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Privacy Policy

Introduction

City of Portsmouth Athletics Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Club is the Data Controller and is responsible for storing and processing that data in a fair, lawful, secure, and transparent manner.

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What Personal Data We Hold

We collect personal data from members through event registrations, membership applications, and other interactions with the Club. The data we hold may include:

  • Full name

  • Date of birth

  • Gender

  • Contact details (e.g., phone number, email, address)

  • Emergency contact details

  • Guardian details (for members under 18)

  • Club affiliations and England Athletics membership details

  • Health information (where necessary for training safety)

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Why We Need Your Data

We collect personal data to administer memberships and provide Club services, including:

  • Administering club memberships and activities

  • Communicating with members regarding training, competitions, and events

  • Registering members with England Athletics for licensing purposes

  • Entering athletes into league competitions

  • Training

  • Sharing data with coaches and officials

  • Managing team selections and event entries

  • Accessing training facilities

  • Funding and reporting

  • Providing anonymized data to funding partners

  • Monitoring club trends

  • Conducting annual member surveys

  • Membership and club management

  • Publishing race results

  • Sending promotional information from sponsors

  • Selling club kit and merchandise

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Special Category Data

Any health-related data is only collected with explicit consent and used solely for ensuring safe training and participation.

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Data Retention

  • We will hold your data while you remain a member.

  • If you leave, your data will be securely deleted after four years of inactivity, in line with England Athletics’ retention policy.

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Data Sharing

  • When you become a Club member, we register you with England Athletics, who will contact you regarding the MyAthletics portal where you can manage your privacy settings.

  • The Club does not sell or share data with third parties beyond what is required for membership and training and competition purposes.

  • We do not transfer data outside the UK.

  • 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.

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Social Media

The Club has social media pages (Facebook, Instagram). Members who engage with these platforms should review their respective privacy policies.

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Your Rights

You have rights under data protection law to:

  • Request access to, correction, or deletion of your data

  • Restrict or object to data processing

  • Withdraw consent for optional communications

  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

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Contact Information

For any queries regarding this policy or your data, please contact the Club Secretary. 

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