Grantham Athletic Club is committed to protecting and respecting your privacy. The Club ensures that it processes personal information in compliance with all relevant data protection legislation including the General Data Protection Regulation and Data Protection Act 2018.
This Policy explains when and why we collect personal information about people who use the club, participate in events run by the club or visit our website (www.granthamac.com), how we use that information, the conditions under which we may disclose it to others and how we keep it secure.
We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this Policy.
Any questions regarding this Policy and our privacy practices should be sent by email to firstname.lastname@example.org or by writing to Fraser Marshall, Communications Officer, South Kesteven Sports Stadium, Trent Road, Grantham, Lincolnshire, NG31 7XQ.
Who are we?
We’re Grantham Athletic Club, an athletics club from Grantham, Lincolnshire specialising in Track and Field, Cross Country and Road Running, including the annual Newton’s Fraction half marathon.
Grantham Athletic Club is affiliated with England Athletics and the club conforms to national and regional policies and procedures, which includes all UK Athletics policies and codes of conducts: England Athletics Org. The registered address is South Kesteven Sports Stadium, Trent Road, Grantham, Lincolnshire, NG31 7XQ.
How do we collect information from you?
We obtain information about you in the following circumstances:
- When you submit it to us, for example, via membership forms or event registration
- When you write to us, whether by letter, email, SMS, website forms
- When our kit supplier provides a summary of purchases to the club
What type of information is collected from you and how is it used?
The personal information we collect depends on the purpose for which we’ve collected it. The grid below describes the most frequent types of collection.
|Purpose of Processing||Types of Data Collected/ Retention Period||Legal Basis for Processing|
|To administer your membership of the Club||
This information is held for a period of one year after the end of the current membership year.
|Contract between you and Grantham Athletic Club|
|Participating in an event such as a race, competition or training run by the Club||
This information, excluding achievements, is held for a period of one year after the end of the current membership year. Achievements information, such as name and result, will be retained in perpetuity as club records.
|Contract between you and Grantham Athletic Club|
|For use in the Club’s publicity materials including website and social media platforms||
This information will be retained in perpetuity as club records.
|Legitimate Interests of Grantham Athletic Club|
|When you visit the Club’s website||
Grantham Athletic Club does not set any cookies for its own purposes.
The online identifiers information is retained as set out in WordPress’s Cookies page. WordPress sets Cookies only if you leave a comment on the website, so if you do not comment, the website will not collect any information about you.
If you do comment, the site stores your IP address, email address and URL (should you enter one) to save you retyping the information if you comment a second time. This information expires automatically after a year.
|Legitimate Interests of Grantham Athletic Club|
|Written communication with the Club||
The content information may be retained in perpetuity as club records. The online identifiers information is retained as set out in WordPress’s Cookies page and as above.
|Consent of the data subject (unsolicited communication)
Contract between you and Grantham Athletic Club (newsletters and correspondence from us to you)
Legitimate Interests of Grantham Athletic Club
|Purchasing or refunding club kit via the Club’s supplier||
Kit purchase information is held by the club for a period of two years. Please note that the club’s kit provider will also retain your information for the period specified on their website.
|Contract between you and the Club and the Club’s kit supplier|
Who has access to your information?
Information is only shared with third parties where such sharing is strictly necessary. We do not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
England Athletics and Affiliated Sporting Bodies
We will share information with other EA-affiliated athletic clubs and organisations as necessary for the administration of events and competition.
Club Kit Suppliers
We use Zeon Teamwear to make our kit. When orders are made via their website, Zeon will receive a summary containing your contact details, the items ordered and the cost of the order. Grantham Athletic Club will also receive a copy of this information to enable it to distribute kit once manufactured. Grantham Athletic Club and Zeon Teamware may also use the information provided by you for the purposes of administering any refunds.
When you purchase a product from Zeon Teamware, your payment card details are never held by Zeon Ware or Grantham Athletic Club. This information is collected by Secure Trading, Zeon Teamwear’s third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.
Secure Trading is a fully certified PCI DSS level 1 payment service provider. This means they provide the highest possible standards to ensure the security of your card information.
Third Party Service Providers working on our behalf
We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings, or chip-timing companies for the purposes of timings during races). However, when we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.
