Rothwell Harriers & AC. Privacy Statement and Policy. 

Last updated: March 2018

Rothwell Harriers & A.C. (“us”, “we”, or “our”) operates the Rothwell Harriers & A.C. website (the “Service”).

This page informs you of our policies regarding the collection, use and disclosure of Personal Information when you use our Service.

We will not use or share your information with anyone except as described in this Privacy Policy.

We use your Personal Information for providing and improving the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible at

Rothwell Harriers & AC are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Rothwell Harriers & AC is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

Rothwell Harriers & AC and England Athletics are controlled and monitored under data protection legislation.

Rothwell Harriers &AC is a non- profit organisation and is an affiliated club to England Athletics.

England Athletics Limited (EA) is a private company limited by guarantee, incorporated and registered in England and Wales with company number 05583713.

Nochex is a private company registration Number 3940921 this company is used by Rothwell Harriers & AC   for Membership to club, Registration to our Canal Race and for Monthly Subscriptions.

A change in government legislation regarding data protection called The General Data Protection Regulation (GDPR) will be in place from 25th May 2018. This policy has been compiled to inform and facilitate and provide you with information in relation to the protection of your data.

General Data Protection Regulation is intended to strengthen and unify data protection rules across the EU, giving individuals more control over the collection and use of their personal data. Once that purpose is fulfilled and data is no longer required it will be deleted.


Data Protection Statement:

When you become a member of or renew your membership with Rothwell Harriers & AC you will automatically be registered as a member of England Athletics. We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to send and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact [email protected].


What is meant by Personal Data.

In becoming a member of Rothwell Harriers & AC  you may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club, We will collect certain information about you which will include your name, date of birth, gender, URN number, email address, address, telephone number, emergency contact details. Additionally we may ask for medical conditions for the purpose of your sport and photography consent. As an EA affiliated club we are required to share this information with them. We additionally collect and share  details of any Coaching or Officiating licenses and DBS certificates you hold (Athletics Data). You may also choose to provide EA with other information on your online user profile (MyAthletics).

Why we will collect Data

We will collect and process your Athletics Data for the purposes of registering you as a member of an affiliated club to England Athletics and administering your involvement in the sport. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.

We will process it on the basis of legitimate interests. This will be correlated by Nochex by submitting in person the information through our online service.

Coaching licences and officiating licences and DBS’s are stored for the protection of the club members and updated and destroyed when no longer valid.

Medical information when obtained will be shared with and by the Welfare Officer to First aiders to ensure safety of athletes at training sessions.

Photographic Consent or declined consent will be shared by Welfare Officer to ensure the safety of the athlete as the need arises.

Registration at Training Information will be shared by Name Only for registration at training to ensure athlete safety .

For entering to a race or publication of results the following information will be shared and limited to  Name, DOB,  Gender, Age Category, birth or residency will be utilised to register enable athletes to be Registered for a race when representing the Club.

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.


The club has the following social media page ‘Facebook’. All members subject to age are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.


Storing your data

We will store your data in accordance with the Data Protection Act (1998) and GPDR legislation (2018).

Membership Registration and Subscription Information will be compiled and stored by Nochex Private Registered Company in which they will encrypt any data they obtain.

Self-Declaration Forms, Coaching/officials Licences and Courses Certificates and Accident forms completed by Athlete, Parent /Guardian, Coaching Staff will be scanned and stored on an encrypted memory stick stored in a safe place by Welfare Officer.

Any information held for the purpose of Registration at Training will be limited to name only and be stored under lock and key.


How long we will keep it

We will retain your Athletics Data for such time as you are an athlete registered with us, this will be updated by athlete annually or if a change arises. Any personal data we hold on you will be securely destroyed after five years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

Coaching/ officials Licences, DBS and courses will be stored until renewed- usually every 3 years.

Accident Forms will be stored as guided by EA presently -adult  3 years  and Junior till athlete is 21 years of age.

Training records will be stored till sheet completed.


Disposal of data

Disposal of information will be conducted in line with Data Protection Act 1998. All information will be discarded as soon as no longer valid or required by safe means of disposal.  With the exemption of Accident Forms which will be stored till agreed time for disposal. England Athletics delete athletics data five years after an individual has not played an active part in the sport.


Your rights regarding your personal data

You have the following rights under data protection legislation to access a copy of the information held by us. To object to processing of your personal data that is likely to cause or is causing damage or distress. In certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed.  Additionally to the portability of your personal data and to complain to the UK’s data protection supervisory authority, known as 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.


Compiled by Jo Heseltine- Welfare Officer.  March 2018.  Version  1.