Our contact details

Name: Biggleswade Athletic Club
Address: 43 Tear Crescent, Potton, Beds, SG19 2FB
E-mail: dpo@biggleswadeac.org.uk
Web: https://www.biggleswadeac.org.uk

Date of Issue: 02/04/2022

 

The type of personal information we collect

We currently collect and process the following information:

• For our members:
  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Emergency Contact Information
  • Date of Birth
  • Medical Information
  • Photographs
  • UKA License Number
• In addition, for our under-18 members:
  • Next of Kin Personal Identifiers
• Visitors to our website
  • Source network address (IP address)

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Membership registration
• Newsletter signup
• Competition signup

 

We also receive personal information indirectly, from the following sources in the following scenarios:

• From the England Athletics competition register to ensure compliance with competition regulations
• From the Power of 10 website for performance reference if entering competitions (e.g. for Announcers and Personal Best awards).

 

We use the information that you have given us in order to:

• Comply with membership and competition regulations stipulated by UKA and England Athletics
• Be able to contact you to inform you of membership events and competitions
• Ensure we can reach your emergency contact in the event of an emergency
• Reduce the likelihood of injury by understanding existing medical conditions

 

We may share this information with England Athletics, competition and league organisers and other athletics clubs, as required to comply with competition or England Athletics membership regulations.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting dpo@biggleswadeac.org.uk

We process the following information based on your consent:

• Email address associated with the club newsletter and other marketing email communications
• Photograph
• Source network address (IP address)
• Name and performance (relating to Personal Bests and Club Records)

(b) We have a contractual obligation.

We process the following information based on a contractual obligation:

• Name
• UKA license number
• Date of Birth

(c) We have a vital interest.

We process the following information based on a vital interest:

• Emergency contact information
• Medical information
• Next of Kin Personal Identifiers

(d) We have a legitimate interest.

We process the following information based on legitimate interest:

• Email address associated with club service messages, relating to competition or membership information
• Address
• Phone Number

 

How we store your personal information

Your information is securely stored within our membership database, parts of our website, our mailing list software and documentation specific to competitions and events. Data residency remains within the UK or EU geographic boundary.

We keep all information relating to your membership and competition use for no longer than 2 years after your lapsed membership of the club. We will then dispose your information by deletion of your membership records.

Documentation listing your attendance at events, held within our systems will be deleted no longer than 5 years after your membership has lapsed.

If you hold a club record, we will keep enough information to display the club record until such a time as the record is broken or you withdraw consent for it to be displayed, whichever is the sooner.

 

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at dpo@biggleswadeac.org.uk if you wish to make a request.

 

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the front of this policy.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk