Data Privacy Statement

Personal Information

Information we hold Paid up members Adult prospective Junior waiting list
First and last name Yes Yes Yes
Date of birth Yes Yes
Gender Yes Yes Yes
Postal address and postcode Yes TBA 3
Email address Yes Yes Yes
Home phone number Optional
Mobile phone Optional
Emergency contact details – contact number & name Yes Yes Yes

 

For key for numbered notes, see foot of document

What we derive How?
Whether or not a junior From date of birth
Age category 5 year age group
Membership category Competitive / social / volunteer

Also whether a full VSCC member

For the current VS year 1 Sep to 31 Aug
England Athletics affiliation category Competitive athlete or not – whether we have been paid the affiliation fee for the current EA year 1 April to 31 March
Emergency contact Y/N Whether or not we hold emergency contact information

 

Who we share it with Mailing List Coaches & Leaders Team
Managers		 EA Website listing
First and last name Yes Yes Yes Yes Yes
Date of birth Yes Yes
Gender Yes Yes Yes
Postal address / postcode TBA 3 Yes 2 Yes
Email address Yes Yes Yes
Home phone number Yes 2
Mobile phone Yes 2
Emergency contact details Yes Yes TBA 4
Whether or not a junior Yes 1 Yes Yes
Age category Yes
Membership category Yes 1 Yes Yes
England Athletics category Yes 1 Yes Yes Yes
Emergency contact Y/N Yes

 

For key for numbered notes, see foot of document

Notes on column headings

  • Mailing List – used for “V S Update” newsletter emails (sent approximately weekly), also for occasional selective emails e.g. parents of all juniors
  • Coaches & Leaders – used for emergency contact list held on Dropbox
  • Team Managers – used for team selection and to enter teams in events
  • EA – information provided to England Athletics (NB for each person we set mailing information to Nil, it is up to the person to sign in to the MyAthletics portal and change their mailing preferences)
  • Website membership list

Numbered Notes

  1. May be used for selective mailing
  2. Required for some events
  3. We are reviewing whether we need postal addresses for emergency contact (in case the nominated person does not answer their phone)
  4. We are reviewing whether to put all emergency contact details in the EA database, this way our club members can amend these themselves

Other Information

  • Junior signing in sheets – used for attendance awards
  • Beginners/improvers signing in sheets – in case of emergency on the night

Any questions

Any questions – please email [email protected]