BWF AC is committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to the 24th May 2018 and the General Data Protection Regulations (GDPR) on and from the 25th May 2018 (Data Protection Legislation.) This policy explains how the information we collect about you is used and kept securely. It also your right to access your information under Data Protection Legislation.
All Club Officials and Team Managers will be made aware of the Policy and their obligations when handing personal data.
Data will not be passed onto outside Third Party organisations for any marketing or other purposes or shared with anyone who does not require it, even if a club member of BWF AC.
All principles apply to “Paper” as well as “Digital” records.
Blackpool, Wyre & Fylde AC is a volunteer led Athletics Club which is affiliated to England Athletics. The primary aim of the club is to provide appropriate coaching, training, and competition opportunities for all club members. The club offers the full range of athletic competition for both Juniors (7+) through to Seniors.
The data we collect from you
In becoming a member of BWFAC, the club will collect certain information from you, which will include your name, date of birth, gender, email address, address, telephone numbers, details of any coaching or officiating qualifications, any other membership of athletic clubs, equity monitoring, disability & medical information and emergency contact details. This is Athletics Data and will be held by the club in various formats – paper or electronically.
Why BWF AC will collect the data
The use of the Athletics Data will include the following activities for the club: –
Training and competition entry
- Share data with Club Coaches where required and to administer training sessions
- Share data with Club Team Managers to enter events
- Share data with Leagues, County, Regional and National Associations and other Competition Providers for entry in events
Funding and Reporting Purposes
- Anonymised data shared with a funding partner as a condition of any grant funding
- Anonymised data analysed to monitor club trends
- Anonymised data for the purposes of the Club`s Clubmark application with England Athletics
Membership and Club Management
- Processing of Membership Forms and payments
- Share data with Committee Members to provide information about club activities, Membership Renewals or invitation to social events
- Publishing of race and competition results
- Website management
- Emails regarding club activities or forthcoming events
How long will BWF AC keep the data?
BWF AC will retain your Athletics Data for such time as you are registered as a member with the club and start to delete it if you do not renew within 12 months.
BWF AC will delete your Athletics Data on a staged basis following your resignation or else lapsing. The Membership Year runs from 1st April to 31st March of the following year so deletion will follow on after a 12 month period.
How do BWF AC manage your data and keep it secure?
All key data will be held on the EA Portal and exported by the Membership Secretary as and when required. Key messages will be emailed using the Portal email facilities whilst limited details will be passed out to Team Managers. The information provided will be that required by the various Leagues for entry and monitoring of affiliation.
All Team Manager will delete any data held with 3 months of the relevant season ending.
All holders of data will ensure that it is held securely and password protected. When sending files out they should be password protected and the password sent out via a separate email.
Any data breach must be reported to the BWF AC Chair and Secretary within 24 hours of becoming aware of it and they must then report it to the ICO within 48 hours of becoming aware of it.
You have the following rights under Data Protection Legislation: –
- To access a copy of the information comprised within your Athletics Data, this is a subject access request – to do this you should write to the Club Secretary and the club has to comply within one month. You may be asked to provide two forms of identity.
- To object to processing your Athletics Data if it 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 Athletics Data rectified, blocked, erased or destroyed
- To claim compensation for damages caused by a breach of Data Protection Legislation
Blackpool, Wyre & Fylde AC – 17th April 2018