Minehead Running Club is committed to protecting and respecting the privacy of its members. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Minehead Running Club is the data controller responsible for your personal information.

1. Personal data we collect

We collect and process the following personal data from current and prospective members:

  • Full name
  • Date of birth
  • Contact details (email address and telephone number)
  • Consent for use of photographs or videos for the club website and promotional materials
  • Medical information that you choose to disclose at your own discretion, where relevant to your participation and safety

2. How we collect your data

  • Your personal data is collected when you:
  • Join Minehead Running Club
  • Renew your annual membership
  • Communicate with us directly (e.g. email, phone, or WhatsApp)
  • Participate in club activities where images may be captured (subject to consent)

3. Purpose and lawful basis for processing

The information you provide is collected solely for the purposes of your membership with Minehead Running Club.

We use your data to:

  • Manage club membership records
  • Communicate with members regarding training sessions, events, updates, and surveys
  • Organise and manage WhatsApp groups used for club communication
  • Ensure member safety where relevant medical information has been voluntarily disclosed
  • Maintain accurate and up-to-date membership information

The lawful bases for processing your data are:

  • Consent (e.g. for use of images and optional medical information)
  • Legitimate interests (administration and communication relating to club activities)

Your data is not processed for any purposes beyond those detailed in this policy.

4. Images and media consent

Photographs and videos may be taken during club activities and events. These may be used on the club website, social media, or other promotional materials only where consent has been given.

You may withdraw your consent for image use at any time by contacting the club.

5. Data sharing

Minehead Running Club does not share your personal data with any third parties under any circumstances.

6. How long we keep your data

  • Your personal data will be held for as long as you remain a member of Minehead Running Club.
  • Membership data is reviewed and updated annually via membership forms.
  • Personal data relating to members who do not renew their membership will be retained for a period of three months following the annual renewal date. If there is no activity on the member’s account during this period, the data will be securely destroyed.

7. Data storage and security

Minehead Running Club takes appropriate technical and organisational measures to protect your personal data against loss, misuse, unauthorised access, disclosure, or alteration. Access to member data is restricted to authorised club officials only.

8. Your rights under GDPR

You have the following rights in relation to your personal data:

  • The right to access your personal data
  • The right to rectify inaccurate or incomplete data
  • The right to erasure (“the right to be forgotten”) where applicable
  • The right to restrict processing of your data
  • The right to data portability, where applicable
  • The right to object to processing
  • The right to withdraw consent at any time, where consent is the lawful basis

To exercise any of these rights, please contact Minehead Running Club.

9. Complaints

If you have concerns about how your data is handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection authority.

10. Changes to this policy

This Privacy Policy may be reviewed and updated from time to time to ensure compliance with data protection legislation. Members will be informed of any significant changes.

Policy last reviewed on: 26/1/2026