Privacy Policy

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Oxted Runners Data Privacy Policy


Who are we?

The Oxted Runners is a members club affiliated to the Association of Running Clubs and to England Athletics. The Oxted Runners organises road running and off-road running events for its members.

This privacy policy sets out how “Oxted Runners” uses and protects any information that you give “Oxted Runners” when you use this website.

“Oxted Runners” 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.
“Oxted Runners” 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 policy is effective from 1st April 2018.


What data do we collect?

The Oxted Runners 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. We also store any other information which the member may have submitted on their membership Application Form and Contact Us Form.


Why do we collect these 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 contact in the event of the member suffering an accident, health problems, or other emergency (In Case of Emergency contact details).


Who do we share these 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. Members of the Oxted Runners are automatically members of the Limpsfield Club, and we pass the member’s contact details to the Limpsfield Club to allow the Limpsfield Club to communicate with the member.


How do we store these data ?

The information is stored on the password protected IT equipment of the Membership Secretary and on secure commercial cloud storage.


How can you see what we hold?

The data we hold can be viewed by logging into the Oxted Runners website with your Username and Password. If you wish to amend, or update the information which we hold about you, please get in touch with the Club Secretary via the ‘Contact Us’ form on the Oxted Runners website, or inform any member of the Committee. 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 by law.

You may request details of 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 emailing us using our contact form.

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.