To be able function successfully, we at Chase Harriers need to gather and store electronically and on paper personal data provided by each and every club member joining or remaining with the club.

The information stored and used by the club includes:

  • England Athletics Unique Registration Number
  • First and Last Names
  • Age
  • Date of birth
  • Contact Telephone Number
  • Subscriptions paid in current and past years
  • Full postal address
  • Email address

The above information is used by the following club committee members to be able to ensure the club complies with England Athletics (EA) and other race organisers’ rules and regulations:

  • Chairman
  • Secretary
  • Treasurer
  • Club Captain

As part of affiliation, Chase Harriers have to register both new and existing members with England Athletics which means sharing certain items of personal data with them.  The information shared with EA is as follows:

  • First and Last Names
  • Age
  • Date of birth
  • Full postal address
  • Email address
  • Contact Telephone Number

When registering a new member of Chase Harriers with EA the club is asked to confirm that: “The member is aware that their data is being passed to the Athletics Governing Bodies and will be processed in accordance with the privacy statement.”  The club confirm acceptance on the individual member’s behalf to this statement.

Each year Chase Harriers enter teams in races such as the Showground Relays and the North Staffs Cross Country League.  In both cases the club needs to provide the race organisers with the following personal information:

  • England Athletics Unique Registration Number
  • First and Last Names
  • Age

From time to time Chase Harriers may enter other team based races and again we will provide race organisers with the above personal information.

Under no circumstances will any member of Chase Harriers committee who has access to member’s personal data pass any information onto a third party for marketing or any other reason other than for race entry.

We as a club will never sell your information. We will always comply with all relevant data protection legislation (including the General Data Protection Regulation).

All members’ personal data is stored electronically in a password protected Excel spreadsheet.  The main file is held by the club Treasurer and sent to specific committee members (detailed above) via email requiring a password to open the file.

A truncated hard copy of the existing and new members is kept by the specific club committee members for quick access to member’s mobile phone numbers in case of an emergency during club training runs.  This copy is kept locked in the committee member’s car during the run.

If a member does not renew their subscription in the current year their information will be moved to ‘Membership Not Renewed’ spreadsheet where it will be held for a period of 5 years after which their data will be deleted.

By signing up to be a member of Chase Harriers each and every person gives their agreement for the club to use their data in accordance with the above policy.

Existing members will confirm their acceptance by tendering their yearly subscription payment and new members will give permission by putting a tick in the box at the bottom of the ‘Membership Application Form’.