HAC Club Policies
Full details of HAC Policies can be found in our Welcome Pack. Our Club Constitution is available here. A copy of our social media policy is available here. A copy of our Disciplinary and Appeals Process is available here. A copy of our Online Coaching and Virtual Racing Policy following COVID- 19 is available here.
For more information please contact Katie Arnold, Club Secretary.
Hastings Athletic Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Hastings Athletic Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you:
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, subscribe to our newsletter, or participate in discussion boards on our social media and website. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information, other data which is classed as special category personal data.
Why we need your personal data:
The reason 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 is that we have a contractual obligation to you as a member 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 sessions;
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 an annual club survey to improve your experience as a club member
For membership and club management
processing of membership forms and payments;
sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
club newsletter promoting club activity; and
publishing of race and competition results
Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches 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.
The club has the following social media pages – Facebook, Twitter and Instagram. All members are free to join these pages. If you join one of the social media pages or affiliated pages, please note that the provider of the social media platforms has 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. A Google email group also exists (email@example.com). While the club runs and moderates this group it does not accept any responsibility or liability for individual members posts and views, however it will work to ensure that action is taken to remove people to break the rules of the group.
Who we share your personal data with:
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 Limited 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 Limited, please contact firstname.lastname@example.org.
For non-competing volunteers / family members:
All of our members are required to also be a member of England Athletics Limited as part of their membership, however this is not a requirement for non-competing volunteers and those listed as additional members in a family membership as non-competing. In this situation the we will not share your data with England Athletics Limited. Please be aware that should you ever wish to compete in your sport you will have to register with England Athletics Limited at that time.
The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.
How long we hold your personal data:
We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four 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. Your details will remain on our club records and statistics if you have won a title at any point during your membership.
Your rights regarding 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.
The UK is currently experiencing a public health emergency as a result of the coronavirus (COVID-19) pandemic. It is therefore critical that organisations take a range of measures to keep everyone safe.
HAC are following Government and NGO guidelines and as such, we now ask all parents / carers to complete an online declaration for all under 18’s who wish to take part in group training. We will hold this information for as long as membership exists with us. We will also ask members and visitors who attend the Ark Alexandra Athletics Track to complete a “Track Passport” ahead of their initial visit. This information will be held for as long as required in order to track and trace and ensure that everyone is aware of the special measures in place.
To unsubscribe from our newsletter mailing list please click here.
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.
If you have any questions please get in touch with us here.