Spectrum Striders Running Club Data Protection & Privacy Policy.
The privacy and data security of the entrants to our race is important to us. This policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information, and the procedures that we have in place to safeguard your privacy.
The following constitutes Spectrum Striders Running Club’s privacy policy relating to this race, the Birchwood 10K, only and relates to information that we obtain from you. Spectrum Striders Running Club (from here on referred to as “the Club”) is committed to full compliance with the requirements of the General Data Protection Regulation (GDPR). We will therefore follow procedures which aim to ensure that all Club members and third parties whom we contract to deliver the race and who have access to any personal data held by or on behalf of the Club are fully aware of and abide by their duties under the GDPR laws. This policy describes how this personal data will be collected, must be handled and stored to meet the Club’s data protection standards and to comply with the law.
What data we will collect: The Club does not receive or store any financial transaction data at all. All online entries are via a third party and the data we receive from them does not include any transaction data whatsoever. Any data supplied to us outside of the entry site, i.e. via our website or email is deleted after the enquiry has been settled. We do not store the data other than in the password protected email inbox. On registering for this race, the Club will collect certain information about you which may include your name, date of birth, gender, email address, postal address, details of your running or athletic club membership and telephone numbers. This data – which we term “Athletes Data” - is required for the purposes of race administration. In the case of medical information, this will only be used to allow medical assistance to be given to you if and when required when attending our event. We will collect and process your Athletes Data for the purposes of administering your involvement in the race. This administration and race organisation will include processing the race results, which may be submitted to governing bodies and ranking websites for statistical reasons. Any data forwarded to such third parties will include any or all of the following: Name; Date of Birth; any club affiliation; your performance result in the event. If you enter our race we will send you race information by email or post.
How long we will keep it? We will retain your Athletes Data contained in the race entry list and results for the purposes of maintaining a historical record of the event. You have the right to request your details be deleted from those records. Data is normally held for a period of three years in a password protected form. After three years, the data is archived – once again, in a password protected environment.
Sharing your data: We may share your Athletes Data for the purposes of your involvement in the sport with governing bodies such as the Home Country Athletics Organisations (e.g. England Athletics, UK Athletics, Runbritain) and for statistical and ranking purposes with Power of 10 and Runbritain and other third- party data managers as part of administering your involvement in the sport. Apart from as described above, we will not transfer your data to any other third parties without obtaining your consent. We will also not share any other personal data you provide to us that is not Athletes Data. We will not share any of your personal or Athletes Data with third party organisations for marketing purposes. The Club shall appoint a third party to manage timing and results for the race. A limited sub-set of Athletes data will be shared with this third party - again for legitimate race organisation purposes. This data will be limited to: your full name, date of birth, gender and details of your running or athletic club membership. The results data may be published on the third party’s website. When data is transferred to such third parties it will be password protected.
All of the personal data we collect from you will be collected, stored and processed in accordance with the applicable terms of the Club privacy policy which can be found on the Club website: https://www.spectrumstriders.org.uk/privacy-policy
Image consent: By entering the race you give consent to the organisers using photographs and/or video recordings taken at the race event by the club or others authorised on their behalf, for purposes of internally and externally promoting this and future race events and/or the Club. These images can be used in any media formats such as, but not limited to: websites, social media, e-marketing, posters and advertising of future Club promoted events.
I understand that images/video on websites and social media can be viewed throughout the world and that some overseas countries may not provide the same level of protection to the rights of individuals as UK legislation provides. I understand that images or recordings may be retained in line with the terms on Athletes Data, as described in this policy.
Copyright in the image(s) and/or video recordings will be retained by the Club. The Club shall retain the right to edit, crop, add or subtract from the images and/or video recordings at its discretion.
Complaints: If you have any concerns or complaints in relation to how the Club collects and/or processes your personal data, you should contact the Club in the first instance. If you are dissatisfied with how your concern/complaint is dealt with, you have the right to report your concern/complaint to the Information Commissioners Office: details at https://ico.org.uk/
Protecting your information: The data that we collect from you is stored electronically and access to that data is password protected and limited to a small number of designated Club officers. By submitting your personal data, you agree to it being stored, processed and transferred only for the legitimate purposes involved in the administration of our race. We will take all reasonable steps to ensure that your data is treated securely and in accordance with our privacy policy. The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.
Finding out what information the Club holds about you: Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact the Club via email: 10k@spectrumstriders.org.uk
