WTC Members’ Privacy Notice
We are committed to protecting and respecting your privacy.
What personal data will we hold on you?
You may give us personal information when you fill in forms at one of our training sessions or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you join the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number, photograph and gender. We may also ask for relevant health information and other data which is classed as special category personal data.
Why we need your personal data
We need your personal data 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 an obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For training and training event entry
sharing personal data with Club coaches or officials to administer training sessions;
sharing personal data with Club administrators (including Ticket Tailor - the training ticking system we use) and officials to enter or manage events;
sharing personal data with facility providers to manage access to the track or check delivery standards; and
sharing personal data with leagues and other series organisers for entry in events.
For reporting purposes
analysing anonymised data to monitor Club trends; and
sending a Club survey to improve your experience as a Club member
For membership and Club management
processing of membership forms and payments including holding your data on databases administered by Membermojo;
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
club newsletter promoting club activity; and
publishing of race and competition results
Marketing and communications (where separate consent is provided)
sending information about selling club kit, merchandise or fundraising.
Special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches and other organisers on behalf of the club to allow the safe running of training sessions. 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.
The club has the following social media pages: Facebook (open page); Facebook (members only page), Twitter, Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that the 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. If you would like to register as a member of England Athletics Limited, please select this option on the relevant page of Membermojo, and we will 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 firstname.lastname@example.org. If you do not select the option, we will not share your data with England Athletics Limited.
The Club uses membermojo to store data on members and to administer memberships. Membermojo’s privacy statement can be found here: https://membermojo.co.uk/mm/help/privacy
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. You have the responsibility for updating Athlete data every year on the annual membership forms. Any personal data we hold on you will be securely destroyed 12 months after you have ceased to be a member (if you cease to be a member during the Club’s membership year (to 31 December) your data will be deleted 12 months after the end of that membership year. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you 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.
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.
What is a Cookie?
A cookie is a small file, typically of letters and numbers, downloaded on to a device when the user accesses certain websites. Cookies allow a website to recognise a user’s device.
If you wish to control which cookies are set on your device you can do this through your web browsers settings, this varies between different device and browser types.