Privacy Policy
Who we are
Oswestry Olympians Athletics and Triathlon Club is an amateur club run by volunteers. The club has a constitution and day to day club affairs are run by an elected committee. The junior section of the club is open to those aged 9 and upwards.
What information we will collect
1. Club members
In becoming a member of Oswestry Olympians, the club will collect certain information (data) about you which will include your name, date of birth, gender, email, phone number, postal address, country of birth, nationality, medical information, and the name and phone number of your nominated emergency contact. For junior members Oswestry Olympians will also collect the name and address of your school or college, name, address, email and phone number for your parent/carer and the names and phone numbers of two emergency contacts. Junior and Senior members’ times, distances etc may be recorded. This is to guide coaching, inform members of their PBs and select teams. This data will be shared with team managers and, where appropriate for consideration for County selection, with Shropshire Athletics Association officials.
2. Athletes entering our races
In entering races organised by Oswestry Olympians, the club will collect certain information about you which will include, but may not be limited to, your name, date of birth and/or age category and/or age on race day, email address, phone number, gender, UKA URN (registered members), name of club if you are a member, medical information, name and phone number of your nominated emergency contact.
Who will have access to it
1. Club members
Club coaches, team managers and some committee members will have access to your data.
2. Athletes entering our races
Race directors and organisers will have access to your data.
What we will do with it
1. Club members
Your data may be used by Oswestry Olympians club coaches or officials to administer training sessions and by club team managers and co-ordinators to enter events and league fixtures. Your data will also be used by the club to process membership, UKA registration and subscription payments and share information with you about club activities, training, membership renewals and other relevant club matters.
In order to register you with EA or WA, Oswestry Olympians will share information (name, date of birth, gender, email address, address, telephone number, names of the EA/WA affiliated clubs you’re a member of and details of any coaching or officiating licences you hold) with these organisations. They have their own privacy policies which can be found on their websites.
In the event that you are involved in a medical emergency during training or other club events Oswestry Olympians may share your data with the emergency services if you are not able to do this yourself.
Results of events which club members enter either as individuals or in a club team may be published on the club website or in the press. Such data will be restricted to names and details of the performance and may be accompanied by photographs (please see separate policy called “Oswestry Olympians Photographic Policy’).
Anonymised data may be shared with funding partners or organisations as a condition of grant funding or analysed to monitor club trends.
Data should not be retained on USB data sticks or other losable devices
2. Athletes entering our races
Your data will be used to administer the race and produce the results. It may be published as part of the event results and may be passed to the governing body or league for the purpose of insurance licences or for publishing results either for the event alone or combined with or compared to other events. Results may include, but not be limited to, name, any club affiliation, race times, gender and age category.
In the event that you are involved in a medical emergency during an Oswestry Olympians event, the club may share your data with the emergency services if you are not able to do this yourself.
How long and where we will keep it
1. Club members
Information about you is collected afresh each year when you renew your membership. Past years’ membership details will be retained for a maximum of three years by membership secretaries and some committee members as an electronic spreadsheet stored on a pc, one drive or USB data stick and then deleted or in the case of any paper copies, destroyed. (see also third parties below) Details of club record holders (name, age category, race time and year of record) are published on the club website and kept indefinitely in paper or electronic form by the relevant committee member as part of the Oswestry Olympians historical archive.
2. Athletes entering our races
Race results are kept indefinitely in paper or electronic form by the relevant committee member as part of the Oswestry Olympians historical archive. Results may include, but not be limited to, name, any club affiliation, race times, gender and age category. Other information about you (addresses, phone numbers, date of birth, medical information, details of emergency contact) will be deleted or in the case of paper copies, destroyed within twelve months of the race date (see also third parties below).
Third parties
Oswestry Olympians may use third parties to gather and process information about club members and athletes entering our races. These include, but may not be limited to, Entry Central, Tick Timing and Nifty Entries These organisations have their own data protection policies and the most recent versions can be accessed via their respective websites. We will only use third parties who can demonstrate that they have data protection policies in place.
Oswestry Olympians has the following social media pages: Facebook (group and page), Instagram, Twitter. All members are free to join these pages. Providers of social media have their own privacy policies and the club do not accept any responsibility or liability for these policies. It is up to you to check these policies before submitting any personal data on the club social media pages.
Refer to Oswestry Olympians Social Media Policy for further guidance.
Your rights
You have the following rights under data protection legislation:
1. To access a copy of the information held in your personal data. Requests for copies of personal data must be made in writing to the senior or junior membership secretaries as appropriate and they must respond within one calendar month and keep a log of any requests and how and when they respond.
2. To object to processing of your personal data that is likely to cause, or is causing damage or distress.
3. To prevent processing for direct marketing.
4. To object to decisions being taken by automated means.
5. In certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed.
6. To claim compensation for damage caused by a breach of data protection legislation.
Complaints
If you have any concerns or complaints in relation to how Oswestry Olympians collects and/or processes your personal data, you should contactthe club secretary or senior or junior membership secretaries in the first instance. If you are not satisfied with how your concern/complaint is dealt with by the club, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).
Breaches
Anyone who suspects a data breach in relation to data collected and stored by Oswestry Olympians will report it to the Oswestry Olympians Club Secretary as soon as they become aware of it. Oswestry Olympians will then investigate and report any breaches in data privacy to the ICO within 72 hours of becoming aware of the breach.
Examples of data breaches….
- Unencrypted membership data stored on your lap top or pen drive/data stick or in your bag which gets stolen – the data is then at risk and a breach must be reported.
- List of entrants for a race is in your bag and the bag or list goes missing
- Paper copy of members’ PBs etc lost or stolen
Our legal basis for collecting and processing personal data
Oswestry Olympians lawful basis for collecting/processing personal data is that of consent.
You are not obliged to share your personal data with Oswestry Olympians. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Responsibilities of individuals with access to data collected by Oswestry Olympians
1. Only use members’ or athletes’ data for the purposes described in the What we will do with it section.
2. If data is required for purposes other than described in the What we will do with it section you must ask people and obtain their consent for what you need to do before you use their details.
3. Delete or destroy any spreadsheets or similar, of data downloaded or printed out as soon as you have finished using them.
4. Do not keep any personal data, eg. previous years’ membership information, for longer than three years. Club records and results from races organised by Oswestry Olympians are a special case and are stored indefinitely as described in the How long and where we will keep it section.
5. Be organised about where you store Oswestry Olympians data on your computer or paper files so you know what you have and where it is. If you don’t actually need to keep data, delete or destroy it.
6. If you suspect a data breach, eg. lost/hacked laptop or lost paper file, you must report it to the club secretary so that it can be investigated and reported to the ICO. There can be big fines if we are found not to have complied with the regulations.
V2 of this policy was adopted at the Club Committee meeting 25th Apr 2023