Privacy Policy

Data Protection and Privacy Policy

Background

Mercia Fell Runners ("we", "us", "our") is committed to protecting the privacy of our members, visitors, and users of this website. Although the Club is not a business and as such falls outside the formal scope of the General Data Protection Regulations (GDPR), we recognise the need to protect your personal information. This policy explains why we have your personal information, how it is used and who has controlled access to it.

Information We Collect

On becoming a member of Mercia Fell Runners you supply us with your personal details: name, address, date of birth, and possibly your bank details. We may also collect the following when you register, enter races, or use this website:

  • Email address and membership number
  • Race entry and results data
  • Account credentials (stored securely using industry-standard hashing)

How We Use Your Information

Your personal information is used to:

  • Track your membership and, where required, take receipt of your membership fee or transfer any monies due to you
  • Process race entries and publish results
  • Communicate club news, race information, and administrative notices
  • Comply with the rules and requirements of governing bodies such as the Fell Runners Association (FRA) and England Athletics (EA)

Who Has Access

  • The Treasurer has direct control of your personal details for membership and financial purposes.
  • Committee members have controlled access to your personal information during the course of their work on behalf of club members.
  • Personal data on race entry forms is used for safety purposes only and is destroyed after 12 months. It also facilitates a controlled database of your name and date of birth for the sole purpose of expediting race entry procedures. Only race organisers have access to this database.
  • Your personal information is not disclosed to any independent third party.

Data Sharing

We do not sell or share your personal data with third parties for marketing purposes. We may share data with:

  • The Fell Runners Association (FRA) and affiliated bodies as required for race registration
  • Race organisers for the purposes of event management
  • Service providers who assist with website hosting and email delivery, under appropriate data processing agreements

Data Retention

We retain your personal data for as long as your membership is active. We will always destroy your personal information at your written request or after a twelve month period following the discontinuation of your membership. Race results are retained indefinitely as part of the club's historical records.

Your Rights

You have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data (subject to legal obligations)
  • Object to or restrict processing of your data

To exercise any of these rights, please contact the club Treasurer or Secretary.

Cookies

This website uses essential cookies required for authentication and session management. We do not use third-party tracking or advertising cookies.

Security

We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Account passwords are stored using secure one-way hashing and are never stored in plain text.

Complaints

Any complaint regarding the handling of your personal information should in the first instance be reported to the Treasurer for onward review by the Committee.

Changes to This Policy

This policy and its appropriateness will be subject to review at least annually. Any changes will be posted on this page.