Privacy Policy

PRIVACY POLICY for Impact Athletic Club

Impact Athletic Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Impact Athletic 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 for 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 numbers, emergency contact details, ethnicity details, and relevant health or disability information and where relevant, the 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 data 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 and payments;
  • sharing data with committee members and coaches and helpers to provide information about club
  • activities and club membership renewals or invitation to social events;
  • club social media presence promoting club activity;
  • publishing of race and competition results

Any special category health data we hold on you is only processed for the purpose(s) 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.

Who we share your personal data with

When you become a member of or renew your membership with Impact Athletic Club we only use your personal data for club purposes. If you wish to compete as an U13 or U15 athlete, you can ask to be registered as a member of England Athletics (you have to register with England Athletics to participate in competitions under UKA Rules). We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org. If you do not tick the box and then decide to compete for the club, we will need to register you with England Athletics and we will inform you at that time. The Club does not supply any personal data it holds for this purpose to any other third party unless we have made a contract with a third party to support or manage our membership. The Club may use cloud storage facilities to store our/your data.

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 on 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, 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.

July 2024