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Trail Running Association Data Protection Policy (March 2018)


In line with the Data Protection Act (1998) and the new General Data Protection Regulation (2018) we will hold and store your data responsibly and securely.
  • On joining the Trail Running Association, you will be asked to provide information including your name, date of birth, gender, email address, address, telephone number. You will then be issued with a unique reference number.
     
  • We will only ask for data that is relevant to the services we are providing; i.e. for membership, permits and grants.
     
  • We will only hold your data as long as it is needed to maintain your membership; this may include historic race entry and result details, and information regarding permits and grants.
     
  • We will store that information in a secure location following standard good practice with use of passwords and regular backups.
     
  • We will only share data (and that being the minimum required) with third parties when needed as part of the business of administering the Trail Running Association; this includes if we process England Athletics registration for you. Any third parties will have their own security and data policies.
     
  • We may publish your personal information as part of the results of any events that we organise and may pass such information to the governing body (eg UK Athletics and England Atheletics) or any affiliated organisation for the purpose of insurance, licences or for publishing results either for the event alone or combined with or compared to other events. Results may include (but not be limited to) name, affiliation, race times, occupation and age category.
     
  • You may at any time request that we delete your data; for third party organisations, such as England Athletics, you would also need to make that same request directly with them.
     
  • We will respond to subject access requests within one calendar month and record the request and our response.
     
  • We will report any data breaches to the ICO; this will be within 72 hours of our becoming aware of any such breach.
     
  • We will process your data for the purpose for which it is collected, and the TRA will not pass it on to third parties who might use if for marketing purposes.
     
  • We will inform you if we need to transfer your data to a third party, eg for management of membership.
     
  • From June 2018 we will seek your explicit permission to use the data provided at the point you provide it. This will be a requirement for your membership with the Trail Running Association or for requesting a grant or permit. If you do not give your permission then you will not be able to receive that service or continue your membership.
     
  • If you have not already done so, please log on to your member account and tick the box to confirm you give permission for the Trail Running Association to hold your data.  

Further information is available on the England Athletics website at: www.englandathletics.org/clubs--community/club-management/gdpr-and-data-protection-advice

If you have any questions please contact secretary@tra-uk.org.