Privacy and Welfare Policies

Privacy Policy

Who this policy is referring to

References to 'you' and 'your' in this Privacy Policy either refer to you personally if you are acting in your own capacity as an athlete or volunteer, or refer to your child, as an athlete, if you are acting on their behalf.

Introduction

This website is maintained by Rhymney Valley Athletics Club (RVAC). RVAC is the owner of www.rhymneyvalleyac.co.uk and we are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.

The information we collect about you

If you become a member of RVAC (either as an athlete or volunteer), we will collect the following information about you through our website:

  • Your name, date of birth, gender, email address, telephone number, postal address, school, emergency contact details, medical conditions, photograph and any other information you voluntarily provide to us via our website and online forms.
  • Your IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server.

The information provided to us

If you become a member of RVAC (either as an athlete or volunteer), we will be provided with information about you from Welsh Athletics. That information will include your Unique Reference Number (URN), the payment status of your membership fee, your DBS status and any coaching or officiating licenses that you hold (Athletics Data).

If you represent RVAC in any competitions, we will also be provided with information about you from www.thepowerof10.info (run by British Athletics). That information will include the venue and date of the competition as well as the events you participated in, your performance in those events and your associated personal bests.

The first time you login to this website you will also be asked if you consent to RVAC (or a photographer appointed by RVAC) photographing or videoing your involvement in athletics for the duration of your membership for the purposes of publicising and promoting the club or sport, or as a coaching aid. You have the right to refuse this consent.

How we use your information

We may use your personal information for a number of purposes, including:

  • Training and competition entry
    • Sharing data with you about athletics events
    • Sharing data with club coaches or officials to administer training sessions
    • Sharing data with club team managers and coaches to enter events
    • Sharing data with facility providers to manage access to the track or check delivery standards
    • Sharing data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events
  • Funding and reporting purposes
    • Sharing anonymised data with funding partners as condition of grant funding e.g. Local Authority
    • Analysing anonymised data analysed monitor club trends
  • Membership and club management
    • Waiting list administration
    • Processing of membership forms and payments
    • Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
    • Publishing of race and competition results
    • Organising CPD for coaches, officials and other club volunteers
    • Managing website content
    • Celebrating the success of athletes and volunteers
    • Dealing with your requests and enquiries
    • Contacting you for reasons related to your enquiry
    • Using your IP address to monitor traffic and gather browsing behaviors of visitors to our websites. We will not use your IP address to identify you in any way.

Our legal bases for processing your information

We will process your Athletics Data on the basis of the following legitimate interests:

  • Registering you as an athlete or volunteer (as applicable) with Welsh Athletics.
  • Transferring your details via a secure link from Welsh Atheltics into the RVAC database to support administrative processes within the club as outlined in the section above entitled "How we use your information".
  • Using your URN to access your publically available performance data from the PowerOfTen website to support coaches in planning appropriate training and team managers in making team selections for competitions and events.
  • Reconciling the receipt of annual and monthly membership fees.
  • Ordering clothing items such as a club vest or tracksuit top.
  • Providing relevant and necessary information via email, text, WhatsApp, Facebook and Twitter about the following:
    • Changes to rules and regulations.
    • Updates to advice and guidance relating to specific roles held within athletics.
    • Transactional information relating to club affiliation and transfers, athlete registration, representative teams, training, competition and events, coach and officiating licenses, road race licensing, courses, CPD events and qualifications.
  • Celebrating the success of our athletes and coaches via social media and our website.
  • There is a secure administration portal where a selected number of revelant volunteers can access data to help respond to queries, update data and perform necessary administration activities as outlined above.

Protecting your information

We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy. The Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet. We use up-to-date industry procedures to protect your personal information. We also protect the security of your data using Secure Sockets Layer (SSL) encryption technology.

WhatsApp and Facebook group membership

We administer all age group related communications via WhatsApp and your primary contact number is added to the appropriate group as part of initial registration if you provide consent. If you do not wish to receive this communication after your initial consent, you can remove yourself from the group at any time. It is your personal responsibility to delete this group if you do remove yourself from it so that all historical messages are removed from your phone. Please do not post any personal information to this group that you do not want to share with all other group members.

If you do not wish to receive communication via WhatsApp, you can instead join our closed Facebook group where we also post relevant information. You are not automatically added to this group.

Finding out what information RVAC holds about you

Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact either our Chair or Club Secretary.

You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source or location of the information you are requesting.

Data retention

Any data that we collect from you will be deleted within 4 years of you no longer playing an active part in the sport.

Website cookies

In this section you will find information on what cookies may be set when you visit the RVAC website and how to manage and disable them.

What are cookies?

A cookie is a piece of text that a website transfers to your computer’s hard disk in order to remember who you are. Cookies interact with your computer and our website faster and easier by remembering the registration details and preferences from previous visits. Typically, a cookie will contain the name of the website from which the cookie has come, the lifetime of the cookie and a value. The use of cookies does not give us access to the rest of your computer and only the site that created the cookie can read it.

Automatically collected access information

Essential technical information: identification of the page or service you are requesting, type of browser and operating system you are using; and the date and time of access.

Nonessential technical information: the Internet address of the web site from which you linked directly to our web site, and the "cookie information" described below.

By continuing to use this site you consent to the relevant cookies being set on your device.

