Updated January 2026
Data Protection and Privacy Policy
In order to run the club effectively, we need to collect and hold data about members. The notes below explain what data we collect and how it is used.
What we collect and how
We collect your name, address, telephone number, email address, date of birth and sex at birth, so that we can contact you and register you with the club under the England Athletics’ club membership portal. Your date of birth is also used for age group classification in races. This data is initially collected on the membership form you complete when you join the club and is updated when you advise us of any changes.
What we do with the data
The data is used to administer the club, register Competing Members with England Athletics and to enter teams into races and leagues. Specific uses of data collected are:
- Maintain an up to date list of members for membership renewals and collection of fees.
- To communicate with club members about races, social events and other club news
- By Club Captains and other Committee members as the organise teams, races, training and social events.
Sharing data
We share your data with England Athletics so you can be registered to compete for the Club in races. We share your data with the organisers of races (leagues, county associations and other competition providers) where we enter teams or where we register club members as a group. Examples are the Oxfordshire Cross Country League, Kidlington Running Club for the Mota-Vation Series races and Oxfordshire Athletics for the County Championships.
We use a mailing service MailChimp to maintain a mailing list and send communications to members in a secure way. MailChimp is committed to being compliant with the General Data Protection Regulation (GDPR). You can change your preferences or unsubscribe from the mailing list via MailChimp.
Your rights
You can ask us to update or remove personal information about you by emailing woodstockharriers@gmail.com. You also have the right to request a copy of any personal information we hold about you.
England Athletics
All club members (competitive and non-competitive) will be registered on the England Athletics’ portal ‘myAthletics’. We will create a new account for new club members on the England Athletics’ portal using the details that you provide in this application form. Subsequently, you will receive an email from England Athletics inviting you to sign in and update your account (which, amongst other things, allows you to set and amend your privacy settings). The first time that you access your account you will be asked to confirm you agree with England Athletics various terms and conditions. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact: dataprotection@englandathletics.org.
Further details are available on the England Athletics website at:
https://www.englandathletics.org/take-part/athlete-registration/becoming-registered-athlete