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PRIVACY STATEMENT
Handy Cross Runners is committed to protecting your privacy and takes its responsibilities regarding the security of user information very seriously. This Privacy Statement applies only to our website and governs data collection and usage. By using the HXR website, you consent to the data practices described in this statement. Any links within this site to other websites are not covered by the Statement and this website does not knowingly store or capture personal information automatically.
What information is collected from you and how it is used:
We collect information from our members at several different points throughout our website and from other sources. This section describes these points of collection.
Membership Registration:
In order to become a member of the club, interested parties must first complete a membership registration form. During registration, an applicant is required to give contact information that may include name, address, birthdate, phone number, and email address. For members seeking membership status, this information is used to verify as part of the process to obtain adequate insurance coverage for the club and to create a membership database so we may contact members about topics pertaining to the club. This privacy policy governs both members who apply online or otherwise by paper registration forms.
Event Registration:
In order to register for an event we host, an individual is required to give contact information such as name, address, birthdate, phone number, and email address, as well as other information about him or her, including, but not limited to age, sex, qualifying mark(s), etc. We use this information to contact the registrants about the event and also future club organised race events and other club correspondence. Event Registration is generally completed via a 3rd party.
Email Communication:
We maintain a single email contact list via a mailing list protected by Dataflame. To unsubscribe please contact our WebAdmin. The list is used to contact members regarding anything related to the club. This may include race notices, volunteer opportunities, general event notices, etc. This contact information is managed by us according to this privacy policy.
Security/Credit Card Information:
No sensitive information (such as credit card number and/or social security number), is collected by the HXR website.
The information you have provided to us by means of a membership application form is stored on a database for the purposes of recording race results, writing to your home address with club correspondence (such as newsletters, renewals), and distributing Club emails relating to forthcoming races, or official social events. Only members of the Committee have access to your personal information.
We will never divulge your contact details (such as email address, telephone numbers, or home address) to any other party, other than the HXR Committee, without your prior consent. In other words, even if another member requests your details, we will first contact you to ask for your authorisation before passing on any information.
Use of your Personal Information:
We collect and use your personal information to operate our website and deliver the services you have requested.
We do not
• sell, rent or lease its membership lists to third parties; nor
• use or disclose sensitive personal information, such as race, religion, or political affiliations, without your explicit consent.
We will disclose your personal information, without notice, but only if required to do so by law or in the good faith belief that such action is necessary to:
• conform to the edicts of the law or comply with legal process served on us;
• protect and defend the rights or property of the club; and,
• act under exigent circumstances to protect the personal safety of our members or the public.
Security of your Personal Information:
We will always use best policy to secure your personal information from unauthorized access, use or disclosure.
Contact Information:
We welcome your comments regarding this Statement of Privacy. If you believe that we have not adhered to this Statement, please contact the Club Secretary. We will use commercially reasonable efforts to promptly determine and remedy the problem.
Under the Data Protection Act 1998, the EU General Data Protection Regulation which will come into effect on the 25th May 2018 and other related legislation you may request details of personal information which we hold about you. If you would like a copy of the information held on you, please contact the Club Secretary.
Changes to this Statement:
We will occasionally update this Statement of Privacy to reflect Club and Member feedback and we encourage you to periodically review this Statement to be informed of how we are protecting your information.
Created January 2018