Marketing by Third Parties on Social Media Platforms
If we share carefully vetted competition or event details or other marketing material by third parties upon our social media platforms (including, but not limited to Facebook and Twitter) and you interact with these posts, for example by ‘liking’ a post on Facebook, your information may be accessible to those third parties. You should check the terms and conditions of use with the social media platforms you use as these are not determined by the Club.
The membership application process collects the following consents from applicants. Applicants are under no obligation to agree to any of the following uses of information, and where consent has been given, may withdraw it at any time by sending an email making such a request to email@example.com or by writing to Fraser Marshall, Communications Officer, South Kesteven Sports Stadium, Trent Road, Grantham, Lincolnshire, NG31 7XQ. Withdrawing any of the following consents will not impact on your ability to be a member of, or train or compete with, Grantham Athletic Club.
- being photographed/ recorded during competitions and training by photographers known to the club or the accredited press, and for your/ their name, age and image to be published.
- being photographed/ recorded for the purposes of the club’s website and social media.
- receiving communications about sporting fixtures, club news and achievements.
- receiving relevant athletics-related marketing communications (e.g. non-GAC sporting events you may wish to enter, or Lincolnshire Runner promotions or sales. We will never pass your address to anyone else for this purpose).
We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: firstname.lastname@example.org.
Under GDPR, you have a number of rights over your personal data. These can be enforced by making a request to a request to email@example.com or by writing to Fraser Marshall, Communications Officer, South Kesteven Sports Stadium, Trent Road, Grantham, Lincolnshire, NG31 7XQ. Please note that many of these rights are limited and will not always be agreed to. Grantham Athletic Club will weigh up your legal rights under GDPR against the factors in favour of not granting your rights and inform you accordingly.
- The right to be informed – This page is a Privacy Notice that sets out how we use your data to allow you to make an informed decision about how we’re handling your data, and your rights.
- The right of access – You have the right to access your personal data and information about how it’s used. See the section below ‘How you can access and update your information‘ for more details on how you can access your data.
- The right to rectification – where data about your is incorrect or incomplete, you’re entitled to have it corrected, including if we’ve passed that incorrect/incomplete data to anyone else. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
- The right to erasure – Where there is no justification for the Club having it, you have a right to request the deletion or removal of personal data. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
- The right to restrict processing – You have a right to stop us using your data while inaccurate data is amended, or where you have made any objection to how we use your data, where the use of data is unlawful but you oppose the club simply deleting your data or to prevent us from destroying data you require in order to take or defend legal action.
- The right to data portability – You can request a copy of their data for their own purposes. Typically, this might be to enable you to move to a different club. See the section below ‘How you can access and update your information‘ for more details on how you can correct your data.
- The right to object – You can object to any processing of your data, and if we’re in dispute over whether the processing is harmful, you have a right to have that processing halted until a resolution is agreed. You have a right to object to direct marketing at any time.
- Rights in relation to automated decision making and profiling – Where computer logic results in significant actions in respect of a person (e.g. “send all athletes of a particular age one letter and everyone else a different one”), you have a right to demand a person checks that logic is correctly applied, or you can challenge a decision and have a right to investigate whether the processing is legal.
How you can access and update your information
The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email Stacey Broadley, Membership Secretary at: firstname.lastname@example.org, or write to 56 North Parade, Grantham, Lincolnshire NG31 8AN.
You have the right to ask for a copy of any personal information we may hold about you. You can make a Subject Access Request by contacting us by email: email@example.com.
Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s handled securely. This means that paper information is stored under lock and key when not in use, and that electronic information is stored where it cannot be accessed without a username and strong password.
When you are on a secure page on our website, a lock icon will appear on the bottom of web browsers such as Microsoft Internet Explorer.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, for example via forms, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Links from GAC website to other websites
In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party site and recommend that you check the policy of that third-party site.
16 or Under
We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ the consent of a parent or guardian is required whenever you provide us with personal information.
Transferring your information outside of Europe
Information stored in the cloud or on our website may be transferred to countries outside of the European Union (“EU”). We will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you access personal data from our servers or website while you are outside the EU, that information may be transferred outside the EU in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in December 2018.