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Privacy Policy

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 used.

What we collect and how

We collect your name, address, telephone number and email address so that we can contact you and, if you are a Competing Member, register you with England Athletics. We also collect your date of birth which is required for England Athletics registration and 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 such as a new address, phone number or email address.

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

For Competing Members 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 Motavation Series races and Oxfordshire Athletics for the County Road Relays.

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).

Your rights

You can ask us to update or remove your personal information by emailing also have the right to request a copy of any personal information we hold about you.

England Athletics

“When you become a member of or renew your membership with Woodstock Harriers AC you can also choose to be registered as a member of England Athletics (you will have to register with England Athletics if you ever compete for the club in competition Under UKA Rules). If you choose to be registered with England Athletics we will provide them with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact