SE Fitness is committed to protecting and respecting your privacy. For any personal data you provide to us SE Fitness is the Data Controller and responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold
When a person registers with SE Fitness you complete the SE Fitness Registration form. This can be done online or in person. This gives us information about you including name, date of birth, phone number, email, emergency contact details. We also ask for relevant health information.
We may also receive information about you when you correspond with us by phone, email or otherwise.
We store names and email addresses on our website for you if you have subscribed to receive news from SE Fitness via email. You had to positively subscribe to this service and then confirm that you wanted it. You can unsubscribe at any time.
Why we need personal data
The reason we need personal data is to be able to administer the services you sign up for when you register with SE Fitness. Our lawful basis for processing personal data is that we have a contractual obligation to you to provide the services you register for.
Reasons we need to process data include:
- Sharing personal data with SE Fitness Leaders to administer training sessions.
For funding and reporting purposes:
- Sharing anonymised data with a funding partner as a condition of grant funding eg Local Authority
- Analysing anonymised data to monitor SE Fitness trends
For management of the SE Fitness organisation:
- Processing of registration forms and payments
- Sharing data with Leaders to provide information about SE Fitness activities, attendance or social events.
- Publishing of race and competition results
Marketing and Communications
- Sending news items promoting SE Fitness activity trying to encourage people to get fit and stay fit.
- Sending news items about SE Fitness events.
- Sending information about SE Fitness sessions, general advice, safety advice.
- Sending information about SE Fitness kit.
Any special category health data we hold is only processed for the purpose of passing health data to Leaders to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore we will also need explicit consent to process this data, which we will ask for at the point of collecting it.
Occasionally we may ask for personal data from active SE Fitness participants specifically to enter an event. The data gathered will be used solely for the purpose of entering that event and securely destroyed within 2 weeks after the event. We need explicit consent to process the data which we will ask for at the point of collecting it.
On occasion we may collect personal data from non SE Fitness regulars eg anyone who participates in our Fun Run training. This information will be stored for 2 weeks after an event and then destroyed securely. Data for temporary users is not stored in a database. Our lawful basis for processing this data is consent. Therefore, we will also need explicit consent from non SE Fitness regulars to process this data which we will ask for at the point of collecting it.
SE Fitness has the following social media pages: Facebook, Whatsapp, Twitter and Instagram. Anyone is free to join these pages. If you join one of the Social Media pages please note that the provider of the social media platform(s) have their own privacy policies and that SE Fitness does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on SE Fitness social media pages.
Who we share personal data with
SE Fitness does not supply any personal data it holds for this purpose to any third party. SE Fitness does not store or transfer your personal data outside of the UK.
How long we hold your personal data
We will hold your personal data on file for as long as you are active with SE Fitness (if you are continuing to pay by Standing Order then for the purpose of this notice you are classed as active). We try to keep our information up to date and are working towards a process where data for active participants’ will be updated annually.
We will regularly review inactive participants and will securely destroy any personal data we hold on you once you have been inactive for more than 9 months.
Your data is not processed for any further purposes other than those detailed in this policy.
Your Rights regarding your Personal Data
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 SE Fitness. If you choose not to share your personal data with us we may not be able to administer your participation in SE Fitness activities.
Should you make a data request then SE Fitness will comply with the request within 1 month and in most cases will not charge.
SE Fitness can refuse or charge for requests that are manifestly unfounded or excessive.
If we refuse a request we will tell you why and that you have the right to complain to the supervisory authority and to a judicial remedy.
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Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Document updated: 17th May 2018