Thanet Roadrunners Athletics Club understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits Our Site and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and our obligations under the law.
For the Safeguard and protecting children in athletics policy and procedures document click here
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account” – means an account required to access and/or use certain areas and features of our site;
“Cookie” – means a small text file placed on your computer or device by our Site when you visit certain parts of our site and/or when you use certain features of our site. Details of the Cookies used by our site are set out in section 11, below;]
“Our Site” – Mean https://www.thanetroadrunnersac.com
“UK and EU Cookie Law” – means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended in 2004, 2011 and 2015; and]
“We/Us/Our” – means Thanet Roadrunners Athletics Club whose registered address is East Kent Sports Hall, The Royal Harbour Academy Ramsgate, CT12 6NB
“Services” – Membership of the Thanet Roadrunners Athletics Club
2. Information About Us
2.1 Our Site, https://www.thanetroadrunners.org.uk/, is owned by us and operated by Thanet Roadrunners Athletics Club, a non-incorporated association whose registered address is East Kent Sports Hall, The Royal Harbour Academy Ramsgate, CT12 6NB
Our data protection representative can be contacted at firstname.lastname@example.org
3. Scope – What Does This Policy Cover?
4. What Data Do We Collect?
4.2 Date of birth;
4.4 Contact information such as email addresses and telephone numbers;
4.5 Demographic information such as post code, and preferences
4.6 IP address (automatically collected);
4.7 Web browser type and version (automatically collected)
4.8 Operating system (automatically collected);
4.9 A list of URLs starting with a referring site, your activity on Our Site, and the site you exit to (automatically collected);
4.10 Medical information
4.11 Next of kin
4.12 Photos and Video footage that may include you
4.13 License Number
5. How Do We Use Your Data?
5.1 All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). For more details on security see section 6, below.
5.2 We use your data to provide the best possible services to you. This includes:
5.2.1 Providing and managing your forum profile;
5.2.2 Providing and managing your access to our site;
5.2.3 Personalising and tailoring your experience on our site;
5.2.4 Supplying Our services to you;
5.2.5 Personalising and tailoring Our products and services for you;
5.2.6 Responding to communications from you;
5.2.7 Supplying you with email e.g. newsletters, alerts etc. that you have subscribed to (you may unsubscribe or opt-out at any time by clicking unsubscribe at the bottom of every email we send)
5.2.8 Analysing your use of our site and gathering feedback to enable us to continually improve our site and your user experience;
5.3 With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended in 2004, 2011 and 2015.
5.4 Under GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following basis applies:
a) you have given consent to the processing of your personal data for one or more specific purposes;
b) processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract;
c) processing is necessary to protect the vital interests of you or of another natural person;
d) processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child or venerable person.
6. How and Where Do We Store Your Data?
6.1 We only keep your data for as long as we need to in order to use it as described above in section 5, and/or for as long as we have your permission to keep it. In any event, we will conduct an annual review to ascertain whether we need to keep your data. Your data will be deleted if we no longer need it in accordance with the terms of our Data Retention Policy. Our Data Retention Policies are: Members’ personal data will be deleted within 30 days from the expiry of their membership.
Website data via tracking will only be stored for 90 days then deleted automatically.
Any photo or video footage can be removed from our website and other marketing material within reason upon request within 30 days.
6.2 Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein).
Data security is of great importance to us, and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through our site and any other data collection methods.
Notwithstanding the security measures that we take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to us data via the internet.
7. Do We Share Your Data?
7.1 We may contract with third parties to supply services to you on our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, we will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, our obligations, and the obligations of the third party under the law. We currently contract with:
Cloud Space UK – https://www.cloudspaceuk.co.uk/– for the current management of the website
Mailchimp – https://mailchimp.com/ – for the ability to communicate with you via email.
Google Analytics – https://www.google.com/analytics/ – To track website visitors on our site to improve the experience on our site.
Sporting Events UK – http://www.sportingeventsuk.com/ – Race time tracking
Paypal – https://www.paypal.com/ – For online payments
English Athletics – https://www.englandathletics.org/
United Kingdom Athletics – https://www.uka.org.uk/
Run Britain – https://www.runbritain.com/
Kent Athletics – http://www.kcaa.org.uk/
Kent Fitness League – https://kfl.canterburyharriers.org
Google Drive – https://www.google.co.uk/drive/ – To store data
SE Medical – http://www.semedical.co.uk/
7.2 We may compile statistics about the use of our site including data on traffic, usage patterns, user numbers, sales and other information. All such data will be anonymised and will not include any personally identifying information. We may from time to time share such data with third parties such as prospective investors, affiliates, partners and advertisers. Data will only be shared and used within the bounds of the law.
