Welsh Castles Relay – UPDATE

Hans Ho 17 March 2011

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Our friends in Les Croupiers RC (who organise the Welsh Castles Relay) have given us three teams this year, so as well as defending our men's and women's titles, our older members can once again have the opportunity to race in this superb event.

The race starts in Caernarfon on Saturday morning and ends in Cardiff on Sunday afternoon with an awards presentation once the final team has finished. There are 20 stages ranging in distance from 8 to 14 miles passing many Welsh castles in some challenging terrain and each team has 20 runners who each run one stage over the course of the weekend, with ten stages on Saturday and ten on Sunday.

Team captains are now building our teams so please contact them if you'd like to race:

Ladies captain: Natalie Kolodziej
Men’s captain: Simon Barrett
Vet’s captain: Ian Hodge

Ian Hodge
Competition & Team Events Coordinator
ihodge@serpentine.org.uk

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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 county schools’ associations) and other competition providers for entry in events.

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publishing of race and competition results

Marketing and communications (where separate consent is provided)

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We also collect personal data from any non-member who

participate to a club organised race and fill in a form with information which may include name, date of birth, gender, affiliated club. We process this data to administer the event, create and publish race results.
Or join a Club session as triallist and fill in a form with information including name, phone number, email address and emergency contact details for the purpose of administering the club session and triallist attendance.

The reason to process your data in such cases is to comply with our contractual obligation to deliver the services you signed up to when registering to our event or taster session. On occasion we may also collect relevant health conditions from non-members only for the purpose of assisting medical emergency. This information may be processed and passed to the medical team on the basis of vital interest.

We also collect and process personal data from parent or guardian of a junior member, including name, email address, phone number, relationship to the junior member for the purpose of safeguarding and administering the membership of junior member.

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When you become a member of the Club

You can also choose to be registered as a member of England Athletics Limited (“EA”) in order to compete in some of the running and athletic races. When you choose to be registered as a member of England Athletics Limited, we provide EA with your Athletics Data which they use to enable access to the MyAthletics portal. England Athletics Limited should 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.
In addition to passing data to EA, the Club may need to share personal data such as your name, date of birth, gender, England Athletic ID with leagues, county associations and other competition providers (such as South of England Athletics Associate, English cross country Association. Met League, Sunday League cross country, Summer League, Assembly League, Green Belt, Southern Athletics), for the purpose of administering your entry to events you elect to participate in.
The Club may also share your name with a 3^rd party for the purpose of administering an event other than a race, and for which you have signed up. The club will not pass any other of your personal data for this purpose without your explicit consent.

When you register as a participant to our Club organised race or, you participate in a running, athletic, triathlon, multisports races as a Club member. We may display on our website or other social media your name, age category, self-identified gender, age grade, participation locations, results and finish times We do in some cases, share (under the lawful basis of legitimate interest) publicly visible data with external third parties (see section “Athletes appearing in our database”).

We do not share our personal contact details (address, email) with any third parties except as required by laws and England Athletics. The club will not pass any personal data for other purpose than listed above to a 3^rd party without your explicit consent.

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How long we keep your information will depend on the purpose for which we use it.

We will hold your personal data on file for as long as you are a member with us. Apart from results and related personal data, any personal data and health information we hold on you as a member will be securely destroyed after four years of inactivity on that member’s account in line with England Athletics Limited’s retention policy.
Race results and related participants personal data (name, age, self-identified gender, locations, finish times) are kept indefinitely in order to create and maintain our results tables, records of participation, allow participants to access their participation records and past results.
Any other personal data and health information we may have collected from non-members participating to a Club organised race are destroyed securely shorter after the event.
Any personal data that we collect when you join a Club session as triallist is kept then destroyed securely after 180 days, so as to be able to track individual attendance.
Any personal data we hold about you as a parent or guardian of a junior member is stored as long as the related junior member is a junior member with us. Your personal data as a parent or guardian will be destroyed as soon as the junior member leaves the club.

Your data is not processed for any further purposes other than those detailed in this policy.

More about our collection and use of your information

1. All website visitors

Summary information is collected automatically by our website, and related platforms like Google Analytics and Google Maps e.g. number of visitors to the site. This information is used to monitor use of the website and will not contain information that can identify you as an individual.

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2. Athletes appearing in our results database

We collect and hold details of name, date of birth, gender, club, email address and mobile phone number for the purpose of uploading and displaying race results for races we organise.

We do not offer privacy settings in relation to your participation in races, and as such our website may display your name, age category, self-identified gender, age grade, participation locations, results and finish times. We do in some cases, share (under the lawful basis of legitimate interest) publicly visible data with external third parties. These third parties include but are not inclusive to:

Power of 10: operated on behalf of UK Athletics Data Limited, PO Box 1007, Uxbridge, UB8 9NQ. Data held on this site is stored under their privacy policy.
Active Training World (ATW): timing and registration provider for our New Year’s 10K And 5k race – ActiveTrainingWorld Ltd, Unit 17, Thrales End Business Centre, Thrales End Lane, Harpenden, Hertfordshire, AL5 3NS?
RunEvents – England Athletis ltd, Alexander Stadium, Walsall road, Perry Barr, Birmingham, B42 2BE. Data held on this site is stored under their privacy policy
England Athletics, British Triathlon Federation and British Athletics.

When agreeing to information being shared publicly you consent to Serpentine running and triathlon club using the data for its own purposes, including, but not limited to training and guidance for new operating systems.

3. Club members

We will not sell your personal data. We will not pass your personal data to any third party other than what is included in this policy without your explicit consent.

You may opt to share your contact details and choose what you want to share with other members of the club by updating your privacy settings in https://www.serpentine.org.uk/members/username/settings/profile/. Some of the information that you choose not to share remain visible to officers of the club, for the purpose of managing your membership, to officials and race leaders for the administration of your entry to races. Emergency contact details and health information may be accessed by coaches and committee members in case of medical emergency. Information that you choose to share can only be seen by other members of the club who have logged in to the database; this means, for example, that your email address is not visible through the website to junk mailers.

As part of organising race events for Club members, as a condition of entry, the Club may require you to upload images and photos to image hosting providers (e.g. Dropbox) for timing verification and other purposes. Entering such races is entirely optional. As an independently run third-party Dropbox may collect and use the information you provide to them according to their own privacy policy.

4. Event Imagery

Photography or filming is likely to take place at our events, is common practice and helps u inspire other people to join the club or engage in sporting activities. It also provides a means for historical recording of our events over time. Furthermore, our use of images helps to demonstrate diverse group of people enjoying physical activity as part of the wider community. Individuals can also submit their own photos directly via social media or by uploading on our database on AWS S3. We ensure compliance with safeguarding laws.

Images can be shared with the Club may be used on the Club social media channels and/or our website, as well as other promotional material, including but not limited to videos and imagery on posters. Event imagery is predominantly processed under the lawful basis of Legitimate Interest, and may be stored securely by event teams, the communication or the committee in perpetuity as it represents a historical record of that event.

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