About us  

This Club is affiliated to the Athletic Association of Ireland (Athletics Ireland).  Athletics Ireland is the governing body for the sport of Athletics in Ireland, is affiliated to the European Athletic Association (EAA) and is the Member Federation for Ireland of the International Association of Athletics Federations (IAAF) the world governing body for the sport. 

What data we will collect  

On becoming a member, the club will need to collect certain information about you which will include your name, date of birth, gender, email address, address, telephone number, names of the Athletics Ireland affiliated clubs that you are a member of and details of any coaching or officiating licenses you hold (all referred to as Athletics Data).  We will also collect the full name and telephone number of the emergency contact(s) nominated by you, as well as details of injuries or medical conditions as provided by you. You may also choose to provide us with other information.  

The information provided to us  

We may be provided with information about you from clubs with which you are registered.  That information may include: name, date of birth, gender, email address, address, telephone number, name of the Athletics Ireland affiliated clubs with which you are registered and any coaching qualifications or officiating licenses that you hold (Athletics Data).

Why we will collect it  

We will collect and process your Athletics Data for the purposes of registering you as a member of Athletics Ireland and administering your involvement in the sport.  We will process it on the basis of legitimate interests.  The legitimate interests are the interests of registering you as a member and to administer the sport.  We will only use your Athletics Data for the purposes of registering and administering your involvement in the sport.  You can opt out at any time either by notifying us. 

How we use your information  

We may use your personal information for a number of purposes, including: 

• To process and manage your membership. 
• To deal with your requests and enquiries. 
• To contact you for reasons related to your enquiry.  
• To notify you about athletic events.  
• To enter you into AAI competitions

We will process your Athletics Data on the basis of the following legitimate interests:  

• To provide selected external providers with a facility to check and validate data to support administrative processes. For example:  Transfer of name and date of birth to check membership validation at point of entry to athletics and running events  
• The transfer of registered members from one club to another.  You will maintain the same record but the club name associated with the record will change.  
• There is an Athletics Ireland administration portal where a selected number of staff can access data to help to respond to queries, update data and perform necessary administration activity. (See Athletics Ireland Privacy Policy 2018) 
• Providing relevant and necessary information via email, text and post to you about the following:  
  • Changes to rules and regulation
  • Updates to advice and guidance relating to specific roles held within this club
  • Transnational information relating to club affiliation and transfers athlete registration, representative teams, competition and events, coach and officiating licenses, road race licensing, courses, CPD events and qualifications.  

If you become a registered athlete with our club, we will share your athletics data with Athletics Ireland so as to facilitate your membership and as part of the administration of your involvement in the sport.  

We will share only what is needed for those purposes and, where possible, will anonymise the data before sharing. If we would like to share your information for any other purpose we will ask for your consent.  

When we collect information from you, we will tell you if we would like to send you information about our products and services.  We will give you the opportunity to opt in to any such communications and will tell you how you can opt-out at any time.  

Guidance on how long this club we will keep your data 

We will retain your Athletics Data for such time as you are an athlete registered with us and will then delete your information on a staged basis as follows:  

 

Type of Data	When Deleted
Name, date of birth, gender, email address, address, telephone number, names of the Athletics Ireland affiliated clubs that you are a member of and details of any coaching or officiating licenses you hold	Three years after an individual has last renewed their membership with the club.
Data on any injuries, medical conditions etc as provided by you to the AC club	One year or on the receipt of a new club annual membership form.
Membership forms	Three years in line with association membership bye laws.
Vetting data, ID forms and application forms	Four years after the receipt of a vetting application on its expiry.
Competition results	Indefinite as a record of competition results
Summer Camp or other training camp applications	One year or on the receipt of a new application.
Text or messaging systems	One year
Team sheets and training attendance lists	Four years after the receipt of a vetting application on its expiry

 

 Sharing your data  

We may share your Athletics Data with other athletics clubs and/or event organisers for the purposes of competition and event participation. 

We may share your Athletics Data with athletics partners such as Athletics Ireland, Leinster Athletics, Wicklow County Athletics and third-party data managers that we appoint as data processors as part of administering your involvement in sport.  We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing.   

We will not share any other personal data you provide to us that is not Athletics Data.  

Protecting your information  

The data that we collect from you may be transferred to a destination external to Athletics Ireland own secure network.  We will not transfer your data outside of the European Economic Area.  

By submitting your personal data, you agree to this transfer, storing or processing.  We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.  The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.  

Finding out what information this club holds about you  

Under the Data Protection Legislation, you can ask to see any personal information that we hold about you.  Such requests are called subject access requests.  If you would like to make a subject access request, please contact any member of the committee in writing. You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting. The club has 30 days to respond to your subject access request.

Complaints  

If you have any concerns or complaints in relation to how the club collects and/or processes your personal data, you should contact a member of the committee in writing in the first instance. 

If you are dissatisfied with how your concern/complaint is dealt with by this club you have the right to report your concern/complaint to the Club Data Protection Commissioner (www.dataprotection.ie). 

Changes to our Privacy Policy  

This Privacy Policy was last updated in May 2018. Changes to this policy will be communicated to club members.