Dorking and Mole Valley Athletics Club (DMVAC) is committed to protecting and respecting its members’ privacy. For any personal data provided for the purposes of membership, DMVAC 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
As a member of DMVAC, you may give us information about yourself by filling in forms at an event or online, or by corresponding with us by phone, email or otherwise. This includes information you provide when you register with DMVAC.
The information you give us may include your name, gender, date of birth, address, email address, phone number, relevant health conditions, and the name of the EA affiliated clubs with which you are registered (Athletics Data).
Why we need your personal data
The reason we need your Athletics Data is to be able to administer your membership and to 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 (and county schools’ associations) and other competition providers for entry in events.
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.
Any special category health data we hold on you is only processed for the purpose of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent and we will ask for your consent at the point of collecting it.
DMVAC uses the following social media platforms: Facebook, WhatsApp, Twitter and Instagram. All members are free to join these platforms. If you join one or more, please note that the providers of the social media platform(s) have their own privacy policies and that the club does 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 an adult member of DMVAC you can choose to be registered as a member of England Athletics Limited. If you would like to register as a member of England Athletics Limited, please let us know on the membership form and 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 firstname.lastname@example.org.
If you do not request to be registered as a member of England Athletics Ltd, then we will not share your data with England Athletics Limited. Please be aware that should you ever wish to compete in your sport you will have to register with England Athletics Limited at that time.
When you join DMVAC as a Youth member (ages 11-18), you will 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.]
DMVAC does not supply any personal data it holds to any other third party. It uses a secure third party to store your data and communicate with you by email.
How long we hold your personal data
We will hold your personal data on file for 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 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.