Rathfarnham WSAF Athletic Club Data Protection Policy
Who we are
Rathfarnham WSAF Athletic Club (AC) is a community based athletic club, located at The Old Courthouse, Main Street, Rathfarnham, Dublin 14. It caters for male and female athletes of all ages from Juveniles (8-18), Junior (Under 20), Seniors and Masters (Over 35). The Club operates under the direction of Athletics Ireland (AAI) and under the IAAF Rules.
Rathfarnham WSAF AC collects personal data on those who wish to be a member of our Club. We use this data to register you with our national association, the AAI. The Club holds a 5k Road Race and a series of Juvenile Races every year around the streets of Rathfarnham and Terenure. We also collect your personal data so as to register your entry in these races.
In carrying out these roles we gather your personal data through our two websites (https://www.athleticsrathfarnham.ie and http://www.rathfarnham5krun.ie). This policy applies specifically to your personal data and provides you with information about:
- what personal data we collect;
- how we use your data;
- who we share your data with
- How long we hold onto your data for
- how we ensure your privacy is maintained; and
- your legal rights relating to your personal data.
What personal data we collect from you on our websites?
Rathfarnham WSAF AC collects personal data on those who wish to be a member of our Club through our website (https://www.athleticsrathfarnham.ie) and the PayPal online payment system. We may also collect your personal data by getting you to fill in a membership application form at open days in our Clubhouse. By ticking the consent box on both application methods you consent to Rathfarnham WSAC using your data for legitimate Club purposes only and it will not be shared with anyone outside the Club except with the AAI.
We will use your data to register you as a member of AAI and to enter you for races which the Club is taking part in. For your AAI registration we will record the following personal data:
- Name, address and contact details (E-mail and mobile phone number) of each member
- For members under 18 we also record the parents contact details
- The Date of Birth and Gender of each member
- The credit card and/or details of your bank account or these details of whoever pays a member’s annual registration fee.
We register your membership with the AAI on their website at http://www.athleticsireland.ie. We have reviewed the AAI’s data protection policy and they have assured us that they are in compliance with the GDPR.
Rathfarnham WSAF AC holds a 5k Road Race and a series of Juvenile Races every year and we collect your personal data through our website at http://www.rathfarnham5krun.ie. This information is collected on our behalf by Primo Events, an events registration organisation, at https://register.primoevents.com. Through the Primo Events website we collect the following personal information:
- Name, address and contact details (E-mail and mobile phone number) of each person who enters our races
- Date of birth and gender of each entrant
- The credit card and/or details of your bank account or these details of whoever pays the entrant’s registration fee.
By registering on the PrimoEvents website for any of our races you consent to allowing Rathfarnham WSAC contact you about future Rathfarnham 5k Running events. We have been advised by Primo Events that they are in compliance with the GDPR.
What personal data does our websites collect using cookies?
To ensure we are publishing content our members need and want, Rathfarnham WSAF AC websites collect aggregated site-visitation statistics using cookies. When someone visits these sites, a cookie is placed on the customer’s machine (if the customer accepts cookies) or is read if the customer has visited the site previously. If you choose to not have your browser accept cookies from our websites, you will need to re-enter your personal information each time that you attempt to access information.
How we use your data.
We use your data to register you with the AAI, to communicate with you about Club activities and to enter you in athletics events which Rathfarnham WSAF Athletic Club are participating in e.g. in cross country, road and track races.
For the Rathfarnham 5k race series entries we use your personal data to categorise your race entry into the correct age category and gender for prize allocation purposes e.g. Junior (Boys or girls), Senior (Men or women), Masters (Men or women Under 35, Under 40, Under 50, etc.). We will also your E-mail to contact you about future races being organised by Rathfarnham WSAF AC.
From time to time we would like to email you regarding athletics initiatives or upcoming events we organise. If you would like to receive these emails please tick this box to consent to receiving these emails.
Who we share your data with
For members of Rathfarnham WSAF AC we will only share your personal data with Athletics Ireland for your registration with them and for athletics events which come under their remit and control. We will only share your data with Committee Members who have a need to use it e.g. to let you know about upcoming races, training sessions or race entries.
How long we hold your data for
This will vary. For Rathfarnham WSAF AC Members we will hold your data as long as you remain a member of the Club and for 5 years after you cease to be a member of the Club. This is so we can keep in contact with present and former members of the Club and inform them of events and information which are solely related to Club activities.
In the case of Rathfarnham 5k Race series entries we will only keep your E-mail which we will store for up to 10 years.
How we ensure your privacy is maintained
The security of your data is a priority for Rathfarnham WSAF AC and we are committed to respecting your privacy rights. We will handle your data fairly and legally at all times. We will also be transparent about what data we collect about you and how we use it. We are registered with the data protection commissioner. Our Data Protection Officer is Adam Jones who can be contacted at firstname.lastname@example.org
Our two websites are hosted in a secure environment. Only nominated Management Committee members and Coaches with a business need, will have access to your personal data through our website, to provide you with the service you signed up for.
Your legal rights relating to your data
You have the following rights in relation to data collected on our websites:
- the right to ask what personal data that we hold about you at any time
- the right to ask us to update and correct any out-of-date or incorrect personal data that we hold about you free of charge; and
- the right to have any personal data about you deleted.
If you wish to exercise any of the above rights, please email your request to our data protection officer Adam Jones at email@example.com