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.
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.
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:
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.
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.
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.
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.
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.
We will retain your personal data as follows:
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.
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.
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.
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.
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.
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.
We use cookies for the following purposes:
Please note that removing these cookies may have a negative impact upon the usability of our websites.
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.
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
Blocking all cookies will have a negative impact upon the usability of many websites.
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.