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Privacy Policy

What you need to know about our General Data Protection Update

On 25th May 2018 new data protection laws were launched meaning the way your personal information is stored is much more secure and you have more control over where and how it is used.

Although as a club we do not need to make any changes to the way we collect or store your data, we wanted to make sure you know what processes we take to make sure what you share with us is safe.

Firstly, however, please take a look at the message below from England Athletics:

England Athletics has been asking people involved in the sport, particularly as athletes, coaches or officials to log in to their England Athletics profile to confirm details including their mailing preferences.

This is being done due to important changes in the ways England Athletics has made to how it communicates with the sport and the new General Data Protection Regulations that recently came into effect.

If you have not yet done so, please go to www.englandathletics.org/myprofile to confirm your details, and use the Forgotten URN or Forgotten Password links if needed. (In the event that you have not received a link / reminder within one hour, please check your spam and junk folders.)

This will enable you to receive key information and other information in line with your stated preferences.

For more info on England Athletic’s GDPR regulations click on www.englandathletics.org/aboutGDPR You can also check out their privacy policy here to see how they manage your data.

Here is how we manage your data:

Collecting data - We only collect data that is of genuine interest to the job we are undertaking at any time. At a basic level that means collecting it for membership purposes, but this also includes collecting info for social events, club competitions such as the championships, and kit orders. We are not operating entirely electronically since May 2018 so will not collect any data via paper format. Although we do not take junior members, we are also committed to protecting the privacy of children under 18 who are under the responsibility of their parent. Where appropriate we will seek consent from a parent or guardian before collecting the personal data of a child under 18 and will seek verbal consent for any children over the age of 13.

Storing data - All data that is collected is stored in secure files within Google Drive and not on any personal devices. The Committee member who collects those details is responsible for that data and and will keep minimal copies.

Sharing/Transferring data - Itchen Spitfires RC do not share any data with third party companies unless given permission to. This may include race leagues such as the RR10s and CC6s but only if you pass your data to us specifically for this purpose.

Retaining & Removing data - If you transfer or leave the club, your data is removed from our club portal immediately. Once data is used for a specific purpose (e.g. RR10s, CC6s, Club Championships) the document holding the data for this purpose will be removed from the secure folder and destroyed.You can request for your data to be removed at any point by speaking to the relevant Club Committee member.

To view our full Privacy Notice, click here.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Itchen Spitfires Running Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.