Privacy Policy

1. Introduction

Haslemere Border Athletic Club (HBAC) is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in accordance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

As a member or prospective member of HBAC, you trust us with your personal information. We take this responsibility seriously and are committed to maintaining that trust.

2. Who We Are

Organisation Name: Haslemere Border Athletic Club (HBAC)

Address: Woolmer Hill Sports Association (WHSA), The Pavilion, Woolmer Hill, Haslemere, Surrey GU27 1QA

Contact Email: chair@hbac.co.uk

Secretary Email: secretary@hbac.co.uk

3. Information We Collect

We collect and process the following types of personal information:

3.1 Membership Information

• Name (first name and surname)
• Email address
• Phone number
• Date of birth
• Address
• Emergency contact information
• UK Athletics registration number
• England Athletics licence information
• Running experience level
• Medical information relevant to participation (if voluntarily provided)

3.2 Payment Information

• Membership fee payments
• Shop purchase history (if applicable)
• Stripe payment processing data (we do not store full card details)

3.3 Activity Information

• Training session attendance
• Race participation and results
• Time trial performances

3.4 Website Usage Information

• IP address
• Browser type and version
• Pages visited and time spent on pages
• Referring website addresses
• Cookie information (if you consent to analytics cookies)

4. How We Use Your Information

We use your personal information for the following purposes:

4.1 Club Administration

• Processing membership applications and renewals
• Maintaining accurate membership records
• Communicating with members about training sessions, events, and club news
• Managing UK Athletics and England Athletics registration on your behalf

4.2 Training and Competition

• Organizing appropriate training groups based on ability
• Recording and publishing race results and time trial performances
• Entering members into team competitions (cross country, road relays)

4.3 Safety and Welfare

• Maintaining emergency contact information
• Recording relevant medical information for safe participation
• Safeguarding responsibilities (particularly for junior members)
• Responding to incidents or accidents

4.4 Legal Obligations

• Complying with UK Athletics and England Athletics requirements
• Meeting health and safety obligations
• Fulfilling insurance requirements
• Responding to legal requests or safeguarding concerns

5. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following lawful grounds:

• Contract: Processing necessary for membership and participation in club activities
• Legitimate Interests: Club administration, organizing events, and maintaining member community
• Legal Obligation: UK Athletics affiliation, insurance requirements, and safeguarding duties
• Consent: Marketing communications, photography/video, and optional data sharing (you can withdraw consent at any time)
• Vital Interests: Emergency situations requiring use of medical or emergency contact information

6. Sharing Your Information

We may share your personal information with the following third parties:

6.1 Athletics Organizations

• UK Athletics and England Athletics: For membership registration and licence administration
• Southern Cross Country League: For team competition entries
• Race organizers: For entry into affiliated competitions

6.2 Service Providers

• Stripe: For secure payment processing (subject to their privacy policy)
• Email service providers: For club communications
• Website hosting providers: For hosting our website securely

6.3 Public Information

We may publish the following information publicly on our website and social media:

• Race results (name and finish time)
• Club records (name and performance)
• Coach and committee member names and contact emails (role-specific)
• Photographs from club events and training (with consent)

Note: We will not share your personal information with third parties for marketing purposes without your explicit consent.

7. Data Security

We take the security of your personal information seriously and have implemented appropriate technical and organizational measures to protect it:

• Secure website hosting with SSL/TLS encryption
• Password-protected member portal with authentication
• Restricted access to personal data (committee and coaches only, as needed)
• Regular security updates and monitoring
• Secure payment processing through Stripe (PCI DSS compliant)
• Regular backups of membership data

8. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy:

• Active members: Data retained for the duration of membership plus 6 years (for insurance and safeguarding purposes)
• Lapsed members: Contact details retained for 2 years to facilitate rejoining; financial records for 6 years (HMRC requirement)
• Race results and records: Retained indefinitely for historical purposes (legitimate interest in maintaining club heritage)
• Safeguarding records: Retained in accordance with UK Athletics safeguarding policy

You may request earlier deletion of your data by contacting our Secretary (see "Your Rights" section).

9. Your Rights

Under UK data protection law, you have the following rights:

To exercise any of these rights, please contact our Secretary at secretary@hbac.co.uk. We will respond within one month.

10. Cookies and Website Analytics

Our website uses cookies to improve your browsing experience and analyze site usage.

10.1 Essential Cookies

These cookies are necessary for the website to function and cannot be disabled. They include: session cookies for the member portal and shopping cart functionality.

10.2 Analytics Cookies (Optional)

With your consent, we use Google Analytics to understand how visitors use our site. This helps us improve the user experience. You can opt out at any time through your browser settings.

To manage cookies, adjust your browser settings or use our cookie preference tool (if implemented).

11. Children's Privacy

HBAC operates a junior section for young athletes aged 8-17. For junior participants:

• Parental consent is required for data processing
• Enhanced safeguarding and DBS checks for coaches
• Strict photography and social media policies
• Additional data protection measures in accordance with UK Athletics Safeguarding Policy

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. Significant changes will be communicated to members via email. The "Last updated" date at the top of this page indicates when the policy was last revised.

13. Complaints

If you have concerns about how we handle your personal data, please contact our Secretary at secretary@hbac.co.uk.

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

14. Contact Us

For any questions about this Privacy Policy or how we handle your data, please contact: