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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.

 

 Members' personal data:

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:

• contact details– name, address, email address, date of birth, age, gender, contact telephone number, Scottish Athletics Number;
• parent/guardian details- name, email address, contact phone number, occupation;
• membership criteria / category – for example, athlete, parent, volunteer, coach, official, committee member;
• medical information – allergies, disabilities and medical conditions, GP’s name and address and contact number;
• coaches license number and expiry date, PVG number,

 Volunteers' personal data:

When you volunteer with Whitemoss AAC, we will ask you for the following personal information:

• contact details – name, address, email address, date of birth, age, gender, contact telephone number, Scottish Athletics Number;
• next of Kin - name, email address, contact phone number
• medical information - allergies, disabilities and medical conditions, GP’s name and address and contact number
• coaches license number and expiry date, PVG number, details of courses attended and expiry date of qualifications e.g. first aid

Why we need your personal information – contractual purposes

Members' personal data:

We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:

• provide you with core member services, including; insurance, licensing, voting and PVG checks;
• set up your online membership account and administer your account online
• send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees' and all membership information;
• share with Scottish Athletics Limited for membership and competition entry.

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.

Participants' personal data:

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

Members' personal data:

We also process our members' personal information in pursuit of our legitimate interests to:

• promote and encourage participation in athletics by sending members' communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
• provide competition in athletics by accepting and managing entries for our competitions and checking your personal information to ensure you are correctly entered in the right category, share information with Scottish Athletics Limited and other competition organisers;
• monitor and develop participation in athletics by monitoring members' engagement and participation and inviting our members to participate in surveys for researching and development purposes;
• invite all members to our annual awards night, which includes asking our members to nominate individuals for awards and shortlisting such individuals to select the winners;
• develop and maintain our members' qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
• respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to athletics. We will follow our complaints policy when dealing with complaints and our disciplinary policy when dealing with disciplinary procedures and, we will use your personal information to investigate your complaint or to take disciplinary action.

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 secretary@whitemossaac.co.uk . 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.

 Volunteers' personal data:

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 secretary@whitemossaac.co.uk. 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:

• the Charities and Trustee Investment (Scotland) Act 2005] to maintain a register of our members, which includes our members' name, address, the date they were admitted to membership and the date on which they ceased to be our member,
• the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers can undertake regulated work with children and vulnerable adults;
• the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary;

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.

Scottish Athletics Limited - Members' Personal Data

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/

Athletes' / Participants' personal data

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

 Members/athletes' personal data

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.

Your rights

You can exercise any of the following rights by emailing us at secretary@whitemossaac.co.uk.

Your rights in relation to your personal information are:

• you have a right to request access to the personal information that we hold about you by making a "subject access request";
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
• you have a right to request that we restrict the processing of your personal information for specific purposes; and
• if you wish us to delete your personal information, you may request that we do so.

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 secretary@whitemossaac.co.uk

 

You may change your preferences at any time or request that we stop sending you email communications by contacting us at secretary@whitemossaac.co.uk

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If you have any other questions about our privacy policy please email: secretary@whitemossaac.co.uk