Privacy Policy

This is the privacy Policy for Lancing Eagles Running Club.

Introduction

At Lancing Eagles Running Club (LERC), we take the protection of your personal information seriously. This privacy policy explains how we collect, use, and protect your data, whether you provide it through our website (https://www.lancingeagles.co.uk/) or in other ways, such as by email.

In this document, “we”, “our”, or “us” refer to Lancing Eagles Running Club. 

Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR). The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at https://ico.org.uk/for-the-public/.

This policy is regularly reviewed and updated when necessary.

The Information We Collect

We may collect the following information about you:

  • Website usage information: This includes your IP address, which helps identify your device for website communication.

  • Race results data: For races we organise, this includes your name, date of birth, gender, club affiliation, a unique identification number, email address, and phone number. By participating in our races, you consent to this information being stored securely and potentially displayed publicly on our website (name, age category, gender, and race results).

  • Membership Information: When you become a member we will collect personal information about you including your name, date of birth, gender, address and medical information, for which separate consent is freely given and obtained. We only collect the minimum amount of personal data necessary to administer your membership and membership fees, register you with England Athletics, enabling communication about club activities and for your safety whilst participating with LERC.

How We Use Your Information

We use your information to:

  • Manage your membership (if applicable)

  • Organise and display race results

  • Communicate with you about club activities

  • meet our legal responsibilities

Your Data Choices

You have the right to access, update, or request deletion of your personal information. This policy explains your rights under data protection legislation.

Security

We take reasonable steps to keep your information secure and prevent unauthorized access.

Lancing Eagles Running Club is the Data Controller for the purposes of data protection legislation and can be contacted at [email protected]

The information provided to us  

In becoming a member, coach, official or volunteer, we will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address, telephone number, names of other EA affiliated clubs that you are a member of and details of any coaching or officiating qualifications and licences you hold (Athletics Data).  

We will also collect the full name, address and telephone numbers of any emergency contacts nominated by you. Once a member, we will also obtain information about competitions you participate in (the date, name and venue of competitions, your personal results, records, rankings).

Our legal basis for processing your information & how we use your information  

We process your data based on legitimate interests and our contractual obligation to provide the service you are registering for as a member.

Your personal information may be used for the following purposes:

  • Managing your membership at LERC.

  • Handling your requests and inquiries.

  • Contacting you regarding your inquiry.

  • Informing emergency contacts in case of a serious incident.

  • Notifying you about events.

  • Notifying you about running related promotions.

  • Using race photos, names, and LERC data to match competition results.

  • Using photos to promote LERC.

  • Sharing LERC members’ race results.

  • Sending relevant updates via email, text, or post, including:

    • Changes to rules, membership, run routes, or meeting points.

    • Updates on advice and guidance for specific LERC roles.

    • Transactional information related to registration, competitions, events, coaching and officiating licenses, courses, CPD events, and qualifications.

  • Using your IP address to monitor website traffic and analyze browsing behavior. However, we will not use your IP address to personally identify you.   

In cases where we rely on consent (e.g., marketing emails), you can withdraw your consent at any time by contacting us. You can also update your communication preferences or opt out of emails by contacting us at [email protected] or following the unsubscribe link in our emails.

Protecting your information  

The data that we collect from you will be held with access restricted to those who require it to undertake their role. This access is monitored and any unnecessary access will be subject to disciplinary procedures.

By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.  

We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, including any legal, accounting, or reporting requirements. Membership records will be retained for up to 6 years after a member leaves the club unless required for legal or regulatory purposes. After this period, your personal data will be securely deleted or anonymized. Your name and race results may be retained indefinitely for historical records.

In the event of a data breach, we will assess the risk to individuals and, if required, notify the Information Commissioner’s Office (ICO) and affected individuals in accordance with legal requirements.

However, please note that LERC is exempt from registering with the ICO as we are a not-for-profit organization that only processes personal data to maintain membership and other not-for-profit purposes.

Third Party Data Sharing

We use third-party service providers, such as email and cloud storage services, to securely process and store personal data. These providers comply with data protection regulations to ensure your information remains secure.If your data is transferred outside the UK/EU, we ensure appropriate safeguards are in place to protect your information.

When you become a member of or renew your membership with LERC you can also choose to be registered as a member of England Athletics (EA) (you will have to register with England Athletics if you ever compete in an affiliated race for the club). If you choose to be registered as a member of EA we will provide EA with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact [email protected].   

In addition to passing data to EA, LERC may share the minimum necessary personal data (name, date of birth, gender, club, age category) with leagues, county associations and other competition providers as necessary for entries to events.

LERC has a “closed” Facebook group where members can exchange personal information. If you choose to join this Facebook group, please note that Facebook has its own privacy policy and LERC is not responsible for any data shared on the Facebook group. Please check this policy before you submit any personal data to this page. https://www.facebook.com/privacy/explanation.

Cookies

We may also store information about you using cookies (these are small files which are sent by us to your computer or other access device) which we can access when you visit our site in future. Upon entering our website you will be asked to accept or decline the use of cookies. 

You can manage these small files yourself and learn more about them through "Internet browser cookies - what they are and how to manage them" or at www.aboutcookies.org. 

Your rights  

You have the right to access the personal information that LERC holds about you under Data Protection Legislation. You can request to view any personal data we store. In some cases, you may also ask us to delete all identifying information we have on record. However, please note that we may be required to retain certain information due to legal or regulatory obligations.

If you find any inaccuracies in your data, you can request corrections at no cost. To exercise this right, please provide us with sufficient details to identify you and specify which information is incorrect and what the correct information should be.

Additionally, you have the right to request a copy of your personal data for reuse across different services.

To make any of these requests, please contact LERC at: [email protected].

Upon receiving any request to access, edit, or delete personally identifiable information, we will take reasonable steps to verify your identity before proceeding. This is to ensure your information is protected.

You will need to provide two forms of identification (e.g., a driving license, utility bill, or passport) and, if applicable, information about the source or location of the data you are requesting.