Contents

This section covers the following subjects:

Club Constitution

Click here to view the club constitution, which sets out its rules and regulations.

Photography and Video Consent

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 (identified on our club people page) or, if unavailable, another officer of the club; alternatively, they may contact the club by email.

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 for the period shown on this form for the purposes of publicising and promoting the club or the sport, or as a coaching aid.

Data Protection

Holland Sports AC's policy on data protection is based on guidance provided by England Athletics (EA) to EA-affiliated clubs.

Data protection is of paramount importance to Holland Sports AC (HSAC). The club seeks to comply with the Data Protection Act and the General Data Protection Regulation (effective 25 May 2018) in accordance with guidance provided by (EA), the national governing body for athletics in England (see England Athletics GDPR and Data Protection advice).

HSAC takes the protection of the data that it holds about members seriously. It will endeavour to ensure that data are collected, stored, processed, maintained, cleansed and retained in accordance with current and future UK data protection legislation.

The privacy statement below explains how the club will treat the personal information that is provided to it. The club will take reasonable care to keep members' information secure and to prevent any unauthorised access.

By signing the club's membership application form the member and/or parent/guardian/carer concerned agree to the club collecting, storing and processing the data of the applicant in line with the privacy statement. As 'Data Subjects' applicants and members are not obliged to share their personal data with the club. However, if an applicant for membership of HSAC chooses not to share their personal data with the club, the club will be under no obligation to accept their application for membership, and if an existing member refuses to share certain personal data referred to here the club may terminate that person's membership.

Privacy Statement

The following is based on guidance to affiliated clubs provided by England Athletics (EA) in order to comply with data protection legislation. Note: Terms used below such as "data subject", "data controller", "personal data", "processing" and "third party" are defined in the Data Protection Act.

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 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 relevant information about themselves by filling in a form when applying for membership of the club, and from time to time by other means such as through correspondance with us by phone, e-mail, etc. The data members are asked to provide include name, date of birth, gender, address, e-mail address, phone number, the name of any EA affiliated Clubs with which they are already registered and emergency contact details ('athletics data'). By the same process we also ask for relevant information about members' health, disabilities and medical conditions ('special category personal data').

Why we need your personal data

We ask for this information in order to be able to administer memberships, provide the membership services offered to members by the club when they join, and ensure members 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 them as members to provide the services they are registering for.

Reasons we need to process your data may include:

For training and competition entry

For funding and reporting purposes

For membership and club management

Any 'special category' medical or health data we hold on members is only processed for the purpose of ensuring their safety while training with or competing for the club. For example, health data may be passed to the club's coaches to ensure the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we ask members to provide these data when they join and through the signed club membership application forms that they submit when they join the club to consent to the club holding and processing these data, which may be in respect of themselves or of the junior members for whom they are parents, guardians or carers.

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.

Who we share members' personal data with

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). EA 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 EA

HSAC does not supply any personal data it holds to any third party other than England Athletics. The club's data processing may require members' personal data to be transferred outside of the UK for the purpose of cloud hosting (Microsoft One Drive), but the data concerned are held in encrypted and password-protected files, and where personal data are transferred like this overseas as part of the Microsoft cloud hosting service it is with the appropriate safeguards in place to ensure the security of those personal data.

How long we hold your personal data

We will hold members' personal data on 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, four 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.

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. If an existing member refuses to share personal data of the sort referred to above, the club may terminate that person's membership.

Child Welfare and Protection

In accordance with England Athletics guidelines, Holland Sports AC is committed to ensuring that all young people who play sport have a safe and positive experience. The club is committed to developing and implementing policies and procedures which ensure that everyone knows and accepts their responsibility in relation to a duty of care for young people. The club recognises that it is not the responsibility of those individuals working within the club to determine if abuse has taken place, but it is their responsibility to act upon and report any concerns.

If anyone within the club has a doubt to this policy's relevance to their role and duties, they are asked to discuss this with the club's Child Protection Officer, whose name may be found on our club people page.

The Club and those involved with the club will abide by the following principles and statements: