Privacy Notice

Wheathampstead Warriors is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Wheathampstead Warriors 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 do we hold on you?

You may give us information about you by filling in forms online, or by corresponding with us by 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, and contact information including your address, e-mail and phone numbers. We may also ask for relevant medical information and other data which is classed as special category personal data.

Why do we need your personal data?

The reason we need this information 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 an obligation to you as a member to provide the services you are registering for. 

Reasons we need to process your data may include (but are not limited to) the following:

Membership and club management:  

  • Processing of membership forms and payments;
  • Sharing data with committee members to provide information about Wheathampstead Warrior activities, membership renewals or invitations to social events;
  • Club newsletter promoting activity; and
  • Publishing of race and competition results.

Training and competition entry:

  • Sharing  personal data with coaches or run leaders/assistants to administer training sessions;
  • Sharing personal data with the Club’s Run Events Secretary to enter events; and
  • Sharing personal data with competition providers to enter events.

Funding and reporting purposes: 

  • Sharing anonymised data with a funding partner if required as part of an application process for grant funding;
  • Analysing anonymised data to monitor Club trends; and
  • Sending surveys to improve your experience as a Club member.

 Marketing and communications:

  • Sending information about purchasing kit, merchandise or fundraising.

Any special category health data we hold on you is only processed for the purposes of allowing our coaching team (run leaders/assistants) to safely run our club 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 via our Membership Application form. 

On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form prior to signing up to membership).  This information will be stored for one month and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it. 

The Club has a closed social media page on Facebook and access is given to all members on joining the Club.  If you choose to have access, please note that the provider of the social media platform has its own privacy policy and that the Wheathampstead Warriors do not accept any responsibility or liability for this policy.  Please check these policies before you submit any personal data on the Club’s Facebook page.

When you become a member of the Wheathampstead Warriors you can also choose to be registered as a member of England Athletics Limited and must handle the registration process accordingly (this is not managed by the Club). 

The Club does not supply any personal data it holds for this purpose to any other third party and does not store or transfer your personal data outside of the UK.

How long do we hold your personal data for?

We will hold your personal data on file for as long as you are a member with us. Personal data is updated every year on annual membership forms.  Any personal data we hold on you will be securely destroyed after one year of inactivity on that member’s account e.g. where membership is not renewed.  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.  However, if you choose not to share your personal data with us we may not be able to register or administer your membership.