Data protection is of paramount importance to Holland Sports AC (HSAC). The club seeks to comply with the Data Protection Act 2018 and the EU's General Data Protection Regulation (GDPR), which the Act gives effect to, taking into account guidance provided by England Athletics (EA), the national governing body for athletics in England, and the Information Commissioner's Office (ICO).

HSAC takes the protection of the data that it holds about members very seriously. The privacy notice below explains how the club will treat the personal data that are provided to it by members. The club will take reasonable care to keep members' data secure and to prevent any unauthorised access, and it will endeavour to ensure that these data are collected, stored, processed, maintained, cleansed and retained in accordance with current and future UK data protection legislation.

PRIVACY NOTICE

Holland Sports AC (HSAC) is committed to protecting and respecting members' privacy. For any personal data members provide for the purposes of their membership, HSAC is the 'Data Controller' and it is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on members

Members are asked to give the club certain relevant data about themselves by filling in a form when applying for membership. We may update these data from time to time with data received from the members concerned by other means such as through face-to-face, phone and e-mail contact.

The data that members are asked to supply to the club on its membership application form include name, age, date of birth, school year (where appropriate), gender, postal address, e-mail address, landline and mobile phone numbers, school (where appropriate), the name of any EA affiliated Clubs with which they are already registered and their EA registration number (where appropriate), and their 'in case of emergency' contact details (name of their emergency contact, their relationship to the member, and their phone number). These data are collectively referred to as 'athletics data'. We also ask for information about members' health, disabilities and medical conditions that is relevant to their participation in the club's athletic activities ('special category personal data').

The personal data are provided to the club by members on paper or electronic (MS Word format) membership application forms which are then stored by the membership secretary in a secure environment. The data on the forms are transferred to an encrypted and password-protected MS Excel spreadsheet maintained by the membership secretary for processing in the ways set out in the following paragraphs. This secured spreadsheet forms the club's master membership database.

Why we need club members' personal data

We ask members to provide certain personal data in order to be able to administer memberships, provide the membership services offered by the club when they join, and to ensure they are safe when training for and competing with the club.

Our lawful basis for processing members' personal data is that we have a contractual obligation to provide the athletic club services that members have registered for.

By completing and signing the club's membership application form the member and/or parent/guardian/carer concerned have agreed to the club collecting, storing and processing the data of the applicant for purposes related to the club's athletic activities in conformity with this data protection policy statement and privacy notice.

In detail, our purposes for processing members' data include:

For training and competition entry

For funding and reporting purposes

For membership and club management

Special category personal data

On the membership application form the club asks to be notified of any significant medical conditions, medications, and disabilities that it needs to be aware of, and a medical contact. The processing of such 'special category' personal data is subject to strict rules under the GDPR. The data provided to us by members are only processed for the purpose of ensuring their safety while training with or competing for the club, which enables the club to successfully fulfil its contractual obligation to them. For example, health data may be passed to the club's coaches to ensure the safe operation of training sessions. The data are held securely in a dedicated password-protected, encrypted MS Excel spreadsheet which is only accessible by club coaches and club management committee members who have been given a password by the membership secretary. Members may update the health data they have provided whenever they choose by contacting the membership secretary. Health data pertaining to individual members are destroyed as soon as they cease to be members of the club.

Who we share members' personal data with

England Athletics

HSAC members aged 11 and over, and those members aged 10 who will be 11 by the end of the England Athletics competition year, are automatically registered by the club as members of England Athletics (EA), the national governing body for athletics in England. In doing so we are required to provide EA with a limited range of personal data which, among other things, it will use to enable each registered member to gain access to a personal online portal (called myAthletics).

When members are first registered with EA the latter will contact the members concerned (normally by email) to invite them to sign into and update their personal MyAthletics portal (which, amongst other things, allows them to set and amend their privacy settings). It is vital, therefore, that members provide HSAC with a valid email address which the club can then pass on to EA so that members can in due course ensure that their data is correct and can set their own privacy settings. If members have any questions about the continuing privacy of their personal data when they are shared with EA, please email England Athletics.

Holland Sports and Social Association

HSAC from time to time supplies Holland Sports and Social Association with a list of members' names and addresses in fulfillment of its agreement with the association for its use of the track, club house and other facilities, as part of which all HSAC members automatically become members of HSSA.

Other third parties

HSAC does not supply personal data that it holds on members to any third party other than Holland Sports and Social Association and England Athletics except when entering members into athletic competitions and similar events, when names, gender and dates of birth (or age-groups) may be supplied to competition / event organisers during the entry process. These organisers will operate in accordance with EA's data protection guidelines.

Cloud hosting

The club's data processing may result in members' personal data being transferred outside of the UK for the purpose of cloud hosting because the club membership data is held in an encrypted and password-protected Excel spreadsheet which is stored on Microsoft One Drive, a global service. It is to be noted however that the personal data concerned, as just stated, are held in encrypted and password-protected files, and where these are transferred overseas as part of the Microsoft cloud hosting service it is with the appropriate safeguards in place to ensure the security of the personal data in these files.

How long we hold members' personal data

We will hold members' personal data in secure files for as long as they are a member of the club. Any personal data we hold on members will be securely destroyed by, at the latest, three years after they have ceased to be members of the club (in line with England Athletics Limited's retention policy). Members' data are not processed for any further purposes other than those detailed in this policy.

Members' rights regarding their personal data

As a 'data subject' a member may have the right at any time to request access to, rectification or erasure of their personal data; to restrict or object to certain kinds of processing of their personal data, including direct marketing; to the portability of their personal data and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office about the processing of their personal data. Members have the right to decline to receive the club's e-newsletter or other informational or promotional materials that from time to time the club may issue (e.g. notification of club social events, awards nights, etc.), although doing so will reduce the benefits they receive as a member of the club. To do so, they should email the club.

As a data subject an applicant for membership of HSAC is not obliged to share their personal data with the club. However, if they choose not to share their personal data with the club, the club will be under no obligation to accept their application for membership.

Use of Social Media

The club currently has social media pages on Facebook and Twitter. All members are free to join these pages. If they do so they should note that the service providers concerned may have their own privacy policies. HSAC does not accept any responsibility or liability for such policies. Members are advised to check them before submitting any personal data on the club's social media pages.

Photography and Filming

Holland Sports AC recognises the need to ensure the welfare and safety of all young people in athletics.

In accordance with UK Athletics' child protection policy and procedures, we will not permit photographs, video or other images of children/young people (those aged 16 and under) to be taken without the consent of the parents/carers and children/young people.

The club will take all possible steps to ensure these images are used solely for the purposes they are intended. If any member becomes aware that these images are being used inappropriately they should immediately inform the Child Protection Officer (see our club people page) or, if unavailable, another officer of the club; alternatively, email the club.

By signing the club's joining form parents, guardians or carers consent to representatives of the club photographing or videoing their child's/children's involvement in athletics while they are a member of the club for the purposes of publicising and promoting the club or the sport, or as a coaching aid, in accordance with UK Athletics and England Athletics guidelines.

[End of Privacy Notice]