Valley Striders - Data Privacy Statement - 25 May 2018

Personal Information

Information we hold	Paid up members	Adult prospective	Junior waiting list
First and last name	Yes	Yes	Yes
Date of birth	Yes		Yes
Gender	Yes	Yes	Yes
Postal address and postcode	Yes	TBA 3
Email address	Yes	Yes	Yes
Home phone number	Optional
Mobile phone	Optional
Emergency contact details - contact number & name	Yes	Yes	Yes

For key for numbered notes, see foot of document

What we derive	How?
Whether or not a junior	From date of birth
Age category	5 year age group
Membership category	Competitive / social / volunteer Also whether a full VSCC member For the current VS year 1 Sep to 31 Aug
England Athletics affiliation category	Competitive athlete or not - whether we have been paid the affiliation fee for the current EA year 1 April to 31 March
Emergency contact Y/N	Whether or not we hold emergency contact information

Who we share it with	Mailing List	Coaches & Leaders	Team Managers	EA	Website listing
First and last name	Yes	Yes	Yes	Yes	Yes
Date of birth			Yes	Yes
Gender			Yes	Yes	Yes
Postal address / postcode		TBA 3	Yes 2	Yes
Email address	Yes		Yes	Yes
Home phone number			Yes 2
Mobile phone			Yes 2
Emergency contact details		Yes	Yes	TBA 4
Whether or not a junior	Yes 1		Yes	Yes
Age category					Yes
Membership category	Yes 1		Yes		Yes
England Athletics category	Yes 1		Yes	Yes	Yes
Emergency contact Y/N					Yes

For key for numbered notes, see foot of document

Notes on column headings

• Mailing List - used for "V S Update" newsletter emails (sent approximately weekly), also for occasional selective emails e.g. parents of all juniors
• Coaches & Leaders - used for emergency contact list held on Dropbox
• Team Managers - used for team selection and to enter teams in events
• EA - information provided to England Athletics (NB for each person we set mailing information to Nil, it is up to the person to sign in to the MyAthletics portal and change their mailing preferences)
• Website list - membership list on www.valleystriders.org.uk/vsmemreg.htm

Numbered Notes

1. May be used for selective mailing
2. Required for some events
3. We are reviewing whether we need postal addresses for emergency contact (in case the nominated person does not answer their phone)
4. We are reviewing whether to put all emergency contact details in the EA database, this way our club members can amend these themselves

Other Information

• Junior signing in sheets - used for attendance awards
• Beginners/improvers signing in sheets - in case of emergency on the night

To contact us

Any questions - please email [email protected]

Mick Tinker & Bob Jackson

25 May 2018