Privacy Notice (GPRD Compliant)

Introduction

The processing of your personal data is carried out by or on behalf of Uffo Athletic and Leisure Group Ltd (Uffo Athletic). Uffo Athletic is a private company limited by guarantee in England and Wales No: 12386815 and is registered with the information commissioner’s office (www.ico.org.uk).
We respect your privacy and are committed to maintaining the security of your personal
information. For any personal data you provide for the purposes of your membership or
participating in our ‘Physical Activities’, Uffo Athletic is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way. This statement outlines how and why we collect and use personal data. We want to ensure you
are informed and in control of your personal data. Please be assured that we will never sell your personal data and will only ever share it with third parties where we have your permission and/or where it is necessary for us to fulfil a contract or service obligation. Uffo Athletic is committed to protecting and respecting your privacy.

What personal data do 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 our physical activities and may include your name, full postal address, e-mail address, phone number, date of birth and gender (Athletics Data). We may also ask for relevant health information, other data which is classed as special category personal data.

Why do we need your personal data?

The reason we need your Athletics Data is to be able to administer your membership and register and provide you with the services and physical activities you are signing up to participate in. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a participant to provide the services you are registering for.

Reasons we need to process your data include:

For participating in Uffo Athletic Physical Activities (Walks, Athletic Activities & Traditional Boardgames and Community Running Events)

For Training and competition entry

Sharing personal data with Uffo Athletic coaches or volunteers to administer training
sessions;
Sharing personal data with club team managers to enter events;
and Sharing personal data with family providers to manage access to the track or check delivery standards.

For funding and reporting purposes

Sharing anonymised data with a funding partner as a condition of grant funding e.g., Local
Authority or TfL.
Analysing anonymised data to monitor physical activity levels in the community; and
Sending an annual survey to improve your experience as a member or participant of our
physical activities.

For membership and club management

Processing of membership forms and payments.
Sharing data with management to provide information about new physical activities or
invitation to social events.
Organisation newsletter promoting Uffo Athletic’s Physical Activities.
Publishing of running events or tournament results.

Marketing and communications (where separate consent is provided)

Sending information about promotions and offers from sponsors.
Sending information about selling club kits, merchandise or fundraising.

[Any special category health data we hold on you is only processed for the purpose(s) of [(e.g., fitness/ health checks or passing health data to coaches to allow the safe running of training sessions) – enter as applicable]. 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 non-members/registrants [ (e.g., such as any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for [30 days after an event] and then destroyed securely. Our lawful basis for
processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

Uffo Athletic has the following social media pages [Facebook, WhatsApp, Twitter, Instagram and LinkedIn]. All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform(s) have their own privacy policies and that Uffo Athletic 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.

Who we share your personal data with?

When you become a participant of ‘Uffo Athletic’s Physical Activities’ you can also choose to be registered as a member of Uffo Athletic. Uffo Athletic does not supply any personal data it holds for this purpose to any other third party.

How long we hold your personal data.

We will hold your personal data on file for as long as you are a participant or a member with us. Athletics data is updated every year. Any personal data we hold on you will be securely destroyed after four years of inactivity on our records, in line with England Athletics Limited’s retention policy
(our governing body). Your data is not processed for any further purposes other than those detailed in this policy.

Changes to personal details

If your personal details change, please help us to keep your information up to date by notifying us. You can do this by contacting the person responsible for data protection for Uffo Athletic, Mohammed Ismail on 07830 622265 or email at info@uffoathletic.com.

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. Details of how to do this can be found at www.ico.org.uk.

As a data subject, you are not obliged to share your personal data with Uffo Athletic. If you choose not to share your personal data with us, we may not be able to register or administer your membership or participation in Uffo Athletic Physical Activities.

We reserve the right to amend this Privacy Statement so please do check back from time to time on our website (www.uffoathletic.com). If we do so, we will make every effort to inform you of any
material changes to the policy.