Privacy Policy

Ealing Eagles Running Club Privacy Notice

Ealing Eagles Running Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Ealing Eagles 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.   The information you give us 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).

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 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 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 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

On occasion we may collect personal data from non-members, for example in relation to the club Beginner’s programme. This information will be stored for 1 month or the duration of the activity it relates to and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages - Facebook and Twitter. 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 pages.

Who we share your personal data with

When you become a member of Ealing Eagles Running Club, you** will also automatically be registered as a member of England Athletics Limited. We 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.  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 annual membership forms. Any personal data we hold on you will be securely destroyed after five 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 with us we may not be able to register or administer your membership.

 

Website Privacy Policy

We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.

(1)    What information do we collect?

We may collect, store and use the following kinds of personal data:

(a)    information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views)

(b)    information relating to any transactions carried out between you and us on or in relation to this website, including information relating to any purchases you make of our goods or services

(c)    information that you provide to us for the purpose of registering with us

(d)    information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters

(e)    any other information that you choose to send to us; and

In order to protect the site against spam and unsolicited messages, this site uses Mollomto analyse data submitted.

(2)    Cookies

A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both “session” cookies and “persistent” cookies on the website.  We will use the session cookies to: keep track of you whilst you navigate the website. We will use the persistent cookies to enable our website to recognise you when you visit

Session cookies will be deleted from your computer when you close your browser.  Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.

We use Google Analytics to analyse the use of this website.  Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers.  The information generated relating to our website is used to create reports about the use of the website. Google will store this information.  Google's privacy policy is available at: http://www.google.com/privacypolicy.html.

We publish Google Adsense interest-based advertisements on our website.  These are tailored by Google to reflect your interests.  To determine your interests, Google will track your behaviour across the web using cookies.  You can view, delete or add interest categories associated with your browser using Google's Ads Preference Manager, available at: http://www.google.com/ads/preferences/.  You can opt-out of the Adsense partner network cookie at: http://www.google.com/privacy_ads.html However, this opt-out mechanism uses a cookie, and if you clear the cookies from your browser your opt-out will not be maintained. To ensure that an opt-out is maintained in respect of a particular browser, you should use the Google browser plug-in available at:http://www.google.com/ads/preferences/plugin.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies.  For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.  Blocking all cookies will, however, have a negative impact upon the usability of many websites

(3)    Using your personal data

Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.

We may use your personal information to:

(a)    administer the website;

(b)    improve your browsing experience by personalising the website;

(c)    enable your use of the services available on the website;

(d)    send to you goods purchased via the website, and supply to you services purchased via the website;

(f)    send you general (non-marketing) commercial communications;

(g)    send you email notifications which you have specifically requested;

(h)    send to you our newsletter where you have specifically agreed to this, by email or similar technology

(i)    provide third parties with statistical information about our users – but this information will not be used to identify any individual user;

(j)    deal with enquiries and complaints made by or about you relating to the website;

Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the license you grant to us.

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

All our website financial transactions are handled through our payment services provider, Paypal.  You should only provide your personal information to Paypal after reviewing the Paypal privacy policy (available at www.paypal.com).  We will share information withPaypal only to the extent necessary for the purposes of processing payments you make via our website.

(4)     Disclosures

We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes as set out in this privacy policy.

In addition, we may disclose information about you:

(a)    to the extent that we are required to do so by law;

(b)    in connection with any legal proceedings or prospective legal proceedings;

(c)    in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and

Except as provided in this privacy policy, we will not provide your information to third parties.

(6)    Security of your personal data

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.

Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

(7)    Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website.  You should check this page occasionally to ensure you are happy with any changes.  

(8)    Your rights

You may instruct us to provide you with any personal information we hold about you.  Provision of such information may be subject to the payment of a fee (currently fixed at £10.00).

You may instruct us not to process your personal data for marketing purposes by emailat any time.  (In practice, you will usually either expressly agree in advance to our use of your personal data for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.)

(9)    Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

(10)    Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.

(11)     Contact

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to info@ealingeagles.com

This website portion of this privacy policy is courtesy of Employment Law Contracts and Website Law

*junior members are not entitled to join our social media pages

** junior members are not automatically registered as a member of England Athletics. If a junior member chooses to be registered, that junior member's Athletics Data will be shared as provided above with England Athletics Limited.

JUNIORS PHOTO POLICY

The Ealing Eagles Running Club recognises the need to ensure the welfare and safety of all young people in athletics and, in accordance with the UK Athletics child protection policy and procedures, will not permit photographs, video or other images of children/young people to be taken without the consent of the parents/carers and children/young people. The Ealing Eagles Running Club will take all possible steps to ensure any photographs, videos or other images taken are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform the Club Welfare Officer immediately.