Data Privacy Policy

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Oxted Runners Data Privacy Policy

Who are we?

“Oxted Runners” hereafter known as The Club is a members club affiliated to the Association of Running Clubs and to England Athletics UK. The Club organises road running and off-road running events for its members.

This Data Privacy Policy sets out how The Club uses and protects any information that you give The Club when you use this or any websites associated to The Club for membership purposes.

The Club is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
The Club may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This amended policy is effective from 13th November 2023.

What data do we collect ?

The Club collects and stores data relating to its members. The data held are the Member’s name, postal address, email address, telephone numbers, date of birth, gender, In Case of Emergency contact’s name, address, telephone numbers, and relationship to member and any other information which the member may have submitted on their membership Application Form through the portal that The Club uses for member registration purposes.

Please note that and operate their own Privacy Policies. For further details please go to the and websites.

If you have any remaining concerns, you can contact the Information Commissioners Office –

Why do we collect this data ?

We hold this information to communicate with our members (members’ contact details), to classify results in club races (gender, date of birth), to allow us to make contact with the members In Case of Emergency ( ICE ) contact in the event of the member suffering an accident, health problems, or other emergency ( ICE contact details).

Who do we share this data with ?

We share the member’s contact details, date of birth, and gender with England Athletics, which is one of the governing bodies to which we are affiliated.

How do we store this data ?

The information is stored on the secure website and on secure commercial cloud storage.

How can you see what we hold ?

The data can be viewed by logging into with your username and password. If you wish to amend or update the information which we hold about you, you can do so by logging into the website where you can make the required changes.

If you have any remaining concerns, you can contact the Information Commissioners Office –

How long do we hold this data ?

We hold the data as long as the member remains a member of The Club. When a member terminates their membership, the data will be deleted not later than the end of the calendar year after the year in which the member terminates membership.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required to by law.

You may request details of the personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please email us at

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.

How we use cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites
Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Created 19/03/2018.  Amended Statement 13/11/2023