Privacy Policy – Vale of York Athletic Community

Who we are

We are the Vale of York Athletic Community, a registered charity no. 1197044. Our postal address is c/o Selby Leisure Centre, YO8 4BL. Our website addresses are: https://valeofyork.org and https://valeofyork.com.

Vale of York Athletic Community (VOYAC) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, VOYAC 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 VOYAC, subscribe to our newsletter, or participate in discussion boards on our 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, disability, 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 registration and provide the services you are signing up to when you register with VOYAC. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member of our Community 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 our coaches or officials to administer training sessions;
sharing personal data with 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 funding partners as condition of grant funding
analysing anonymised data to monitor trends; and
sending an annual survey to improve your experience as a member of our community.

For registration and management

processing registration and payments;
sharing data with trustees to provide information about our activities, registration renewals or invitation to social events;
newsletters promoting VOYAC activity; and
publishing of race and competition results

Marketing and communications (where separate consent is provided)

sending information about promotions and offers from sponsors;
sending information about selling kit, merchandise or fundraising.

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.

On occasion we may collect personal data from people who are not registered with VOYAC (e.g. anyone who fills in a health disclaimer or form at a taster event. This information will be stored for 28 days after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from those who are not registered with VOYAC to process this data, which we will ask for at the point of collecting it.

VOYAC uses Facebook, Instagram and Twitter social media pages. If you join one of the social media pages, please note that provider of the social media platforms have their own privacy policies and VOYAC does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on VOYACs social media pages.

Who we share your personal data with

When you choose to represent VOYAC as a competitor, or renew your competitor registration, you will 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 dataprotection@englandathletics.org

VOYAC does not supply any personal data it holds for this purpose to any other third party. VOYACs data processing requires your personal data to be transferred outside of the UK for the purpose of hosting our website and use of booking platforms such as Spond. Where VOYAC does transfer your personal data overseas, it is with the appropriate safeguards in place to ensure the security of that personal data.

How long we hold your personal data

We will hold your personal data on file for as long as you are registered with us. Athlete data is updated every year through the annual registration process. Any personal data we hold on you will be securely destroyed after four years of inactivity, 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 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.

As a data subject you are not obliged to share your personal data with VOYAC. If you choose not to share your personal data with us we may not be able to register or administer your registration with us.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.