Privacy Policy

Who are we

When we refer to 'we’ (or "The Athletics Governing Bodies", 'our’ or 'us’), that means UK Athletics Limited, England Athletics Limited, Scottish Athletics Limited, Welsh Athletics Limited and Athletics Northern Ireland. To the extent necessary and appropriate some personal data will be shared between The Athletics Governing Bodies.

UK Athletics Limited (UKA) is a private company limited by guarantee, incorporated and registered in the UK with company number 03686940. For all Performance Coach and Officials (level 4-5), UKA is the data controller under data protection legislation.

England Athletics Limited (EA) is a private company limited by guarantee, incorporated and registered in England with company number 05583713. For all clubs, member bodies, registered athletes and licensed Coaches and Officials (level 1-3) in England, EA is the data controller under data protection legislation.

Welsh Athletics Limited (WA) is a private company limited by guarantee, incorporated and registered in Wales with company number 06179841. For all clubs, member bodies, registered athletes and licensed Coaches and Officials (level 1-3) in Wales, WA is the data controller under data protection legislation.

Scottish Athletics Limited (SA) is a private company limited by guarantee, incorporated and registered in Scotland with company number SC217377. For all clubs, member bodies, registered athletes and licensed Coaches and Officials (level 1-3) in Scotland, SA is the data controller under data protection legislation.

Athletics Northern Ireland (ANI) is a private company limited by guarantee, incorporated and registered in Northern Ireland with company number NI031150. For all clubs, member bodies, registered athletes and licensed Coaches and Officials (level 1-3) in Northern Ireland, ANI is the data controller under data protection legislation.

Privacy notice overview

This Privacy Notice describes how and why we, as Data Controller, obtain, store and process personal data. If you would like to understand how we process data as a Data Processor, please see our Data Processing Addendum, which can be found in our Privacy Center.

'Personal data’ means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

We commit to processing your personal data fairly, lawfully, and transparently. In the spirit of data privacy principles, we will only collect and use your personal data for the following purposes, to:

Provide our services
Improve our services
Make our marketing more relevant
Meet our legal responsibilities

Please do not hesitate to contact us if you have questions in addition to the information provided in this Privacy Notice at enquiries@englandathletics.org.

The personal data we collect

Depending on the type and level of engagement you have with us, we may collect the following categories of personal data:

Identifying and Demographic Information: such as your full name, date of birth, email address and phone number (if provided)
Billing Information: such as payment preferences, address, bank account details (if provided)
Communications: such as a records of our interactions with you using one or multiple of the following; direct messages, emails, posts, phone conversations
User Feedback: while using our services, occasionally you may be asked to provide feedback. Providing this feedback is entirely optional.

If you become a registered athlete, coach, official or volunteer, we will collect certain information about you which will include your name, date of birth, sex, URN number, email address, address, telephone number, names of affiliated clubs that you are a member of and details of any coaching or officiating qualifications and licenses you hold (Athletics Data).

Where you are registered through an affiliated club, they will collect your details and pass them to us to be able to register you. We will also collect the full name, address and telephone numbers of two emergency contacts nominated by you. You may also choose to provide us with other information on your online user profile (MyAthletics) including ethnicity, disability, religion and sexual orientation (equality and diversity data). Once registered, we will access information from the Power of 10 and Run Britain about competitions you participate in (in particular the date, name and venue of competitions, your personal results, records, rankings).

When you visit our website, we collect technical data such as:

Usage data: (if permitted) we collect certain information related to your device, such as your device’s IP address, what pages your device visited, and the time that your device visited our website (for more information please see 'Our Use of Analytics' section)
Cookies: (if permitted) your IP Address and other information provided to us by cookies (for more information please see our Cookies Policy)
Digital Images: such as ID and photographs for verification of identity purposes

Information we process on behalf of Customers

When customers use the Service, they may collect Personal Data such as first and last name, usernames, email addresses, as well as any other personal information they choose to collect and upload to our systems in connection with the Services. We do not control the types of Personal Data that our customers may choose to collect or manage using the Service. We process this data as a Data Processor under our customers’ instructions and in accordance with the Data Protection Addendum, which prohibits us from using the information except as necessary to provide and improve the Service and as required by law.

