Barton & District AC – Privacy Policy

Barton & District AC is committed to protecting and respecting your privacy. We take the protection of data we hold about our members and athletes seriously and ensure that all data is handled in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) from 25 May 2018 onwards (Data Protection Legislation). For any personal data you provide for the purposes of your membership, Barton & District AC is the Data Controller and is responsible for storing and processing that data in a fair, lawful, secure, and transparent manner.

1. What Personal Data We Hold

You may provide us with personal data by filling in forms at events, online, or by corresponding with us via phone, email, or otherwise. This includes information provided when registering with the club. The personal data we collect may include:

• Name
• Date of birth
• Address
• Email address
• Phone number
• Name of the England Athletics (EA) affiliated clubs you are registered with
• Gender (Athletics Data)
• Emergency contact details
• Relevant health information (special category personal data)

2. Why We Need Your Personal Data

We collect and process your personal data to manage your membership and deliver the services you sign up for when joining Barton & District AC. Our lawful basis for processing this data is our contractual obligation to you as a member. The reasons for processing your data include:

Training and Competition Entry

• Sharing data with club coaches and officials to administer training sessions
• Sharing data with club team managers to enter events
• Sharing data with leagues, county associations, and competition providers for event entry

Funding and Reporting Purposes

• Analysing anonymised data to monitor club trends
• Conducting an annual club survey to improve your experience as a member

Membership and Club Management

• Processing membership forms and payments
• Sharing data with committee members to provide information about club activities, membership renewals, and social events
• Sending weekly club emails promoting club activities
• Publishing race and competition results

Marketing and Communications (where separate consent is provided)

• Sending information about promotions and offers from sponsors
• Providing details about club kit, merchandise, or fundraising efforts

Any special category health data we hold is processed solely to ensure the safe participation in training sessions. We process this data on the lawful basis of consent, which will be explicitly requested at the point of collection.

3. Social Media

Barton & District AC operates official social media pages, including an active Facebook group. Members may freely join these pages. However, these platforms have their own privacy policies, and we do not accept responsibility or liability for their policies. Please check these policies before submitting personal data on club-related social media pages.

4. Who We Share Your Data With

As part of your club membership, you are automatically registered with England Athletics Limited. We will provide England Athletics with your Athletics Data, which they use to enable access to the MyAthletics portal. England Athletics will contact you to invite you to sign in and update your privacy settings. If you have concerns about your data when shared with England Athletics, please contact dataprotection@englandathletics.org.

Barton & District AC does not share personal data with any other third parties. We do not store or transfer personal data outside the UK.

5. How Long We Hold Your Data

We retain personal data for as long as you remain a member. Athlete data is reviewed and updated annually. If a member has been inactive for four years, their personal data will be securely deleted, in line with England Athletics’ retention policy. We do not process data for any purpose beyond those stated in this policy.

6. Your Rights Regarding Your Data

As a data subject, you have the right to:

• Request access to, rectification, or erasure of your personal data
• Restrict or object to certain types of processing, including direct marketing
• Request data portability
• Lodge a complaint with the Information Commissioner’s Office (ICO) regarding our handling of your data

Providing personal data is not mandatory; however, refusal to share certain details may affect our ability to register or administer your membership effectively.

7. Contact Us

If you have any questions, concerns, or requests regarding this privacy policy or how we handle your data, please contact us via our website or email.

Last Updated: 27/03/25