Objective of this statement

The club’s privacy statement is our public statement on which member data we collect and why we collect it. The privacy statement is supported within the club by a data protection policy, which is an internal document that describes how we protect members’ personal data.

Wimbledon Windmilers are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, ‘Wimbledon Windmilers’ 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, subscribe to our newsletters, or participate in discussion boards on our website, social media or online event registration platforms. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the England Athletics affiliated Clubs with which you are registered and gender (known as ‘Athletics Data’). We may also ask for relevant health information and we may collect other data such as diversity information via the England Athletics portal, and these are 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 data 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 leagues, county 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 Authority;
• analysing anonymised data to monitor club trends; and
• sending a 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
• publishing of race and competition results

Marketing and communications (sent only where separate consent is provided)

• sending information about promotions and offers from sponsors;
• sending information about selling club kit, merchandise or fundraising for the club.

Special category data

Any special category health data we hold on you is only processed for the purposes of, for example, fitness or 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.

Non-member data

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 12 weeks after an event and then destroyed securely. Our lawful basis for processing such 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.

Social media, messaging and online platforms

The club participates in the following social media and messaging platforms: Facebook, WhatsApp, Twitter, Instagram, and Strava. It also uses online registration and video platforms such as Eventbrite and Zoom. All members are free to join or use these platforms. Please note that providers of third party online platforms have their own privacy policies and that the club does not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media or event registration pages.

In signing up to the Wimbledon Windmilers WhatsApp Community you agree to share your personal data with WhatsApp (please see their privacy terms at https://www.whatsapp.com/legal/) and the club, including your name and mobile number. The club will only use your personal data for the purpose of administering this Community.  You should be aware that your personal data will be viewable by other WhatsApp Group participants and, for the purposes of managing the Club’s WhatsApp Community, all WhatsApp Community Administrators will have visibility of the phone numbers of all Community participants on their devices.

Photography

Individuals should always be given the opportunity to withdraw from group photographs taken at Wimbledon Windmilers events. Photographs of participating individuals taking part in club events may be used in club communication channels. The Wimbledon Windmilers will make all reasonable efforts to remove such photographs from communication channels under club control, if requested to do so by any member featured in such a photograph.

Who we share your personal data with

When you become a member of the Club you can also choose to 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 dataprotection@englandathletics.org. If you do request to be registered with England Athletics, then we will not share your data with England Athletics Limited. Please be aware that should you ever wish to compete in your sport you will have to register with England Athletics Limited at that time.

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.

Race and competition results data are stored securely and indefinitely on the club’s results database under the lawful basis of legitimate interests and are accessible by members only. For the purpose of documentation of club records, the results database maintains legacy data from all members including those who are no longer members of the club.

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.