Our customers control and are responsible for correcting, deleting or updating the information they process using the Service and for complying with any regulations or laws that require providing notice, disclosure, and/or obtaining consent prior to transferring the Personal Data to myAthletics portal for processing purposes.

Sensitive Data

As part of using the Service our Customers may collect and process sensitive personal information (otherwise known as 'Special Categories of Personal Data'). Special Categories of Personal Data includes (but is not limited to):

Racial or ethnic origin data
Political opinions data
Religious or philosophical belief data
Trade union membership data
Genetic or biometric data (for the purpose of uniquely identifying a natural person)
Health data
Sex life or sexual orientation data

Inclusivity is a core value of Athletics and Running and we aim to make everything we do accessible to all of society. Therefore, we optionally collect data relating to ethnicity, sexual orientation, religion, and disability. By collecting this information we will have a better understanding of our athletes and runners needs in the future and this help us to demonstrate the diversity of athletics and running to our current and future funders.

It is completely optional to share this information and we will only process this information when you have decided to share it with us. Where we ask for sensitive data we always include an "I would prefer not to say" option which you can select if you would rather not share sensitive data. We will only process Special Categories Personal Data under the direction of our Customer and in accordance with the Data Processing Addendum.

Children

While our services are designed for a general audience, we will not knowingly collect any data from children under the age of 16 or sell products to children, without the consent of a parental guardian to do so. If you are under the age of 16, you are not permitted to use or submit your data to the website. However it is the nature of our Services that our Customers might collect and process data from children. Our Customers are the Data Controllers of this data and therefore the responsibility to ensure that relevant consent is collected and that this information is processed in compliance with data privacy laws rests with them. As Data Processors of this data we will only process this data in line with the instructions received from our Customer in accordance with the Data Processing Addendum.

How we collect your data

We may collect your personal data in one of the following ways:

When you create an account with us
When you provide additional information directly into our products and services
When you visit our website
When you express an interest to use our services
When you contact us for service related queries
When you engage with us on social media
When you review our services
When you interact with our website (see our Cookies Policy for more details)
When you apply for an employment vacancy with us
When you buy products/services using our online checkout

We may also receive data about you from various third parties, including:

Technical data from analytics providers. Please see further information in the section entitled 'Our Use of Analytics'
Technical data from our website and cookies providers. Please see further information in the section entitled 'Our Use of Cookies'
Contact and/or transactional data from our trusted third party providers. Please see further information in the section entitled 'How We Share Your Data'

How we use your personal data

We will only collect and process your personal data where we have a legal basis to do so. As a data controller, the legal basis for our collection and use of your personal data varies depending on the manner and purpose for which we collected it. We will only collect personal data from you when:

We have your consent to do so, or
We need your personal data to perform a contract with you, or
We are pursuing our legitimate interests in a way that you might reasonably expect to be a part of running our business and that does not significantly impact your interests, rights, and freedoms. For example, communicating with you if we have a sufficient legal ground based on the e-marketing laws in your country
We have a legal obligation to collect or disclose personal data from you (for example, in suspected instances of fraud we may need to give personal data to relevant government bodies).

Why we process your personal data

We process your personal data in order to fulfil any of the activities below:

Setting up an account with us
Providing, operating, and maintaining our services
Providing communications to existing customers or subscribed users
Processing and completing transactions, and sending related information, including transaction confirmations and invoices
Managing our customers’ use of our services, responding to enquiries and comments, and provide customer service and support
Sending customers technical alerts, updates, security notifications, and administrative communications
Investigating and preventing fraudulent activities, unauthorised access to our services, and other illegal activities

We will collect and process your Athletics Data for the purposes of registering you as an athlete and administering your involvement in the sport. We will process it on the basis of legitimate interest to ensure the sport is running itself efficiently, with the minimum of bureaucracy and volunteer time.

Such activity will include managing eligibility, ensuring compliance with rules and regulations, maintaining the records and statistics for the sport, dealing with queries, conducting research into the health of athletics and running, communicating with you to ask for your opinion on the sport and providing relevant and necessary information via email, text, post to you about your involvement in the sport.

In relation to athlete registration specifically we also have a contractual obligation to you as a member to provide the service you are registering and paying for. Therefore, we may send you important information about the services and exclusive benefits that form part of the athlete registration scheme.

