Reading Roadrunners Privacy Policy (27th Jan 2023)

Our contact details

Name: Reading Roadrunners

Address: Palmer Park Leisure Centre & Stadium, Wokingham Rd, Reading RG6 1LF

E-mail: Chair: Chair@readingroadrunners.org, Webmaster: webmaster@readingroadrunners.org, General Secretary: gensec@readingroadrunners.org

Reading Roadrunners is committed to protecting and respecting your privacy and the confidentiality of any personal data you share with us. We endeavour to keep your data safe, and we will always make every effort to protect your privacy.

For any personal data you provide for the purposes of your membership, Reading Roadrunners is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent manner.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we will never do anything with your details that you wouldn’t reasonably expect.

Developing a better understanding of our members, prospective members and event entrants is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.

It is expected that club officers may also process member personal data on behalf of the Club and will also be bound by this privacy notice.

The type of personal information we collect

We will only ever capture the minimum amount of information that we need in relation to your membership or services we provide to you and Reading Roadrunners commits to keeping your information secure.

We currently collect and process the following information:

• Title
• Forename
• Surname
• Preferred Name

• Gender
• Date of Birth
• Address and postcode
• Email address
• Phone numbers: home, business, mobile

• Medical conditions information
• Emergency contact name, relationship to you and phone number
• Second claim and first claim club information
• England Athletics (EA) Number
• Dietary restrictions (incl allergies)

• Your billing address and billing details
• Consent – if you provide us with information based on your consent, any consents you provide to us

We do not knowingly collect, use or otherwise handle Personal Information relating to children under the age of 16.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• Membership registration
• Registering for an event or race

• Correspondence between us, including emails
• Participation in discussions on our social media platforms

We use the information that you have given us in order to:

• Provide membership to Reading Roadrunners
• Register you with England Athletics
• Communicate with you (incl club requests/notices/events/AGM info/races), register you for external league races
• Process and publish race results

• Process payment
• Contact an emergency contact if necessary (in emergency situation only)
• Alert a medical professional of a health condition (in emergency situation only)
• Accommodate your dietary needs at an event.

In the course of our legitimate activities, there may be a need for us to share or give access to your personal data to third parties that provide us with services or host our applications/software that you may access. We may share this information with:

• England Athletics (for affiliation)
• Simmetrics Ltd (for registration and membership management)
• GoCardless and Stripe Payments UK Ltd (for payment processing)
• For external leagues: Hampshire Athletics, South of England Athletic Association, English Road Running Association, English Cross Country Association, British Masters Athletics Federation.

• Medical conditions information and emergency contact details may be shared with Coaches and Committee members in a medical emergency only and shared with emergency medical personnel if necessary.

We will never commercially sell your personal data to anyone else.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

Your consent. You are able to remove your consent at any time. You can do this by contacting the General Secretary: gensec@readingroadrunners.org

We have a contractual obligation.

We have a vital interest.

We have a legal obligation.

We have a legitimate interest.

How we store your personal information

Your information is securely stored in our membership management system myclubhouse managed by Simmetrics Ltd. This is password protected.

We will only keep your information for as long as we need it to manage your membership, event registration or other services. There are statutory timescales on how long we should keep your information, for example, financial records must be kept for two years, information associated with Health and Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner. While payment data is being retained, if your information is removed from our membership management system the payment data is anonymised.

Individual members are responsible for keeping their own personal data up to date and have access to their primary records on myclubhouse for this purpose.

We will dispose of your information by deleting all your information from our membership management system.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us via the General Secretary: gensec@readingroadrunners.org if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Chair@readingroadrunners.org.

To protect your privacy and security, before responding to you, we may request that you supply us with appropriate evidence of your identity. We may withhold such personal information to the extent permitted by law.

If you are unhappy with the way we have handled your Personal Information, you can also make a complaint to the Information Commissioner's Office (ICO) who is responsible for making sure that organisations comply with the law on handling personal information. https://ico.org.uk/global/contact-us/

Third-party websites

Where our sites contain links to third party websites, e.g. social media channels like Facebook, you should review the privacy policy of that channel before clicking on the relevant link to learn more about what Personal Information that channel will collect, use and otherwise handle about you. We are not responsible for the privacy policies or practices of third-party websites.