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Club Policies

Privacy Notice

Mornington Chasers Running Club is committed to protecting and respecting your privacy.

For any personal data you provide for the purposes of club membership or our beginners programme, Mornington Chasers Running Club 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

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club or enter a race. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information which is classed as special category personal data.

Why we need your personal data

For members: the reason we need your Athletics Data is to be able to administer your membership, and 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.

For race participants: the reason we need your Athletics Data is to be able to administer our races, and to provide race results and photographs. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant to provide the services you are registering for.

For members of our beginners programme: the reason we need your Athletics Data is to be able to administer our programme and to provide similar services to those provided to members of our club. Our lawful basis for processing your personal is that you have consented to us providing the services you are registering for.

Reasons we need to process personal data include

For our races

For training and competition entry and social events

For funding and reporting purposes

For membership and club management

Marketing and communications (where separate consent is provided)

Any special category health data we hold on you is only processed for the purpose(s) of allowing the safe running of training sessions and events. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from other individuals (e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 30 days after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages: Facebook, Twitter, Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do 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 a member of the Club you can also choose to be registered as a member of England Athletics Limited. We will then provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics online 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 dataprotection@englandathletics.org. If you do not choose to be resigstered as a member of England Athletics Limited, then we will not share your data with them. 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.

We share Regent's Park 10K entry data with our race entry provider, The Race Organiser, including special category health data required for the purpose(s) of allowing the safe running of training sessions and events. We store our data in a database hosted by our web hosting provider names.co.uk to ensure we have a secure and reliable database system. We share email addresses with Mailjet in order to send email communication. We share your personal data with Survey Monkey in order to distribute club surveys. We forward your personal data to PayPal to enable you to pay for your membership without re-entering all your data.

When you enter our races you may also choose to receive marketing communications from our race entry provider.

You may choose to sign up for notifications about events organized by Mornington Chasers. Your details may then be shared with our race entry provider.

When you submit forms we may use Google reCAPCHA technology to validate that you are real user.

How long we hold your personal data

We will hold membership and training programme registration data as long as you are a member or are training 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 your account, in line with England Athletics Limited's retention policy.

Publicly published race results will be held indefinitely.

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.

Members may log in to the website and view and amend all personal information themselves. They may opt out of the newsletter using the link given in the newsletter. They may customize how data is used. They may choose not to have results published in the newsletter by logging into the website and entering "No Thanks" as their power of 10 ID. They may choose whether their name should appear in our "Who's Who" by editing their personal details on our website, by default their name will not appear.

Regent's Park 10K participants who wish to view or amend their personal data should should use our contact form and select the category "Regent's Park 10K".

For any other queries regarding the use of your data please contact our webmaster using our contact form.

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 or race entry.

Photography

We take photographs of participants in races and club activities. This is for the purposes of ensuring accurate race results and also to share photographs with participants as part of the service we offer. Photographs may also be used as part of our digital presence, this includes the website, social channels and newsletters.

Facebook

If you log in with Facebook we will use Facebook to discover your email address and verify your identity.

If you are an administrator of the Regent's Park 10K, we will also use Facebook to download albums you select that contain photographs of runners in order to automatically find race numbers.

Cookies

Cookies are small data files used by websites to personalise your browsing experience. Our website uses cookies as part of the log-in process and to record user preferences and configuration. In particular we use cookies to record your customization of our training schedules. If you wish to block the use of cookie's you can do so: see your browser's help file for details of how to do this. If you block the use of cookies then the features of our site depending on login and customization will cease to function.

Finally...

Your data is not processed for any further purposes other than those detailed in this policy.

We may update this policy from time to time, including changing the specific third parties we share data with if we decide to vary our suppliers. We may email you to notify you of important changes.

If you wish to ask us about our privacy policy, please contact the webmaster using our contact form.