Data Protection Policy & Privacy Notice

Privacy Policy

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 Data Protection Act 1998 and after 25th May 2018, the General Data Protection Legislation.

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 comms@granthamac.com 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 Types of data collected/ Retention Period
To administer your membership of the Club
  • Contact details (name, address, email address, telephone number)
  • Medical information as required by England Athletics or other official sports bodies
  • Consents for use of personal data

This information is held for a period of one year after the end of the current membership year.

Participating in an event such as a race, competition or training run by the Club
  • Contact details (name, address, email address, telephone number)
  • Medical information as required by England Athletics or other official sports bodies
  • Sporting achievements

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.

For use in the Club’s publicity materials including website and social media platforms
  • Name, age, photograph, sporting achievements.

This information will be retained in perpetuity as club records.

When you visit the Club’s website
  • Online identifiers such as IP address, pages visited

The online identifiers information is retained as set out in WordPress’s Cookies page. Grantham Athletic Club does not set any cookies. 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. We also use Akismet, a spam-prevention tool to automatically bin unwanted comments. You can read their Privacy Policy here: https://automattic.com/privacy-notice/

Written communication with the Club
  • Contact details (typically name and email address)
  • May include online identifiers such as IP address when submitted via webform
  • Any other personal details submitted by you

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.

Purchasing or refunding club kit via the Club’s supplier
  • Name and contact details
  • Club kit purchased (including sizing information)
  • Cost information excluding card details

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.

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 your personal information with England Athletics for the purposes of administering the sport, including affiliation, the organisation and running of sporting events and competitions. England Athletics will then become a data controller of your personal information in their own right and you should check their privacy policy which is accessible via: https://www.englandathletics.org/search-this-site

We will share information with other EA-affiliated athletic clubs 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 Temaware, 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.

Your consents

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 comms@granthamac.com or by writing to Fraser Marshall, Communications Officer, South Kesteven Sports Stadium, Trent Road, Grantham, Lincolnshire, NG31 7XQ.

  • 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: info@granthamac.com.

Your rights

  • 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.
  • 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 erase – 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 the 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 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 intervenes 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: info@granthamac.com, 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: info@granthamac.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

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

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 February 2018.

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