BVAC Privacy Statement
About us
Bromley Veterans Athletics Club (BVAC) is an amateur sports club engaged in track and field athletics, road running and cross country. BVAC is affiliated with the sports national governing body England Athletics (EA). For reference our England Athletics License number is 2657733.
What data we will collect?
When you apply for membership of BVAC you complete a membership application form. By doing this the club will collect certain information about you which will include: Your name, date of birth, gender, email address, address, telephone numbers of you and emergency contacts, athletic events you are interested in, medical information that you wish to disclose and the names of other England Athletics (EA) affiliated Clubs with which you are a member and any coaching qualifications (Athletics Data). In addition if you choose to affiliate with EA for the purpose of acquiring an EA number at the time of registration, or at a later date, then your Athletics Data will be passed through to EA and your URN stored by us. Once you are a member of BVAC you can maintain your Athletics Data by logging into the clubs membership system at:
https://webcollect.org.uk/bvac
Members’ personal data is stored in this database, which is password protected and limited to a small number of designated administrators. Members’ emergency contact details may be distributed to designated Run Leaders via a secure (password-protected) spreadsheet maintained at least twice annually.
If you run with us as a guest (a non-member) you may be asked to provide your name and emergency contact details. These are held as a hand-written note only, and are destroyed at the end of each run session.
Why we will collect it?
We will collect and process your Athletics Data for the purposes of administering your involvement in the club and, optionally, of registering you as a member of EA. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the club.
Your personal data will be used to:
- Assist the committee to manage the overall running of the club.
- Alert your emergency contact(s) if we have concerns for your welfare.
- Contact you with club updates/newsletters, safety information and membership renewals.
- Inform you about club running, meeting and social events.
- To send you congratulation on a key event e.g. birthday greeting.
- Help us plan for future training sessions and events.
- Provide information on club kit, merchandising, fundraising.
England Athletics
BVAC is affiliated to UK Athletics (UKA). When you become a member of the club or renew your membership with BVAC you can also choose to be registered as a member of England Athletics (you will have to register with England Athletics if you ever compete for the club in competition Under UKA Rules). We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org.
How long we will keep your data?
We will retain your Athletics Data for such time as you are a member of BVAC. If you resign from the club, are removed for non-payment of subscriptions or are removed for any other reason then your data is retained on our membership system for a period of up to 3 years.
Your rights
You have the following rights under data protection legislation:
- to access a copy of the information comprised in your personal data;
- to object to processing of your personal data that is likely to cause or is causing damage or distress;
- to prevent processing for direct marketing;
- to object to decisions being taken by automated means;
- in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
- to claim compensation for damages caused by a breach of data protection legislation.
Sharing your data
We may share your Athletics Data with athletics partners such as UK Athletics, other Home Country Athletics Organisations, selected members of the National Council, Regional Councils, County Athletics Association and / or Area Athletics Association and third- party data managers that we appoint as data processors as part of administering your involvement in sport. We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data
Photographs & Running Results
Photographs are often taken of BVAC members taking part in running events. The photographs are used by the Club on this website, and in club publicity, promotion, social media platforms.
Results – including full names – of BVAC members who have taken part in races and running events are often posted on this website. Please be aware that when you participate in any sporting event, your results will be published on the organiser’s site and numerous other race results sites. In many cases photographs are posted with runners and individuals are identified.
Privacy policy
All of the personal data we collect from you will be collected, stored and processed in accordance with the terms of BVAC’s privacy policy which can be found below.
Complaints
If you have any concerns or complaints in relation to how BVAC collects and/or processes your personal data, you should contact the club. If you are dissatisfied with how your concern/complaint is dealt with by BVAC, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk)
Privacy Policy
BVAC Commitment to Privacy
- Introduction
- The information we collect about you
- How we use your information
- Protecting your information
- Finding out what information BVAC holds about you
- Changes to our Privacy Policy
- Contacting BVAC about this Privacy Policy
Introduction
BVAC is the owner of this website and we are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). The website is maintained by BVAC. For the purposes of data protection legislation, BVAC is the data controller. This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.
