Privacy Policy

Balsall Common Run Club (The Club) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, The 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 The Club holds on you

You may give The Club information about you by filling in forms at an event or online, or by corresponding with it by phone, e-mail or otherwise. This includes information you provide when you register with The Club, enter The Club’s events, join The Club’s  Strava group, or participate in discussions on The Club’s Facebook and WhatApp groups. The information you give 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”). The Club may also ask for relevant health information which is classed as special category personal data.

Why The Club needs your personal data

The reason The Club needs 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. The Club’s lawful basis for processing your personal data is that it has a contractual obligation to you as a member to provide the services you are registering for. 

Reasons for processing your data may include:

For training and competition entry  

· sharing personal data with The Club’s run leaders to administer training sessions

· sharing personal data with leagues, county associations and other competition providers for entry in events

For funding and reporting purposes 

· sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

· sharing anonymised data with Berkswell & Balsall Common Sports and Community Association

· analysing anonymised data to monitor Club trends

· sending an annual Club survey to improve your experience as a Club member

 For membership and Club management  

· processing of membership forms and payments

· sharing data with committee members to provide information about Club activities, membership renewals or invitations to social events

· Club newsletter promoting Club activity

· publishing of race and competition results

Marketing and communications 

· sending information about promotions and offers from third parties

· sending information about renewing membership, selling Club kit, promoting social and running events or fundraising

Health Data

Any special category health data we hold on you is only processed for the purpose of passing health data to Club run leaders to allow the safe running of training sessions. The Club processes this data on the lawful basis of consent. Therefore, The Club will also need your explicit consent to process this data, which it will ask for at the point of collecting it. 

Non-Member Data

On occasion The Club may collect personal data from non-members e.g. where a non-member fills in their details on The Club’s website, provides their details as part of a membership enquiry, or at a trial session or event where The Club is promoting membership, or enters The Club’s Santa Dash. This information will be stored for up to two years and then destroyed securely. The Club’s lawful basis for processing this data is to take steps at the request of the data subject prior to entering into a contract.

Social Media and Other Websites

The Club has the following social media pages: Facebook, WhatsApp, Instagram and X (formerly Twitter). In addition, there is a Club Strava group. All members are free to join these pages/groups. If you join one of the social media pages, please note that providers of the social media platform(s) have their own privacy policies and that The Club does not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on The Club’s social media pages.

The Club also uses “Run Together” which is part of England Athletics and allows The Club to set up its own section of the Run Together website. The Club uses this to enable members to book onto running sessions in advance enabling the club to match attendance numbers to the number of available run leaders, tailor sessions to the needs of those intending to run, record attendance at run club sessions and provide run leaders with immediate access to member’s medical information and emergency contact details in the event of an emergency occurring during a run club session. This means that you will be providing data to Run Together which has its own privacy policy. The Club does not accept any responsibility or liability for this policy. Please check the policy before you submit any personal data to Run Together. 

Who The Club shares your personal data with

When you become a member of The Club, you will also automatically be registered as a member of England Athletics Limited. The Club will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics 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.

The Club does not supply any personal data it holds for this purpose to any other third party and does not store or transfer your personal data outside of the UK.

How long The Club holds your personal data

The Club will hold your personal data on file for as long as you are a member with us. Athletics Data is updated every year on annual membership forms. Any personal data The Club holds on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. 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 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. 

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, The Club may not be able to register or administer your membership or allow you to enter Club events. 

Agreement

Privacy Notice adopted in April 2024. For review – April 2025