If you are a licensed coach or official in the sport we will process your data on the basis of legitimate interest in administering your qualification, disclosure and barring service checking, safeguarding and coach and official licenses. Without the data we collect you would not be able to complete the licensing process following achieving a coaching or officiating qualification.

When you are registered with us we will create an online user profile (MyAthletics) which includes a section for your subscription preferences. We will only use your Athletics Data for the purposes of registering and administering your involvement in the sport unless you have opted into any subscriptions for which we will gain additional consent from you.

How we share your data

We may share your Athletics Data between the Athletics Governing Bodies and other bodies involved in the administration of the sport including: selected members of the National Council, Regional Councils, County Athletics Association and / or Area Athletics Association, County Officials Secretaries and third- party data managers that we appoint as data processors as part of administering your involvement in sport.

We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data. Athletics Data will not be shared outside of The European Economic Area (EEA).

We sometimes share your personal data with our trusted categories of third parties we use to conduct our business. Our trusted categories of third parties include:

Website provider
Cloud service (SaaS) providers
Social media providers
Professional services providers (e.g., our lawyers, accountants, and insurance providers)
E-marketing providers
Advertising providers
Recruitment partners
Payment providers

A full list of our data sub-processors can be found in our Privacy Center on our website.

As part of fraud monitoring and prevention, we may be legally required to share your personal data with government bodies and law enforcement. Please note that these bodies may retain a record of the information that we provide to them for this purpose.

Marketing preferences

We may send you marketing communications, product information and promotional offers:

If you have consented to receiving such communications from us, or
If you have recently created an account with us and not opted out of receiving such communications from us, or
If you have bought a product or service from us and have not opted out of receiving communications from us, or
If you are from a country where the laws permit us to send you such communications

You will always have full control of your marketing preferences. If you do not wish to continue receiving marketing information from us at any time:

You can unsubscribe or 'opt-out’ by using the unsubscribe link included in the footer of any marketing message from us; or
You can unsubscribe by managing your preferences using the our Privacy Center on our website

We will process all opt-out requests as soon as possible, but please note that due to the nature of our IT systems and servers it may take a few days for any opt-out request to be implemented.

Our use of cookies

Our website uses cookies. They help us to provide you with the very best experience when you browse our website and to make improvements to our website. You can accept or reject cookies by clicking on the cookie consent banner on our website or by navigating to the 'Cookies Preferences’ Area in our Privacy Center on our website.

For detailed information on the cookies which we use and the reasons why we use them, please refer to our Cookie Policy and Cookie Declaration in our Privacy Center on our website.

Our use of analytics

We use analytics tools on our website and services. For example, we use tools such as Google Analytics to analyse and improve our suite of product features, website content, knowledge center content and marketing campaigns.

If you would like any further information about the data collected by these third parties or the way in which the data is used, please contact us on enquiries@englandathletics.org .

Our use of targeted advertising

We use targeted advertising tools to advertise our services, including (but not limited to):

Google Analytics

We use these tools to deliver relevant content to you in marketing communications (where applicable), and to measure the effectiveness of the advertising provided.

If you would like any further information about the data collected by these third parties or would like to opt-out of targeted advertising, please contact us on enquiries@englandathletics.org.

Links to other websites and third parties

Our website may include links to social media platforms and other websites. If you follow a link to any of these platforms or websites, please note that they their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to their platforms or websites.

Securing your data

The communication between your browser and our website uses a secure encrypted connection wherever your personal data is involved.

We have put in place physical, electronic and managerial security procedures in the storage and disclosure of your personal data to protect it against accidental loss, destruction or damage. Nevertheless, any data transmission over the internet or by any other means can never be fully secure, such is the character of the internet, and provision of personal data by you to us is at your own risk. We take all reasonable measures to protect your personal data by putting appropriate technical and operational security measures in place.

When we disclose your personal data to trusted third parties (for the purposes set out in this Privacy Notice and our list of Data Sub-Processors), we require all third parties to have appropriate technical and operational security measures in place to protect your personal data, and we work with them to ensure that your data privacy rights are respected. Where your personal data is shared with a third party, it must only be used for the purposes for which it was supplied.

In the unfortunate event of a personal data breach, we will notify you and any applicable data protection authority when we are legally required to do so.

