Privacy

Introduction

Ashford Athletic Club is committed to safeguarding the privacy of our members and other users of our websites www.ashfordac.org.uk and our Membership Portal website, www.ashfordathleticclub.org.uk.  Ashford AC owns and operates these websites.

Ashford Athletics Club is registered as an athletics club with England Athletics and UK Athletics, under registration number 2662774.  Our principal place of activity is at Julie Rose Stadium, Kennington Road, Ashford, Kent TN24 9QX United Kingdom.  You can contact us by post or by email to info@ashfordac.org.uk .

For any personal data you provide for the purposes of your membership, Ashford AC is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure, and transparent way. 

Our Membership Portal website incorporates contact preference controls which may affect how we will process your personal data. By using the contact preference controls, you can specify whether you would like to receive direct marketing communications from us, and how you prefer to receive those communications. In practice, we don’t send out marketing communications except where these are of direct interest to our members. You can access the contact preference controls by going to Update your details on the Membership Portal website (www.ashfordathleticclub.org.uk).  Note that you will be required to Log in to update these preferences.

What personal data do we hold about you?

You may give us information about you by filling in forms at an event or online, or by corresponding with us by telephone, e-mail or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, medical data (where this relates to athletics) and names of other England Athletics affiliated Clubs with which you are registered. In the privacy policy, the data we collect about you is known as 'Athletics data'.  We may also ask for other relevant data.

Please do not supply any other person's personal data to us, unless we ask you to do so.

Why do we need to store your personal data?

We need your Athletics Data is to be able to administer your membership and provide the membership services you are signing up to when you register with the Club. Our lawful basis for processing your personal data is that we have a contractual obligation to our members 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 or officials to administer training session
  • sharing personal data with club team managers to enter events
  • sharing personal data with facility providers to manage access to the track or check delivery standards; 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
  • analysing anonymised data to monitor club trends; and
  • sending a survey to improve your experience as a club member.

For membership and club management

  • processing of membership and payments
  • sharing data with committee members to provide information about club activities
  • membership renewals or invitations to social events
  • club bulletins promoting club activity; and
  • publishing of race and competition results.

Any medical or health related data that we keep about you may be shared with team managers and coaches in order to ensure the safety and comfort of all our members whilst travelling to and from, and competing in competitions and to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

Where is your personal data kept?

Your personal data held in our website database is stored on the servers of our hosting services providers, Heart Internet (www.heartinternet.uk/).  Heart Internet's servers are located in the United Kingdom.

Providing your personal data to others

England Athletics Ltd

When you become a member of the Club, you will also automatically be registered as a member of England Athletics Limited. We will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics portal. England Athletics Ltd will contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Ltd, please contact dataprotection@englandathletics.org.  You may also wish to look at England Athletics Ltd own privacy policy which can be found at: myathleticsportal.englandathletics.org/Home/Privacy.

PayPal

Financial transactions relating to our Membership Portal website (www.ashfordathleticclub.org.uk) and services are handled by our payment services providers, PayPal. We will share transaction data with PayPal only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services provider's privacy policies and practices at www.paypal.com/uk/legalhub/privacy-full.  Please note that no details of bank accounts, credit/debit card numbers etc. are held on our database. Note that PayPal's servers are located out of the United Kingdom.

In addition to the specific disclosures of personal data set out here we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

Social Media

The Club has the following social media pages; Facebook, Instagram and Flickr and all members are free to join these pages. If you join one of the Social Media pages, please note that provider(s) of the social media platform(s) have their own privacy policies and that Ashford AC does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on these social media pages.

Retaining and deleting personal data

We will retain your personal data as follows:

  • While your membership of Ashford AC is active
  • Data pertaining to performance and club records will be retained after membership has lapsed
  • All data pertaining to a membership will be retained for a minimum period of 2 years following the date that the membership lapses and for a maximum period of 4 years following that date, after which the data will be deleted. A membership will be deemed to have lapsed if it is not renewed with 2 years of the last renewal date
  • We may retain your personal data where necessary for compliance with a legal obligation to which we are subject, or to protect your interests or the interests of another person.

Security of personal data

We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

  • Passwords are stored by us in encrypted form. Note that we do not store any personal financial information, such as bank account numbers or credit/debit card details
  • Data relating to your enquiries and financial transactions that are sent from your web browser to our web server, or from our web server to your web browser, will be protected using encryption technology
  • You should ensure that your password is not susceptible to being guessed, whether by a person or a computer program. You are responsible for keeping the password you use for accessing our website confidential and we will not ask you for your password (except when you log in to our website).  Please help us to maintain the security of the website by not sharing your username.

Your rights

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 Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.

Third party websites

Our website includes hyperlinks to, and details of, third party websites. We have no control over, and are not responsible for, the privacy policies and practices of third parties.

Personal data of children

Our website and services are targeted at persons of all ages, but not below the age of 8. If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

Updating information

Please let us know if the personal information that we hold about you needs to be corrected or updated.  You can update your own personal details by logging on to the Membership Portal (www.ashfordathleticclub.org.uk) and then tapping or clicking Update your details. Please note that you will have to log in to the website to be able to update your details.

Cookies

A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.  Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date. A session cookie will expire at the end of the user session, when the web browser is closed.  Cookies may not contain any information that personally identifies a user, but personal data that we store about you may be linked to the information stored in and obtained from cookies.

Cookies that we use

We use cookies for the following purposes:

  • authentication, status and security - we use cookies to identify you when you visit our website and as you navigate our website, and to help us determine if you are logged into our website. Cookies used for this purpose are: aacmemnav, aacnav, aacmemso, aacadmadn and aacaso
  • cookie consent - we use cookies to store your preferences in relation to the use of cookies more generally. Cookies used for this purpose are: cookie_consent_user_accepted  cookie_consent_user_consent_token and cookie_consent_level.

Please note that removing these cookies may have a negative impact upon the usability of our websites.

Cookies used by our service providers

Our service providers may use cookies and those cookies may be stored on your computer when you visit our website.  We use PayPal to process debit and credit card transactions. This service may store cookies on your computer.  You can view the privacy statement of this service provider at www.paypal.com/uk/legalhub/privacy-full.

Managing cookies

15.1  Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser and from version to version. You can obtain up-to-date information about managing cookies via these links:

(a)    https://support.google.com/chrome/answer/95647 (Chrome);

(b)    https://support.mozilla.org/en-US/products/firefox/privacy-and-security (Firefox);

(c)    https://help.opera.com/en/latest/security-and-privacy/ (Opera);

(d)    https://support.apple.com/en-gb/guide/safari/welcome/mac (Safari); and

(e)    https://support.microsoft.com/en-gb/windows/microsoft-edge-browsing-data-and-privacy-bb8174ba-9d73-dcf2-9b4a-c582b4e640dd (Edge).

Blocking all cookies will have a negative impact upon the usability of many websites.

Cookie preferences

You can manage your preferences relating to the use of cookies on our websites by clicking/tapping on the Update cookie preferences link which can be found at the foot of every page on the website and the Membership Portal.

Last reviewed: November 2024.