Privacy Policy
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Lewes Athletic Club is committed to protecting and respecting your privacy. As such, Lewes Athletic Club is the Data Controller for any personal data you provide for your membership. We take responsibility for storing and otherwise processing that data fairly, legally, securely and transparently.
Personal data we hold on you
Data includes any information you provide when filling out forms at an event or online or contacting us by phone, email, or other methods.
Data also includes information you provide when you register with the Club, subscribe to our newsletter, or participate in discussions on our website, social media, or club chats (e.g., WhatsApp).
The information you give us may include your name, date of birth, address, email address, phone number, name of the EA affiliated Clubs with which you have registered and gender (Athletics Data).
Why we need your data
We need your Athletics Data to manage your membership and provide the services you sign up for when you join the Club. We process your data because we are obligated to provide the services you sign up for as a member.
Reasons we process your data include:
For training and competition entry
Sharing personal data with club coaches or officials to administer training sessions; sharing personal data with club team managers to enter events;
sharing personal data with facility providers to manage access to the track or check delivery standards, and sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.
For funding and reporting purposes
Sharing anonymised data with a funding partner as a condition of grant funding, e.g. Local Authority; analysing anonymised data to monitor club trends and sending an annual club survey to improve your experience as a club member.
For membership and club management
Processing 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 and publishing race and competition results and any race or team photos.
Marketing and communications (where you provide separate consent)
Sending information about promotions and offers from sponsors; sending information about selling club kit, merchandise or fundraising.
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, WhatsApp, and Instagram. All members are free to join these pages. If you join a social media page, please note that the platform provider has its own privacy policies, for which the Club assumes no responsibility or liability. Please check these policies before submitting personal data on the Club’s social media pages.
Lewes Athletic Club uses social media pages to promote and celebrate its activities. If you wish to opt out of being included in social media, email the membership secretary and update your preferences via the Love Admin Portal. Also, do not participate in group photos during races and Club events.
Who we share your data with
When you join the Club, we automatically register you as a member of England Athletics Limited. We provide England Athletics Limited with your Athletics Data, which they 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 questions about how England Athletics Limited handles your data, contact them at dataprotection@englandathletics.org.
The Club does not supply any personal data it holds for this purpose to any other third party.
The Club does not store or transfer your data outside of the UK.
How long we hold your data
We hold your data on file as long as you are a club member. Athlete data is updated every year on annual membership forms. The Club securely destroys data after four years of inactivity on a member’s account, which aligns with England Athletics Limited’s retention policy.
We do not process your data for any purposes beyond those detailed in this policy.
Your rights regarding your data
As a data subject, you may have the right at any time to request access to, rectification or erasure of your data; to restrict or object to certain kinds of processing of your data, including direct marketing; to the portability of your data; and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your data. As a data subject, you are not obliged to share your data with the Club. If you choose not to share your data with us, we may not be able to register or administer your membership.