Privacy Notice

CASTLE POINT JOGGERS (CPJ) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, CASTLE POINT JOGGERS 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 we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with CPJ. The information you give us may include your name, date of birth, home address, e-mail address, phone number, gender, payment and/or bank account details where you provide these to pay for membership, marketing preferences including any consents you have given us, name of the EA affiliated Club with which you are registered and any medical conditions or disability where you provide this to us with your consent (or your parent’s/ guardian’s consent if you are under 18 years old).

 

Why we need your personal data

The reason we need your personal data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the CPJ. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for. 

 

Reasons we need to process your data include:

 

For training and competition entry  

• sharing personal data with club coaches, run leaders or officials to administer training sessions;

• sharing personal data with club team managers to enter events; and

• sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

 

For funding and reporting purposes 

• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority; and

• analysing anonymised data to monitor club trends.

 

For membership and club management  

• processing of membership forms and payments;

• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;

• promoting club activity; and

• publishing of race and competition results.

 

Where you give us consent

• we will send you promotional material and offers;

• on other occasions where we ask you for consent, we will use the data for the purpose which we explain at the time.

 

Any medical/health data we hold on you is only processed where you (or your parent/guardian if you are under 18 years old) have given consent, so that we can ensure we are aware of your condition and support you appropriately. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we  ask for at the point of collecting it.

 

On occasion we may collect personal data from non-members e.g. any non-member who provides personal data to take part in a CPJ Beginners Course or taster event. This information will be stored for 90 days after an event and will then  be 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 the following social media pages Facebook, Twitter, Instagram and Youtube. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) has their own privacy policies and that the club do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.

 

Who we share your personal data with

If, when you become a member of or renew your membership with CASTLE POINT JOGGERS, you also register as a member of England Athletics, we will provide England Athletics 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). It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own privacy settings. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org.

 

How long we hold your personal data

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 four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. 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 CPJ. If you choose not to share your personal data with us, we may not be able to register or administer your membership.