The information we collect about you
We may collect the following information about you through our online membership form: Your name, date of birth, gender, email address, address, telephone numbers of you and emergency contacts, athletic events you are interested in, medical information that you wish to disclose, the names of other England Athletics (EA) affiliated Clubs with which you are a member (Athletics Data) and any other information you voluntarily provide to us.
You can maintain your own personal Athletics Data by logging into the club’s membership system:
https://webcollect.org.uk/bvac
How we use your information
In addition to passing data to EA (see information sent to clubs or you can request to receive it again by emailing dataprotection@englandathletics.org) the use of data is likely to include the following activities and more:
- Membership and club management
- Processing of membership forms and payments (including reminding you when subscriptions are due for renewal)
- To deal with your requests and enquiries
- Share data with committee members to provide information about club activities, membership renewals or invitation to social events
- Publishing of race and competition results
- Notification about Annual General Meeting or other club meetings
- Website management
- To send you congratulation on a key event eg birthday greeting
- To register you with England Athletics if you opt to pay the EA affiliation fee.
- To obtain relevant information from you in order to assist the BVAC committee in the running of the club.
- Training & Competition
- Share data with club coaches or officials to Plan & administer training sessions
- To contact emergency contacts if we are concerned about your welfare.
- Share data with club team managers (e.g for KFL, SCVAC Track & Field) to enter events
- Share data with facility providers to manage access to the track
- Share data with leagues, county associations (and other competition providers) for entry in events
- Funding and reporting purposes
- Anonymised data shared with a potential funding partner as condition of grant funding e.g. Local Authority
- Anonymised data analysed to monitor club trends
- Marketing and communications
- Sending club newsletter
- Sending information about club kit & merchandise
- Sending information about fundraising
Our legal bases for processing your information
We will process your Athletics Data on the basis of the following legitimate interests.
- We use your data to help to respond to queries, update data and perform necessary club administration activity.
- Providing relevant and necessary information via email, text, post to you about the club
If you opt to become a registered athlete with EA, they will share your Athletics Data with the following bodies as part of the administration of your involvement in the sport:
- UK Athletics
- Selected members of the National Council
- Selected members of the 9 Regional Councils – London, South East, East, Yorkshire and Humber, North West, North East, South West, West Midlands and East Midlands
- Selected members of each County Athletics Association
- Selected members of each Area Athletics Association – Northern, Midlands and South of England
- CoFSECs
- Other home country athletics organisations – Wales, Scotland and Northern Ireland
- Third party data managers who support EA in managing the sport
EA will share only what is needed for those purposes and, where possible, will anonymise the data before sharing.
Protecting your information
The data that we collect from you is stored on BVAC’s membership system, which is in turn hosted by Webcollect (https://webcollect.org.uk). Access to the data is password protected and limited to a small number of designated administrators. By submitting your personal data, you agree to this storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this 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.
E-newsletter
We use a third party provider MailChimp to deliver our monthly e-newsletter. You have the right to unsubscribe from this newsletter. We gather statistics around email opening and clicks using industry standard technologies including clear images to help us monitor and improve our e-newsletter.
Photographs & Running Results
Photographs are often taken of BVAC members taking part in running events. The photographs are used by the Club on this website, and in club publicity, promotion and on social media platforms.
Results – including full names – of BVAC members who have taken part in races and running events are often posted on this website. Please be aware that when you participate in any sporting event, your results will be published on the organiser’s site and numerous other race results sites. In many cases photographs are posted with runners and individuals are identified
Surveys
We may carry out surveys using a third party provider, Survey Monkey (www.surveymonkey.com). When we collect your personal data we will ask you for your consent to participate in our surveys. If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what data we are collecting, and provide a link to terms and conditions to take part in that survey. We do not link any other information about your browsing activity with the survey data, which is stored separately.
Finding out what information BVAC 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 us via admin@bromleyvetsac.org.uk
Data retention
We will retain your Athletics Data for such time as you are a member of BVAC. If you resign from the club, are removed for non-payment of subscriptions or are removed for any other reason then your data is retained on our membership system for a period of up to 3 years.
Changes to our Privacy Policy
We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in February 2018.
Contacting BVAC about this Privacy Policy
If you have any questions or comments about this Privacy Policy please contact us at admin@bromleyvetsac.org.uk