Wednesday, August 15, 2018

Privacy Notice

Victoria Park City Of Glasgow A.C Privacy Notice

General Data Protection Regulation

New regulations protecting our members personal data, and setting down new data protection rights, take effect from 25th May 2018.  Below is an explanation of the members information we need to hold, the volunteer’s information we need to hold, why we need to hold that information, who we would share that information with, how long we keep that information and your rights in relation to that information.

 

Victoria Park City Of Glasgow A.C (VP-Glasgow) is a Scottish Charitable Incorporated Organisation which is affiliated to Scottish Athletics.

VP-Glasgow will be a "controller" of the personal information that you provide to us unless otherwise stated.  We are responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

 

Members' personal data:

When you register as a member of VP-Glasgow or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16 we will ask you for the following personal information:

  • contact details– name, address, email address, date of birth, etc.;
  • membership criteria / category – for example, athlete, parent, volunteer, etc.;
  • payment details – bank account number, sort code, card details, etc.;
  • participation details – for example, coach, athlete, etc.;
  • equality information – for example, disability, etc.; and
  • PVG membership, etc..

Volunteers' personal data:

When you volunteer with VP-Glasgow we will ask you for the following personal information:

  • contact details – name, address, email address, date of birth, etc.;
  • participation details – for example, coach, committee, etc.;
  • equality information – for example, disability, etc.; and
  • PVG membership, Courses attended, qualifications etc.].

 

Why we need your personal information – contractual purposes

Members' personal data:

We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:

  • provide you with core member services, including insurance, licensing, voting, etc.;
  • set up your online membership account and provide you with a Stadium access card;
  • send you membership communications [by post or email] in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees, information, and
  • competition opportunities, team selection, travel arrangements, changes to training, etc.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

 

Participants' personal data:

When you book a place with us for and attend a coaching course, competition, event, training course, etc, we need to collect your personal information so that we can honour your booking and to enable you to participate in the event.

 

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your place.              

Why we need your personal information – legitimate purposes

Members' personal data:

We also process our members' personal information in pursuit of our legitimate interests to:

  • provide competition in athletics by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;
  • promote and encourage participation in athletics by sending members' communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed, and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
  • invite our members as award winners or guests to our annual awards night;
  • develop and maintain our members' qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to athletics and
  • share with facility providers to manage access to Scotstoun Stadium and other facilities.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact This email address is being protected from spambots. You need JavaScript enabled to view it.. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

 

Volunteers' personal data:

We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007.  This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..  If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

 

Why we need your personal information – legal obligations.

We are under a legal obligation to process certain personal information relating to our members, volunteers, participants, athletes, etc. for the purposes of complying with our obligations under:

  • the Charities and Trustee Investment (Scotland) Act 2005 to maintain a register of our members, which includes our members' name, address, the date they were admitted to membership and the date on which they ceased to be our member, hold general meetings, including issuing notices and voting arrangements;               
  • the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults; and
  • the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary;

 

Who we share your personal information with.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.

Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and other vulnerable groups.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

VP-Glasgow employs third party suppliers to provide services, including IT, membership enrolment, collecting authorized payments, subscriptions etc.  These suppliers may process personal information on our behalf as "processors" and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

 

SGB Members' Personal Data

As an affiliated member club of Scottish Athletics we are required to ensure that all of our competing members are members of Scottish Athletics as a condition of our membership.

We will share your name, age, date of birth, gender, event choice, result or performance for the purpose on entering competitions, receiving recognition, selection and rewards from Scottish Athletics who will become a controller of your personal information when they receive it.  Scottish Athletics privacy notice explains how they use your personal information and can be accessed here www.scottishathletics.org.uk.

 

Athletes' / Participants' personal data

We publish the results of our competitions on our website.  This includes competitors' name, age group and result.

 

How we protect your personal information

Your personal information is stored locally on our electronic filing system and our servers based in the UK and is accessed by our staff and volunteers for the purposes set out above.

The Club also use a range of standard systems packages to support member services, (e.g. PaySubsOnline, GoCardless and PayPal) and therefore they also hold data electronically.  In today's technological environment such data is held "in the cloud", rather than on personal computers, and such data may be held out with the EU (i.e. beyond the geographical boundaries of countries directly subject to these European regulations).  However, in such circumstances EU Standard Contractual Clauses (also called Model Clauses and published by the European Commission) apply to protect EU data.

If we are required to transfer your personal information out with the EU for the purposes of entering athletes into competitions, booking travel arrangements for training camps, etc.  Where your personal information is transferred out with the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

Any special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches to allow the safe running of training sessions or alerting first aiders/medical professionals of any known health issue). 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 form at a taster event).  This information will be stored for 4 weeks after an event 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 has the following social media pages [Victoria Park City Of Glasgow AC Facebook Group, Victoria Park Road Runners Facebook Group, VP-Glasgow UK League Team Facebook Group, @VP_Glasgow_AC Twitter Account].  All members are free to join these groups.  If you join one of the Social Media groups, please note that the 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.

 

How long we keep your personal information

Members' personal data

We will only keep your personal information for as long as necessary to provide you with membership services.  Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 4 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of VP-Glasgow and for how long.  We need to do this to comply with the Charities and Trustee Investment (Scotland) Act 2005, which requires us to keep a register of members or in the event of a claim against VP-Glasgow.

Athletes' 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 annual membership forms.  Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account.

Your rights

You can exercise any of the following rights by writing to us at VP-Glasgow, 38 Deepdene Road, Bearsden, G61 1NT or by email to This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a "subject access request";
  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
  • you have a right to request that we restrict the processing of your personal information for specific purposes; and
  • if you wish us to delete your personal information, you may request that we do so.

Any requests received by VP-Glasgow will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

The Club has appointed the Club Secretary as Data Protection Officer at this point to maintain ongoing review of our Club policies and practices in this important area, although the Club Committee will formally review the data protection practices regularly, and at least annually.

In conclusion, the Club Committee has undertaken a review of our Club systems and processes, as they relate to members personal data, has put in place procedures to ensure the proper use of the data for Club membership purposes only.

If you have any queries and/or concerns regarding these matters, please contact Gordon Innes (Club Secretary).