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Privacy Notice

Herts Phoenix AC is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Herts Phoenix AC is the Data Controller and is responsible for storing and otherwise processing that data in a secure and transparent way.

What personal data we hold on you

You give us information about yourself 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). We also ask for relevant health information, which is classed as special category personal 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 information 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 leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

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
publishing of race and competition results

Marketing and communications

sending information about promotions and offers from sponsors
information about club kit

Any special category health data we hold on you is only processed for the purpose of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event. This information will be stored for 30 days after an event and then destroyed securely. Our lawful basis for processing data is consent.

The club has the following social media pages Facebook, WhatsApp, Twitter, Instagram for various groups. Members are free to join relevant pages. If you join one of the Social Media pages, please note that providers of the social media platforms 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 the 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 four 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, rectify or erase your personal data. You have the right to restrict or object to certain kinds of processing of your personal data, 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 Herts Phoenix AC, we may not be able to register or administer your membership.

Herts Phoenix Athletic Club

Ware

Wodson Park Ware SG12 0UQ

Welwyn Garden City

Gosling Sports Park
Welwyn GC
AL8 6XE

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Home
Our Club
Fixtures
- Summer Fixtures
- Winter Fixtures
Gallery
Club Records
- Under 13
- Under 15
- Under 17
- Under 20
- Senior
- Master 35
- Master 40
- Master 45
- Master 50
- Master 55
- Master 60
- Master 65
- Master 70
- Master 75
- Master 80
- Master 85
- Master 90
Training
Competition
Latest News
Contact us