Your data
Privacy notice
What personal information this website collects, why, and how long we keep it.
Who we are
Kingston Athletic Club & Polytechnic Harriers ("the club") is a volunteer-run, not-for-profit athletics club. Contact: Email enquiries. Data Protection Officer: Email dpo.
What we collect and why
| Where | What | Why | Kept |
|---|---|---|---|
| Joining and coaching form (on the Join page, stored in a private Google Sheet) | Athlete and parent or guardian names, email, phone, date of birth, sex at birth, postal address, school year, preferred events, other club, training availability, previous experience, medical notes, emergency contact, how you found us, and your consents (photos and video, being contacted, sharing with coaches) | To set up your membership and England Athletics registration, to arrange coaching trial sessions, and to keep athletes safe in training. Medical notes and emergency contacts are shared only with the coaches who need them, and only if you agree | Members: kept while you are a member, then as England Athletics and our own records rules require. If you enquire but do not join, we delete your details after 12 months |
| Photo and video consent emails (sent to people on our membership register, answered through a link in the email) | Name, email address, whether the athlete is under 18, your Opt-in or Opt-out choice and the date you made it. If you are not a member, also any request to have your details removed | To record a clear choice about photos and video of the athlete, and to send up to three reminders if we have not heard back. If we do not receive an answer after several attempts to reach you, we fall back to the position in our club rules, safeguarding policy and social media policy: photos and video are permitted until you opt out. You can opt out, or change your choice, at any time using the same links or by emailing us | Your choice is kept while we hold your membership record. A removal request is acted on by a club volunteer after checking England Athletics, Spond and payment records |
| Contact form | Name, phone, email, message | To pass your message to the team you choose, who reply by email | Emailed to the team; the website does not store it. The team mailbox is cleared out at least once a year. |
| Club records submissions | Athlete name, performance, venue and date, Power of 10 link, your email | To verify the record and tell you whether it was accepted or rejected | Record held while it is a club record or archived. Your email is deleted 7 days after the claim is decided |
| Age group calculator | Date of birth | Worked out in your browser only. It is never sent to us or stored | Not kept |
| Website analytics | None | We do not use analytics or tracking cookies on this website | Not applicable |
We use your details only for these purposes and don't sell them. Because we may hear from or about children, please don't include medical or other sensitive details in free-text boxes.
Who else sees it
Google (forms, email and spreadsheets), Amazon Web Services (hosting, email sending and the records database), and the club volunteers who need it to reply. Spond and England Athletics are separate organisations with their own privacy notices; we register members with England Athletics on their behalf.
Your rights
You can ask us to see, correct or delete the information we hold about you, or to stop contacting you. Email Email enquiries. If you're unhappy, you can complain to the Information Commissioner's Office (opens in a new tab). Welfare concerns go to our welfare officer, not this form.