Blackwater Valley Runners (BVR) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, BVR 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 BVR information about yourself by completing online forms, written correspondence (including emails) or phone calls. The information you provide may include your name, date of birth, address, e-mail address, phone number; BVR may also ask for relevant medical information which is classed as special category personal data.
Why we need your personal data
BVR requires your data to be able to administer your membership, and provide membership services. BVR’s lawful basis for processing your Personal Data is an obligation to you as a member to provide membership services.
Reasons we need to process your data may include:
For training and competition entry
- sharing personal data with club coaches or officials to administer training sessions;
- sharing personal data with club organisers to enter events;
- sharing personal data with leagues and other competition providers for entry in events.
For reporting purposes
- sending out a 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 and invitations to social events;
- publishing of race and competition results.
Any special category health data BVR holds on you is processed only for the purpose of dealing with a medical emergency. BVR processes this data on the lawful basis of consent. Therefore, BVR will need your explicit consent to process this data; this will be requested at the point of collecting it.
On occasion BVR may collect personal data from non-members e.g. before a non-member begins a trial session with the club. This information will be stored until the non-member decides whether or not to join BVR, or for up to 4 weeks, and then destroyed securely. BVR processes this data on the lawful basis of consent. Therefore, BVR will need your explicit consent to process this data; this will be requested at the point of collecting it.
BVR may host running events, for such activities BVR will use sports management companies to manage the entries, these companies will have their own privacy policies.
Sharing your personal data
BVR uses an online company called membermojo to process your Personal Data. This company provides its own Privacy Notice which can be found on their website.
When you become a member of BVR you can also choose to be registered as a member of England Athletics Limited. If you choose to register, BVR 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 dataprotection@englandathletics.org.
Social Media & Websites
BVR has a social media group on Facebook, to provide information on upcoming events and allow group members to share information. Membership to this group is open only to BVR members, granted by the Membership Secretary, and posts are only visible to members.
BVR has a Strava club which provides information about activities performed by club members. Joining the Strava club is optional. Membership is open only to BVR members, granted by the Membership Secretary, but all activities posted are visible to the general public. Strava club members are responsible for choosing which of their activities are posted to the Strava club.
BVR has a dedicated website, a public Facebook page, and Instragram and Twitter accounts, which together provide a plethora of club information useful to anyone thinking of joining the club; this may include some member’s names and images from club events. If you don’t want your image to appear on the public Facebook page, it’s best not to participate in BVR group photos. If your image has appeared and you want it removed, contact the club secretary.
BVR also has websites and Facebook pages for open races hosted by the club.
There are a number of BVR Admins and Moderators who review posts for compliance with BVR social media policy. Please note that providers of the social media platform(s) have their own privacy policies and that BVR 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. Members are responsible for their own posts, and must consider whether they have permission to use any images posted.
How long do we keep your personal data?
BVR will hold your personal data on file for as long as you are a member; any personal data we hold on you will be securely destroyed after four years of leaving the club (in accordance with England Athletics privacy policy). Your data will not be processed for any further purposes other than those detailed in this policy.
Historical data on the results of club races may be held for longer than 4 years.
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 BVR. If you choose not to share your personal data with us we will not be able to register or administer your membership.