Retaining your data

We will not keep your personal data for longer than is necessary and when we no longer need to keep it, we will securely destroy, delete or anonymise it in line with our Data Retention policy.

We will retain your Athletics Data for such time as you are a registered athlete, qualified coach, official or volunteer and will then delete your information on a staged basis as follows:

Athletics Data - Four years after an individual has not played an active part in the sport.
URN, name and date of birth - This information will be anonymised after the four-year period referred to above.
Name where athlete has represented their country at any level - For such time as the athlete represented their country and for fifty years thereafter.
Coach and Official Data - For such time as an individual achieved a coach or official qualification and for fifty years thereafter.

Having obtained your consent (or other legal basis) to contact you, we will retain your personal data for marketing and analysis purposes until you withdraw your consent or unsubscribe. If you choose to withdraw your consent or unsubscribe from marketing, we will delete your personal data from our systems, unless we have another legal basis to retain it, which may include performance of our contract with you or to maintain your contact details on an 'unsubscribed list' to ensure we do not send you further communications.

We may need to retain your personal data to satisfy our legal obligations, to deal with complaints and queries, in order to resolve, litigate or defend a dispute and to prevent fraud and abuse.

Data transfers

Our servers are located in the European Union. However, the personal data we collect from you may be transferred to, and stored at, destinations outside the European Economic Area ("EEA") using legally provided mechanisms to lawfully transfer data across borders. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the provision of our services to you. We will take all steps necessary to ensure that your data is treated securely and in accordance with this privacy notice. Please contact us if you want further information on the countries to which we may transfer personal data and the specific mechanism used by us when transferring your personal data outside the EEA – enquiries@englandathletics.org

Your rights and our commitment to you

You have rights under data privacy laws and myAthletics portal is committed to you being able to freely exercise your Rights. Where possible, we have incorporated automated tools on our website that enable you to facilitate your rights in real-time. Use the myAthletics portal Privacy Center to access and manage your personal data that we process and manage your preferences. You are not required to pay any charge for exercising your rights.

Your rights include, under certain circumstances, the right to:

Be informed: you have the right to be informed if and how your personal data is being processed.

Access, rectification, or erasure: you have the right of access to personal data we hold about you in our records. You are also entitled to have your personal data corrected if it is inaccurate, or to have it erased if we do not have a legitimate reason for retaining your data.

To request data portability: you have the right to obtain a digital copy of your personal data, request the transfer of your personal data to another company or request to move your data from one IT system to another in a safe and secure way. This right only applies to personal data you provide to us, and we process it with your consent or in order to fulfil our contract with you by automated means. It also only applies to the extent that it does not affect the rights and freedoms of others.

To request restriction of processing: you have the right to restrict the processing of your personal data where you are contesting the accuracy of that information, you have objected to processing (as described below), or where the processing is unlawful. Where processing is restricted, we may need to retain sufficient information about you to ensure that the restriction is respected in future.

To object to processing: you have the right to object to the processing of your personal information in certain circumstances such as where your personal data is being processed based on our legitimate interests or the legitimate interests of a third party.

To object to automated decision-making including profiling: you have the right not to be the subject of any automated decision-making or profiling by us.

To withdraw consent: in cases where we are relying on your consent for the processing of your personal data, you have the right to withdraw your consent at any time. In respect of the e-marketing we conduct, an unsubscribe option is included with every e-marketing communication we send.

To complain to the relevant supervisory authority: should you have any concerns or complaints regarding the way in which we process your data, you also have the right to make a complaint to the relevant European Supervisory Authority. We would, however, appreciate the chance to deal with your concerns before you approach a Supervisory Authority, so please do contact us in the first instance - enquiries@englandathletics.org. The contact details of European Supervisory Authorities can be found here: https://edpb.europa.eu/about-edpb/about-edpb/members_en

Cookie Preferences: you can accept or reject cookies by navigating to the ‘Cookie Preferences’ Area in our Privacy Center on our website. You can also do so by adjusting your web browser controls. Please consult our Cookie Policy for more information about our use of cookies on the website and how to accept and reject them.

Changes to this privacy notice

We may update this privacy notice from time to time and we will inform all our paying customers and users subscribed to receive communications from us of any changes.