Data Protection Policy

Privacy Notice

Crewkerne Running Club are committed to protecting and respecting your privacy. For any personal
data you provide for the purposes of your membership, Crewkerne Running 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 we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding
with us by phone, e-mail or otherwise. This includes information you provide when you register with
the Club, [subscribe to our newsletter, or participate in discussion boards on our website (Facebook
etc). The information you give us may include your name, date of birth, address, e-mail address,
phone number, name of the EA/ARC affiliated Clubs with which you are registered and gender
(Athletics Data). [We may also ask for relevant [health information, and emergency contact data if you
are taken ill on a run] which is classed as special category personal data.]
If you are entering one of our organised events and signing entry form either online or paper forms,
you agree that we may publish your Personal Information as part of the results of the Event and may
pass such information to the governing body or any affiliated organisation for the purpose of
insurance, licences or for publishing results either for the event alone or combined with or compared
to other events. Results may include (but not be limited to) name, any club affiliation, race times, sex
and age category. Your data maybe held by us to assist with the data entry and in case we need to
contact you regarding trophies for the following years event or to inform you of the next years event.
Images of the event maybe published on web site or social media.

Why we need your personal data

The reason we need 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. Our lawful basis for
processing your personal is that we have a contractual 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 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 leagues (Somerset Series), county associations and other competition providers for entry in events.

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 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 promotions and offers from sponsors;
  • sending information about selling club kit, merchandise or fundraising.

The club has the following social media pages [Facebook]. All members are free to join these pages.
If you join one of the Social Media pages, please note that 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

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 and
pay the extra fee, 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
This email address is being protected from spambots. You need JavaScript enabled to view it.. If you do not tick the box, the we will not share your data with
England Athletics Limited. Please be aware that should you ever wish to compete in your sport you
will have to register with England Athletics Limited at that time.]

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 personal data outside of the UK.]

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. Athlete data is
updated every year on our member list . Any personal data we hold 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

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

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.