General Data Protection Regulation Compliance

Alnwick Harriers has to ensure we are General Data Protection Regulation (GDPR) compliant by 25th May 2018. Whilst we do feel that we are already complying with the spirit of the regulations we have updated our membership forms, but we also need to inform all our members as to how we protect their data. To this end, below is a number of statements of what we collect and what we would and wouldn’t share.

In becoming a member of Alnwick Harriers, the club will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address and telephone number. When you become a first claim member of Alnwick Harriers, the club will automatically affiliate you to England Athletics (EA).

In becoming a member of EA, EA will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address, telephone number, names of the EA affiliated clubs that you are a member of and details of any coaching or officiating licenses you hold.

There are certain other times when the club may use your data which you have provided as set out below but currently you have to sign up separately to get the newsletter, and the membership secretary does not provide the committee with any data not already publicly available on the membership website. Any communications sent out to the club would be sent out through the membership secretary.

Training and competition entry

–        Share data with club coaches or officials to administer training sessions

–        Share data with club team managers to enter events and the club Grand Prix

–        Share data with facility providers to manage access to the track or check delivery standards

–        Share data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events

Funding and reporting purposes

–        Anonymised data shared with a funding partner as condition of grant funding e.g. Local Authority

–        Anonymised data analysed to monitor club trends

Membership and club management

–        Processing of membership forms and payments

–        Share data with committee members to provide information about club activities, membership renewals or invitation to social events

–        Publishing of race and competition results

–        Website management

Marketing and communications (where separate consent is provided)

–        Sending information about promotions and offers from sponsors

–        Sending club newsletter

–        Sending information about selling club kit, merchandise or fundraising

The club feels that we already value your data and treat it with the utmost respect but this has been a great opportunity to sense check our procedures.

There is more information available on the England Athletics website, should you need it.

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