Revised: May 2018
Whitemoss Amateur Athletics Club (AAC) is an athletics club based in East Kilbride and is affiliated to Scottish Athletics Limited.
Whitemoss AAC will be a "controller" of the personal information that you provide to us through our online membership system or any paper forms.
When you register as a member of Whitemoss AAC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:
When you volunteer with Whitemoss AAC, we will ask you for the following personal information:
Why we need your personal information – contractual purposes
We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:
If you do not provide us with all the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
When you book a place with us, for and attend a coaching course, competition, event, training course, we need to collect your personal information so that we can honour your booking and to enable you to participate in the course, competition, event,
If you do not provide us with all the personal information that we need to collect then this make affect our ability to book your place.
Why we need your personal information – legitimate purposes
We also process our members' personal information in pursuit of our legitimate interests to:
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us by email at firstname.lastname@example.org . If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.
If you apply to volunteer with us we may collect references and any other applicable information to allow us to consider if you are the right person for the role.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us by email at email@example.com. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members, volunteers, and athletes, for the purposes of complying with our obligations under:
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
If your personal information is included in any images or videos taken by us at our competitions and events, we may share this for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.
Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
If we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
As an affiliated club of Scottish Athletics Limited we are required to ensure that all our members are members of Sottish Athletics Limited as a condition of our affiliation.
We will share all relevant personal details for competition and membership purposes with Scottish Athletics Limited who will become a controller of your personal information when they receive it. Scottish Athletics Limited’s privacy notice explains how they use your personal information and can be accessed here https://www.scottishathletics.org.uk/privacy-policy/
We publish the results of our competitions on our website. This includes competitors' name, age, result and other external result databases/websites.
How we protect your personal information
Your personal information is stored on our electronic filing system and our servers based in the UK, and is accessed by our volunteers for the purposes set out above.
How long we keep your personal information
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years to comply with our charity status.
You can exercise any of the following rights by emailing us at firstname.lastname@example.org.
Your rights in relation to your personal information are:
Any requests received by Whitemoss AAC will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk
Why we need your personal information – marketing
Where you are happy for us to do so, we would like to contact you by email with information about athletics, our latest news and upcoming events / competitions / courses.
If you would prefer not to receive email communications from us regarding the above please email email@example.com
You may change your preferences at any time or request that we stop sending you email communications by contacting us at firstname.lastname@example.org