Tunbridge Wells Harriers (TWH) is a Kent-based amateur sports club with a focus on track athletics, road running and cross country. TWH are affiliated with the sports national governing body England Athletics (EA). Our affiliation number is xxxxxxxx.
What data we will collect
In becoming a member of TWH, the club will collect certain information about you which will include your name, date and place of birth, gender, email address, address and telephone numbers (Athletics Data). In addition if you choose to affiliate with EA for the purpose of acquiring an EA number at the time of registration, or at a later date, then your Athletics Data will be passed through to EA. Once you are a member of TWH you can maintain your Athletics Data by logging into the clubs membership system at:
Why we will collect it
We will collect and process your Athletics Data for the purposes of administering your involvement in the sport and, optionally, of registering you as a member of EA. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the sport.
How long we will keep it
We will retain your Athletics Data for such time as you are a member of TWH. If you resign from the club, are removed for non payment of subscriptions or are removed for any other reason then your data is retained on our membership system for a period of five years.
You have the following rights under data protection legislation:
- to access a copy of the information comprised in your personal data;
- to object to processing of your personal data that is likely to cause or is causing damage or distress;
- to prevent processing for direct marketing;
- to object to decisions being taken by automated means;
- in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
- can seek redress for a breach of data protection legislation.
Sharing your data
We may share your Athletics Data in order to enter you into Cross Country events, e.g. the Kent County Athletics Association or with selected members of the National Council, Regional Councils, County Athletics Association and / or Area Athletics Association and third- party data managers that we appoint as data processors as part of administering your involvement in the sport. We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data.
If you have any concerns or complaints in relation to how TWH collects and/or processes your personal data, you should contact the club secretary in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by TWH, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk)
TWH is the owner of this website and we are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). The website is maintained by TWH. For the purposes of data protection legislation, TWH is the data controller. This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.
The information we collect about you
We may collect the following information about you through our online membership form:
Your name, date and place of birth, gender, email address, address, telephone numbers, athletic events you are interested in, disability information and the names of other England Athletics (EA) affiliated Clubs with which you are a member (Athletics Data).
You can maintain your own personal Athletics Data by logging into the club’s membership system:
How we use your information
We may use your personal information for a number of purposes, including:
- To deal with your requests and enquiries.
- To contact you for reasons related to your enquiry.
- To notify you about Athletics Events.
- To notify you about the Annual General Meeting or other meetings.
- To remind you when club subscriptions are due.
- To register you with England Athletics if you opt to pay the EA affiliation fee.
- To obtain relevant information in order to assist the TWH committee in the running of the club.
Protecting your information
The data that we collect from you is stored on TWH’s membership system which is in turn hosted by SportsTG. Access to the data is password protected and limited to a small number of designated administrators. We also protect the security of your data using Secure Sockets Layer (SSL) encryption technology.
Finding out what information TWH holds about you
Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact the club secretary
We will retain your Athletics Data for such time as you are a member of TWH If you resign from the club, are removed for non payment of subscriptions or are removed for any other reason then your data is retained on our membership system for a period of five years.