Regulation in regards to data protection and user privacy and our data is held on a secure server and computers are password protected.
How long will we hold your personal data?
We will hold relevant personal data electronically on file for as long as you are a member with us. 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 the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Controlling your personal information
We will never divulge your contact details (such as email address, telephone numbers, or home address) to any other party, other than the Dorchester RIOT running club, without your prior consent. In other words, even if another member requests your details, we will first contact you to ask for your authorisation before passing on any information.
We will not sell, distribute or lease your personal information to third parties under any circumstances unless that is necessary to facilitate your membership of the club or entry into a race or event or we are required by law. We do not sell, publish or give away information that can be directly associated to you to any other party.
If you have any concerns regarding privacy, please send an email to firstname.lastname@example.org