This privacy policy for Cove Joggers (‘Club’, 'we', 'us', or 'our'), describes how and why we might collect, store, use, and/or share ('process') your information when you use our services ('Services'), such as when you: visit our website at https://www.covejoggers.co.uk; contact us; complete our membership form; become a member of our club; or engage with us in other related ways, including any marketing or events.
We are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership or otherwise, Cove Joggers is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at covejoggers@live.co.uk.
SUMMARY OF KEY POINTS
This summary provides key points from our privacy notice, but you can find out more details by using our table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and our Services, the choices you make, and the products and features you use.
We do not process sensitive personal information other than any medical or disability information that you may choose to give to us when completing our membership application form if you think that we should be made aware of any such information. You have the right to withdraw your consent to our processing or storing that sensitive personal information at any time by contacting us at covejoggers@live.co.uk
We do not receive any information from third parties.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.
We may share information in specific situations and with specific categories of third parties.
How do we keep your information safe? We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.
What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information.
How do you exercise your rights? The easiest way to exercise your rights is by submitting a data subject access request, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the privacy notice in full.
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
2. HOW DO WE PROCESS YOUR INFORMATION?
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR PERSONAL INFORMATION?
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
6. HOW LONG DO WE KEEP YOUR INFORMATION?
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
8. DO WE COLLECT INFORMATION FROM MINORS?
9. WHAT ARE YOUR PRIVACY RIGHTS?
10. CONTROLS FOR DO-NOT-TRACK FEATURES
11. DO WE MAKE UPDATES TO THIS NOTICE?
12. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
13. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
1. WHAT INFORMATION DO WE COLLECT?
We collect personal information that you provide to us when you express an interest in obtaining information about us or our Services, when you participate in activities as part of our Services, or otherwise when you contact us. You may give us information about you by filling in our membership form, at an event or online or by corresponding with us by phone email or otherwise. This includes information you provide when you register with the Club.
The personal information that we collect depends on the context of your interactions with us, the Services you use and the choices you make and whether you complete any forms including our membership form. The personal information we collect may include the following: email addresses; contact preferences; your name; date of birth; address; phone number; name of any other England Athletics’ affiliated clubs with which you are registered and gender (Athletics data). We may also ask for relevant health information and for the third party contact details for use in case of an emergency.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, device name, country, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.
Like many businesses, we also collect information through cookies and similar technologies. You can find out more about this in our Cookie Policy and Notice
The information we collect includes:
Log and Usage Data. Log and usage data is service-related, diagnostic, usage, and performance information our servers automatically collect when you access or use our Services and which we record in log files. Depending on how you interact with us, this log data may include your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, searches, and other actions you take such as which features you use), device event information (such as system activity, error reports (sometimes called 'crash dumps'), and hardware settings).
Device Data. We collect device data such as information about your computer, phone, tablet, or other device you use to access the Services. Depending on the device used, this device data may include information such as your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.
Location Data. We collect location data such as information about your device's location, which can be either precise or imprecise. How much information we collect depends on the type and settings of the device you use to access the Services. For example, we may use GPS and other technologies to collect geolocation data that tells us your current location (based on your IP address). You can opt out of allowing us to collect this information either by refusing access to the information or by disabling your Location setting on your device. However, if you choose to opt out, you may not be able to use certain aspects of the Services.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We may also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
To deliver and facilitate delivery of services to the user. We may process your information to provide you with the requested service.
To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
To administer your membership and provide the membership services you request by applying to become a member of the Club.
To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual’s vital interest, such as to prevent harm.
3. WHAT LEGAL BASES DO WE RELY ON TO PROCESS YOUR INFORMATION?
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law: with your consent; to comply with laws; to provide you with services to enter into or fulfil our contractual obligations; to protect your rights, or to fulfil the legitimate interests of the Club.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we may rely on the following legal bases to process your personal information:
Consent. We may process your information if you have given us permission (i.e. consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
Performance of a Contract. We may process your personal information when we believe it is necessary to fulfil our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
We need your Athletics Data to be able to administer your membership and provide the membership Services that you sign up to when you apply to become a member of 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 that you register for and by completing our membership form and applying to become a member of the Club you consent to providing such personal data to us and to our processing of that information.
The reasons we need to process your data also include:
For Membership and Club management:
· Processing of membership forms and payments;
· Sharing data with committee members of the Club to provide information about Club activities, membership renewals or invitation to social or other events;
· Club newsletter promoting the Club’s activities and
· Publishing of race and competition results
Marketing and communications (where separate consent is provided):
· Sending information about promotions, offers and races and
· Sending information about club kit
Any special category health data we hold on you is only processed with your consent for the purpose(s) of the safe running of Club runs. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we ask for at the point of collecting it. You have the right to withdraw your consent to our processing or holding of this data at any time and can do so by emailing us at covejoggers@live.co.uk
The Club has the following social media pages: Facebook; WhatsApp; Twitter; Instagram; and Strava. All members are free to join one of these pages. If you do so, please note that the provider of the social media platform(s) have their own privacy policies and that the Club does not accept any responsibility or liability for these policies or the implementation of them. Please check these policies separately before you submit any personal data on the Club’s social media pages.
4. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ('third parties') who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will also not share your personal information with any organisation apart from us. They also commit to protect the data they hold on our behalf and to retain it for the period we instruct. The categories of third parties we may share personal information with are as follows:
Data Analytics Services
Website Hosting Service Providers
Performance Monitoring Tools
Email Hosting by Microsoft
Data storage via Microsoft and Microsoft OneDrive
England Athletics Limited
When you become a member of the Club, if you consent, you will be registered as a member of England Athletics Limited. We 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 form 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
The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of email hosting and storage of data on Microsoft OneDrive. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data. This includes @live.co.uk email hosting for Club communications including the weekly newsletter and storage of data on Microsoft OneDrive provided via the Membership application form. This email service and the OneDrive is hosted by Microsoft whose GDPR/Privacy Policy is available at https://privacy.microsoft.com/en-gb/privacystatement
5. DO WE USE COOKIES AND OTHER TRACKING TECHNOLOGIES?
In Short: We may use cookies and other tracking technologies to collect and store your information.
We may use cookies and similar tracking technologies (like web beacons and pixels) to access or store information. Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice and Policy
6. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements).
When we have no ongoing legitimate need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.
We will hold Athlete Data for as long as you are a member of the Club (and for up to 4 years after termination of your Club membership). Athlete data is updated every year. Any personal data we hold on you that you provide in your membership form on applying to become a member of the Club will be securely destroyed after four years of inactivity on your membership account in line with England Athletics Limited’s retention policy or at your request. Your data is not processed for any further purposes other than those detailed in this policy.
7. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organisational and technical security measures.
We have implemented appropriate and reasonable technical and organisational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
8. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18 or that you are the parent or guardian of such a minor and consent to such minor dependent’s use of the Services. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at covejoggers@live.co.uk.
9. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: In some regions, such as the UK, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your membership at any time.
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.
If you have any queries please email covejoggers@live.co.uk
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