7.3 In certain circumstances we may be legally required to share certain data held by us, which may include your personal information, for example, where we are involved in legal proceedings, where we are complying with the requirements of legislation, a court order, or a governmental authority. We do not require any further consent from you in order to share your data in such circumstances and will comply as required with any legally binding request that is made of us.
8. How Can You Control Your Data?
8.1 When you submit information via our site or by completing membership forms, you may be given options to restrict our use of your data. We aim to give you strong controls on our use of your data (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails and at the point of providing your details).
You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
Your Right to Withhold Information and Your Right to Withdraw Information After You Have Given it
8.2 You may access certain areas of our site without providing any data at all. However, to use all features and functions available on our site you may be required to submit or allow for the collection of certain data.
8.4 You may withdraw your consent for us to use your personal data as set out in section in 5 at any time by contacting us using the details set out in section 13, and we will delete your data from our systems. However, you acknowledge this may limit our ability to provide the best possible products and services to you.
9. How Can You Access Your Data?
You have the legal right to ask for a copy of any of your personal data held by us (where such data is held). Please contact us for more details at email@example.com, or using the contact details below in section 13.
10. What Cookies Do We Use and What For?
10.2 By using our site you may also receive certain third party Cookies on your computer or device. Third party Cookies are those placed by websites, services, and/or parties other than us. We use third party Cookies on our site for marketing, advertising and for providing a more personalised service for our users. For more details, please refer to section 5, above, and to section 12.6 below. These Cookies are not integral to the functioning of our site.
10.3 All Cookies used by and on our site are used in accordance with current English and EU Cookie Law.
10.4 Certain features of our site depend on Cookies to function. UK and EU Cookie Law deems these Cookies to be “strictly necessary”. These Cookies are shown below in section 12.6. Your consent will not be sought to place these Cookies. You may still block these Cookies by changing your internet browser’s settings as detailed below in section.
10.5 The following first party Cookies may be placed on your computer or device:
Name of Cookie
Google Analytics – Tracking
Google Analytics – Tracking
Google Analytics – Tracking
PHP – To load and browse the website
and the following third-party Cookies may be placed on your computer or device:
Name of Cookie
|There are no third-party cookies being used on our site at this time.|
10.6 Our Site uses analytics services provided by Google Analytics. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how people use our site. This, in turn, enables us to improve our site and the products and services offered through it. You do not have to allow us to use these Cookies, as detailed below, however whilst our use of them does not pose any risk to your privacy or your safe use of our site, it does enable us to continually improve our site, making it a better and more useful experience for you.
10.7 The analytics service(s) used by Our Site use(s) Cookies to gather the required information. Certain of these Cookies may be placed immediately when you first visit Our Site and it may not be possible for us to obtain your prior consent. You may remove these Cookies and prevent future use of them by following the steps set out below in section 11.10.
10.8 You can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all cookies or only third-party cookies. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
10.9 You can choose to delete Cookies at any time however you may lose any information that enables you to access our site more quickly and efficiently including, but not limited to, login and personalisation settings.
10.10 It is recommended that you keep your internet browser and operating system up-to date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
11. Summary of Your Rights under GDPR
Under the GDPR, you have:
the right to request access to, deletion of or correction of, your personal data held by us;
the right to complain to a supervisory authority;
be informed of what data processing is taking place;
the right to restrict processing;
the right to data portability;
object to processing of your personal data;
rights with respect to automated decision-making and profiling (see section 13 below).
12. Automated Decision-Making and Profiling
12.1 In the event that we use personal data for the purposes of automated decision-making and those decisions have a legal (or similarly significant effect) on you, you have the right to challenge to such decisions under GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from us.
12.2 The right described in section 13.1 does not apply in the following circumstances:
a) The decision is necessary for the entry into, or performance of, a contract between the you and us;
b) The decision is authorised by law; or
c) You have given explicit consent
12.3 Where we use your personal data for profiling purposes, the following shall apply:
a) Clear information explaining the profiling will be provided, including its significance and the likely consequences;
b) Appropriate mathematical or statistical procedures will be used;
c) Technical and organisational measures necessary to minimise the risk of errors and to enable such errors to be easily corrected shall be implemented; and
d) All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling.
12.4 We currently make the following automated decisions: None at this point
12.5 We currently profile your personal data for the following purposes: None at this point
13. Contacting Us