Club Policies and Data Protection


Club Inclusion Policy

Adult Safeguarding Policy

Health & Safety Policy

General Data Protection Regulation

Beeston AC privacy policy 

Beeston AC (the club) is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Beeston AC is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way. 

What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club or participate in discussion boards on our social media pages. The information you give us may include your name, date of birth, gender, address, e-mail address, phone number, personal best info (PB), name of the EA-affiliated clubs with which you are registered. You may also opt to share personal health data should you feel this is relevant for other members to know.  

Why we need your personal data 

The reason we need your Athletics Data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for. 

Reasons we need to process your data include: 

  • Sending you the weekly free email and occasional club communication emails. 
  • Enabling our events secretary, committee members and club captains to contact you in relation to, and use your information to register you for, events, races and club-related activities. 
  • Enabling our committee members to contact you in relation to club administration and financial matters directly relating to you. 

On occasion we may collect personal data from non-members, for example for the Trent 5 race. This information will be stored for a short period of time after the event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it. 

The club has Facebook & Twitter social media pages. All members are free to join these pages. If you join one of the social media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages. 

Who we share your personal data with 

When you become a First Claim member of Beeston AC you are also registered as a member of England Athletics Limited.

England Athletics Limited will contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Limited, please contact

We may also share your details with other relevant bodies e.g entries into the Cross Country and Summer league races. By opting to participate in these events, you give consent for your data to be processed and used accordingly. 

How long we hold your personal data 

We will hold your personal data on file for as long as you are a member with us. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy. 

Storage of your personal data

Your personal data will be held in secure google drive spreadsheets which can be accessed by limited members of Beeston AC. You may also choose to submit data e.g your Personal Best performances for collection in the club records spreadsheet. Your data will only be used for the purposes of your membership or participation in associated events. 

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 the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership. 

If you have any questions about the continuing privacy of your personal data and how it is stored and used by Beeston AC, please contact Beeston AC via the contact form on the website.