Bovey Valley Runners Privacy Notice

Bovey Valley Runners are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, BVR 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, The information you give us may include your name, date of birth, address, e-mail address, phone number, name of affiliated clubs with which you are registered. You may also opt to provide us with relevant health information.


Why we need your personal data

The reason we need your 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 

  • sharing personal data with officials to administer training sessions;


For reporting purposes 

  • sending ad hoc surveys 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 events;
  • club promotion activity; and
  • publishing of race and competition results


Marketing and communications 

  • sending information about club kit, merchandise or fundraising.


Any special category health data we hold on you is only processed for the purpose(s) of allowing 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.


We may collect personal data from non-members (e.g. Emergency contact details). This information will be stored as part of the form completed and will be kept in line with that form and will be destroyed securely. Our lawful basis for processing data is consent. By entering the information on the form 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. All members are free to join this page. If you join the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies.  We would advise you to check these policies before you submit any personal data on the club social media pages.


Who we share your personal data with

The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of file cloud hosting, communication platforms, and calendar tools. 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. Membership data is updated every year on annual membership and renewal forms. Any personal data we hold on you will be securely destroyed after five years of inactivity on that member’s account. 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. If you have any questions about your rights in respect of the data we hold about you please contact [email protected].


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.