Policies and Procedures

Policies and Procedures

As a club we follow England Athletics policies and procedures, if you wish to raise a grievance please put it into writing to RunnymedeRunners. Your grievance will be responded to within 14 days of receipt.

UK Athletics – Welfare and Safeguarding

 

Youth and disability policy:

As a small club we cannot provide a dedicated child protection officer , or a guaranteed safe training environment, therefore, we regret we cannot cater for unaccompanied children/ vulnerable adults, other disabilities will be reviewed by the committee on an individual basis.

 

Health and Safety / Disclaimer 

* Runnymede Runners exists purely to offer an opportunity for like-minded runners to exercise together in a group and nothing more.
* The club is operated and managed by a number of volunteers in their free time and these volunteers cannot accept any responsibility for any events that occur at the club, including RRs events and training sessions. These volunteers may or may not have taken any training/coaching.
* All attendees should consider the club as an informal gathering of people who will run together in a loosely structured format.
* Every person attending the club must take full and complete responsibility for their own actions. Know your limits.
* If you have any medical conditions that could affect you, it’s your responsibility to make the club aware of these.
* If you feel dizzy, faint or unwell it’s your responsibility to stop exercising and to notify other runners of this.
* It’s your decision alone whether or not you are fit and able to run. If you are unsure consult your physician. We recommend that you can run at least 5k comfortably. Unless attending a supervised C25K session.
* The volunteer leading the session reserves the right to refuse to let you run with the group.
* * The minimum age that we can accept is 18 unless accompanied by an adult.
* Any matters of concern should be directed at the committee.
* Appropriate clothing and footwear for running must be worn. You should dress appropriately for the weather and for the lighting conditions.
* We recommend that you run with your mobile phone or I.C.E wrist band.
* During darker evening runs we recommend that you bring a hand held torch or wear a head torch together with reflective clothing.
* The club does not discriminate against any attendees, but we are unable to cater for any people with special requirements.
* Each runner must accept full and complete liability for their actions.
* Runnymede Runners may use your photographs to share on social media. If you do not wish for this to happen please contact a member of the committee.

By joining Runnymede Runners you agree to abide by all our policies and procedures as above.

 

Social Media Policy. 

Runnymede Runners social media policy

Be Kind and Courteous
We are proud of the way that we support each other in training and in races. This Facebook page is an extension of that and should be used to create a welcoming and inclusive environment for all Runnymede Runners. Healthy debates are natural, but kindness and respect for everyone’s views are required. It is not ok to be rude or abusive. Basically, remember the golden rule – treat people how you wish to be treated.

No Hate Speech or Bullying
Make sure everyone feels safe. Bullying of any kind including derogatory comments regarding race, religion, culture, sexual orientation, gender, identity or otherwise will not be tolerated.

Respect Everyone’s Privacy
Being part of this group requires mutual trust. Authentic, expressive discussions make groups great, but may also be sensitive and private. What’s shared in the group should stay in the group.

Topic
We are a running group and so discussions should have a direct reference to running. We do not want to stifle conversations and will generally take a light approach to unrelated topics, but Admin reserve the right to delete posts if we believe they are off topic.

Promotions, Advertising or Spam
This group is for predominantly for discussing running and sharing ideas and experiences and keeping up to date on club events/training. We are happy to have information about races but self-promotion of your business, spam and irrelevant links will be deleted.

Fundraising
We know that a lot of our members undertake fundraising through sponsorship. We love to hear all about the wonderful charities for whom you are raising money but please do not post without Committee approval otherwise your post will be removed.
General criteria for acceptance:
Running related fundraising events
Registered charities only – Committee Discretion

Concerns (Facebook Only)
If you are concerned about a particular post, you can flag the post for review by one of our admin or moderators. They will delete posts that do not adhere to the above rules.

Complaints

Where conduct is found to be unacceptable the club will deal with the matter internally, by the club welfare officers.  Advice from England Athletics will be sought if necessary.

 

Privacy Notice

Runnymede Runners (“Club”) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Runnymede Runners 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 discussions on our Facebook pages, Strava or Garmin groups, other social media platforms, MyClubhouse or on our website – www.runnymederunners.com.  The information you give us may include your name, date of birth, address, e-mail address, phone number, name of any other EA affiliated clubs with which you are registered and gender (“Athletics Data”). We may also ask for relevant health information or other data which is classed as special category personal data.

 

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 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:

 

For training and competition entry

  • sharing personal data with Club coaches or officials to administer training sessions
  • sharing personal data with Club team managers to enter events
  • sharing personal data with facility providers to manage access to the facility or check delivery standards
  • sharing personal data with leagues, county associations and other competition providers for entry in events.

 

For funding and reporting purposes

  • sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority
  • analysing anonymised data to monitor Club trends
  • sending a club survey to improve your experience as a Club member

 

For membership and Club management

  • processing of membership forms and payments
  • sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
  • club newsletter promoting Club activity
  • publishing of race and competition results
  • sending information about selling club kit, merchandise or fundraising.

 

Any special category health data we hold on you is only processed for the purpose(s) of (e.g. passing health data to coaches to allow the safe running of training sessions). We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

 

On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form at a taster session).  This information will be stored for six months after the session 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 currently has the following social media pages: Facebook, Twitter, Instagram, Strava and Garmin. All members are free to join these pages. If you join one of the Social Media pages, please note that providers of the social media platforms 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 member of the Club you can also choose to be registered as a member of England Athletics Limited. If you would like to register as a member of England Athletics Limited, we will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics online portal. 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 dataprotection@englandathletics.org.

 

The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing may require your personal data to be transferred outside of the UK for the purpose of cloud hosting and similar.  Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

 

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. Athlete data is updated every year on renewal of their membership and can be updated by the athlete throughout the year via MyClubhouse. 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, but may be destroyed prior to that date. Your data is not processed for any further purposes other than those detailed in this policy.

 

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.