PB RUNNING CLUB are committed to protecting and respecting your privacy. For any personal data
you provide for the purposes of your membership, PB Running club is the Data Controller and is
responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent
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, subscribe to our newsletter, or participate in discussion boards on our website. 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, disability, other data enter which is classed as
special category personal data.
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 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
• sharing personal data with leagues, county associations (and county schools’ associations)
and other competition providers for entry in events.
For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Local
• analysing anonymised data to monitor club trends; and
• sending an annual club survey to improve your experience as a club member.
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 e.g. fitness/
health checks or 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. any non-member participant who
fills in a health disclaimer or form at a taster event. This information will be stored for 28 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
The club has the following social media pages e.g. Facebook, Twitter & Instagram. All members are
free to join these pages. If you join one of the Social Media pages, please note that provider of the
social media platform(s) 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 pages.
Who we share your personal data with
When you become a member of or renew your membership with PB Running club you will
automatically be registered as a member of England Athletics. We will provide England
Athletics with your personal data which they will use to enable access to an online portal for
you (called myAthletics). England Athletics will contact you to invite you to sign into and
update your MyAthletics portal (which, amongst other things, allows you to set and amend
your privacy settings). It is vital, therefore, that a valid email address is given, so that you can
ensure that your data is correct and so that you can set your own privacy settings. If you have
any questions about the continuing privacy of your personal data when it is shared with
England Athletics, please contact email@example.com.
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
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.