NEJ RUNNING CLUB – PRIVACY POLICY

England Athletics affiliated club

Version: 1.0
Status: Approved
Review cycle: Annual
Last updated: 02/12/2025

1. Introduction

NEJ Running Club (“the Club”, “we”, “us”) is committed to protecting the privacy and personal data of its members, volunteers, run leaders, coaches, guests, and visitors in accordance with:

• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• England Athletics (EA) guidance on data protection and club management
• Best practice from England Athletics–affiliated running clubs

This Privacy Policy explains what personal data we collect, why we collect it, how we use it, how we store it, and your rights.

2. Data Controller

The Data Controller for NEJ Running Club is the Committee.

Contact:
Email: info@NEJRunningClub.co.uk
Postal: 135 Footscray Rd, London SE9 2SY

3. What Personal Data We Collect

3.1 Membership information

• Name
• Address
• Email address
• Telephone number
• Date of birth
• Emergency contact details
• EA URN (Athlete Registration Number)
• Membership category and payment status

3.2 Participation & performance

• Attendance at training sessions
• Event participation
• Results and performance statistics
• Volunteer activity and roles

3.3 Special category data (only when necessary)

• Health information (e.g. injuries, medical conditions provided for safety)
• Safeguarding disclosures
• Incident reports

This data is handled with enhanced confidentiality.

3.4 Technical & usage data

• Website account data
• IP address (website security)
• Email analytics (open rates, bounce information)

4. Legal Basis for Processing

4.1 Contract

To administer your membership and provide club services.

4.2 Legitimate Interest

For the effective operation of the Club, including:
• managing training, events and teams
• contacting members about club activities
• maintaining safety records
• promoting participation in athletics
• maintaining club history, statistics and membership trends

4.3 Consent

For optional communications, photography, or where required for medical disclosures.

4.4 Legal obligation

For safeguarding, health and safety duties, and EA compliance.

4.5 Vital interests

Where health or emergency data is required to protect someone’s safety.

5. How We Use Your Data

We use your personal data to:
• Administer membership and payments
• Register you with England Athletics
• Manage training sessions, events and teams
• Contact you about club activities
• Publish results, race reports and achievements
• Maintain records for insurance and safety
• Manage welfare or safeguarding concerns
• Operate our website and social platforms
• Comply with EA and UKA regulations

We do not use your data for marketing unrelated to club activities.

6. Sharing Your Data

We may share your data with:

6.1 England Athletics

For membership, insurance, registration and competition.

6.2 Event organisers

Where required for race entry, team management or safety.

6.3 MyClubhouse (website provider)

As a secure data processor operating under contract.

6.4 Safeguarding and welfare bodies

England Athletics, UKA or statutory agencies, where required by policy or law.

6.5 Payment processors

Where membership fees are processed online.

We never sell personal data.

7. Data Storage & Security

We take appropriate technical and organisational measures, including:
• Password protection and access limits
• Secure databases with restricted committee access
• Encryption where appropriate
• Controlled access to medical and safeguarding information
• Regular review of who has access to personal data

Data is stored within the UK or in compliant jurisdictions.

8. Data Retention

We retain personal data only for as long as necessary for club administration, safeguarding, legal obligations, insurance requirements, and legitimate interests such as:

• Allowing former members to rejoin without losing their membership history
• Maintaining accurate statistical, performance and historical club records
• Retaining safeguarding or welfare records in line with EA and statutory guidance
• Fulfilling insurance, legal or regulatory requirements
• Verifying past participation, eligibility, volunteer activity or disciplinary outcomes

Retention periods:

• Core membership history
(name, EA URN, membership dates, results, participation history)
Retained for up to 10 years, or longer where needed for historical or statistical purposes.

• Safeguarding & welfare records
Retained in accordance with EA and statutory guidance — may be up to 75 years depending on case type.

• Medical and emergency contact information
Deleted when membership ends, unless required for safeguarding or incident investigation.

• Financial and payment data
Retained for 7 years under HMRC rules.

• Email logs and message history
Retained for up to 2 years, unless required longer for administration.

• Website accounts
Deleted upon request or after prolonged inactivity.

9. Your Rights

Under UK GDPR, you have the right to:
• Access your data (“subject access request”)
• Request correction
• Request deletion (“right to be forgotten”)
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent (for consent-based processing)

Requests should be sent to: info@NEJRunningClub.co.uk

10. Cookies & Website Tracking

Our website may use cookies and analytics tools for functionality, security and performance.
You can opt out through your browser settings.

11. Photography & Media

We may publish photos or videos from training sessions, events or races.

Consent is obtained:
• during membership registration, or
• at events where required

You may withdraw consent at any time.

12. Children & Young People

NEJ Running Club is an 18+ club.
We do not knowingly collect data from under-18s.

13. Data Breaches

We will inform the ICO and affected members of any data breach where required by law.

14. Changes to This Policy

We may update this policy periodically.
Members will be notified of material changes.

15. Contact Us

For questions or data requests:

Email: info@NEJRunningClub.co.uk
Website: https://www.nejrunningclub.co.uk