Last Reviewed: April 2026
Next Review: April 2027
Milton Keynes Athletic Club is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Milton Keynes Athletic Club is the 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. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender. We may also ask for relevant special category data such as health information.
Why we need your personal data
The main reason we need your personal 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 data is that we have a contractual obligation to you as a member to provide the services you are registering for.
As a data subject you are not obliged to share your personal data with the Club. However, if you choose not to share your personal data with us we may not be able to register or administer your membership.
Other reasons we need to process (e.g. use or otherwise share) 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 track or check delivery standards
- sharing personal data with leagues, county associations (and county schools’ 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 (which technically falls outside the data protection regime given that it is anonymised)
- analysing anonymised data to monitor club trends (which technically falls outside the data protection regime given that it is anonymised)
- 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
Marketing and communications (where separate consent is provided)
- sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold about you is only processed for the purpose of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent / legitimate interests. 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 event. This information will be stored for six months and then destroyed securely. Our lawful basis for processing such data is explicit 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: facebook, instagram. All members are free to join these pages but are required to abide by the club’s social media policy at all times when joining. If you join one of the social media pages, please note that provider 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 will also automatically be registered as a member of England Athletics Limited (registered with company number 05583713) (EA). We will provide EA with your personal data which they will use to enable access to the MyAthletics portal. EA 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 EA, please contact dataprotection@englandathletics.org.
We may also share your personal data with other relevant third parties consisting of statutory regulatory bodies.
Transfer of personal data outside of the UK
The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting/ etc.. 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.
Criminal data and automated decision-making
The Club does not collect criminal convictions data. Neither does automated decision-making or profiling take place.
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 and for a period of six months after, or longer if a claim is brought or anticipated. Your data is not processed for any further purposes other than those detailed in this policy or otherwise agreed with you.
Your rights regarding your personal data
As a data subject you may have the right to be informed about the collection and use of your personal data; 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; the right to withdraw consent at any time (where the club relies upon consent to process your personal data); and the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.