Club Constitution &
Data Protection Policy
The club shall be known as ‘Desford Striders Running Club’, thereafter known as the Club.
The main objective of the Club is to promote and encourage running at all levels and abilities, for both serious and recreational runners alike.
Club colours shall be sky blue and red. These colours shall be deemed representative of the Club and must not be used to promote any other club.
The committee shall consist of its officers: Chairperson; Vice Chairperson; Secretary; Treasurer together with a minimum of 2 other members, all voted for annually at the AGM. Membership of the committee is open to all paid-up members of the club.
Anyone wishing to stand for election as an official of the club, where the incumbent is not standing down, must inform the Secretary in writing at least 7 days before the date of the AGM, giving their reasons. These will be sent to all members for their consideration together with the notice of the meeting.
Extra members can be co-opted onto the committee at any time, but these must be confirmed at the next AGM.
The AGM will be held in February each year with at least 14 days notice being given to the membership. Any items for inclusion on the agenda must be handed to a committee member at least 7 days prior to the AGM date. All members shall have one vote and voting shall be by a show of hands with a simple majority being acceptable. In the event of a tied vote, the chair shall have the casting vote.
The constitution can only be changed at an AGM or at an Extra-ordinary General Meeting called for that purpose, either by the Committee or by a written request from a minimum of 10 members. Four weeks notice must be given for an EGM.
Communication with members shall be by e-mail and text message. Notices will also be posted on the club website, Facebook page and in the Newsletter.
Annual subscriptions are due on April 1st each year. These are reviewed annually by the committee and are submitted to the AGM for approval.
Membership fees as agreed at the AGM are due on April 1st each year (unless the member has asked for a sabbatical). A reminder will be sent to any member whose fees have not been paid by May 1st and if no reply is received by June 1st that membership shall be terminated.
All members will be treated equally, with no discrimination of any sort being tolerated.
Any complaints should be made in writing to the Secretary for consideration by the committee at their next meeting. All parties involved will be invited to the meeting. The committee’s decision will be final.
Data Protection Info
Desford Striders are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Desford Striders 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. 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.
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 information 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 other competition providers for entry in events.
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
Marketing and communications (where separate consent is provided)
sending information about promotions and offers from sponsors;
sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold on you is only processed for the purpose(s) of 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 non-members 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 6 weeks 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.
The club has a page on Facebook. All members are free to join this page. If you join this Social Media page, please note that provider of Facebook have 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 page.
Who we share your personal data with
When you become a member of the Club you will 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 online 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.
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 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 the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.