We use the following types of cookies

  1. Session cookies: these are temporary cookies that remain in the internet browser’s folder of your computer until you close the browser. Our website uses a session cookie which is stored in your browser until you close it to ensure connections to our servers are distributed evenly to provide optimal performance.
  2. Persistent/Permanent cookies: these remain in the internet browser’s folder of your computer for longer than the time you are visiting this website. We need to use a cookie to remember your refusal of our use of cookies. This cookie does not store any other information and is not used for any other purposes. If you delete your browsing history including cookies you will delete this cookie and will therefore need to re-adjust your browser setting again.
  3. Analytical cookies: our website uses Google Analytics cookies (third party cookie) for the following purposes:
    • a cookie to record the time of your first visit to website, the time of your most recent visit to the website and the time of your current visit
    • a cookie to record how long you stayed on the website
    • a cookie to record how you located our website (i.e. Google search, keyword, link from other page etc).

The cookies we use for these purposes do not track your Internet usage after leaving our website and we do not store your personal information. They will also not be used in connection with any other information to identify you in any way. To prevent Google Analytics cookies being set, you may wish to install the Google Analytics Opt-Out Browser Add-On.

Can I opt out of cookies?

RVAC will not use cookies to collect personally identifiable information about you. Yes you can restrict or block the cookies which are set by our websites, and you can do so by accessing your Internet browser settings. The ’Help’ function within your browser should tell you how.

For general information about cookies and how to disable them, please visit: http://www.aboutcookies.org or http://www.allaboutcookies.org.

Please be aware that restricting cookies may impact on the functionality of our website. For information on how to manage cookies on a mobile phone, games console or internet-enabled television, you should refer to the operations manual specific to each device. To opt out of any third-parties using cookies where data about your interaction with our website is collected, please refer to their website for this information.

Changes to our Privacy Policy

We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in September 2018.

Contacting RVAC about this Privacy Policy

If you have any questions or comments about this Privacy Policy please contact either our Chair or Club Secretary.

Code of Conduct for Parents or People with Parental Responsibility

As a responsible parent/person with parental responsibility you will:

  • Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally.
  • Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete.
  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances.
  • Never place undue pressure on children to perform, participate or compete.
  • Check out the qualifications and licences of people who are coaching or managing your child or offering a service connected to athletics such as physiotherapy, massage or nutritional advice.
  • Take an active interest in your child’s participation.
  • Attend training or competitions whenever possible.
  • Know exactly where your child will be and who they will be with at all times.
  • Never make assumptions about your child’s safety.
  • Ensure that your child does not take any unnecessary valuable items to training or competition.
  • Inform your child’s coach or team manager of any illness or disability that needs to be taken into consideration for athletic performance.
  • Provide any necessary medication that your child needs for the duration of trips.
  • Assume responsibility for safe transportation to and from training and competition.
  • Return any necessary written consent forms to the club/team manager or appropriate person, including next of kin details, health and medical requirements before your child goes to any away events or trips.
  • Report any concerns you have about your child’s or any other child’s welfare to the Club Welfare Officer, Regional, National or UKA Welfare Officers. (This does not affect your right to contact your local social services or the police if you feel it is necessary).

As a responsible parent/person with parental responsibility for a young athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

  • Act with dignity and display courtesy and good manners towards others.
  • Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse.
  • Challenge inappropriate behaviour and language by others.
  • Be aware that your attitude and behaviour directly affects the behaviour of your child and other young athletes.
  • Avoid destructive behaviour and leave athletics venues as you find them.
  • Never engage in any inappropriate or illegal behaviour.
  • Not carry or consume alcohol to excess and/or illegal substances.
  • Not carry any items that can be dangerous to yourself or to others excluding athletics equipment used in the course of your child’s athletics activity.

Code of Conduct for Athletes

As a responsible athlete you will:

  • Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally.
  • Uphold the same values of sportsmanship off the field as you do when engaged in athletics.
  • Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the yourself and other athletes.
  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances.
  • Anticipate and be responsible for your own needs including being organised, having the appropriate equipment and being on time.
  • Inform your coach of any other coaching that you are seeking or receiving.
  • Always thank the coaches and officials who enable you to participate in athletics.

As a responsible Athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

  • Act with dignity and display courtesy and good manners towards others.
  • Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse.
  • Challenge inappropriate behaviour and language by others.
  • Never engage in any inappropriate or illegal behaviour.
  • Avoid destructive behaviour and leave athletics venues as you find them.
  • Not carry or consume alcohol to excess and/or illegal substances.
  • Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used in the course of your athletics activity.

In addition, athletes, especially young athletes and vulnerable adults, should follow these guidelines on safe participation in athletics:

  • Notify a responsible adult if you have to go somewhere (why, where and when you will return).
  • Do not respond if someone seeks private information unrelated to athletics such as personal information, home life information.
  • Strictly maintain boundaries between friendship and intimacy with a coach or technical official.
  • Never accept lifts in cars or invitations into homes on your own without the prior knowledge and consent of your parent/carer.
  • Use safe transport or travel arrangements.
  • Report any accidental injury, distress, misunderstanding or misinterpretation to your parents/carers and club Welfare officer as soon as possible.
  • Report any suspected misconduct by coaches or other people involved in athletics to the club welfare officer as soon as possible.

Code of Conduct for Coaches

As a responsible athletics Coach you will:

  • Respect the rights, dignity and worth of every athlete and others involved in athletics and treat everyone equally.
  • Place the welfare and safety of the athlete above the development of performance.
  • Be appropriately qualified including obtaining DBS/Disclosure Scotland clearance, update your licence and education as and when required by UKA and adhere to the terms of the coaching licence.
  • Ensure that activities you direct or guide are appropriate for the age, maturity, experience and ability of the individual athlete.
  • At the outset clarify with athletes (and where appropriate, with parents or carers) exactly what it is that is expected of them and what athletes are entitled to expect from you.
  • Never try to recruit, either overtly or covertly, athletes who are already receiving coaching. If approached by an athlete receiving coaching refer immediately to the coach currently providing coaching support.
  • Try to observe a recommended maximum ratio of 1 coach to 12 athletes at a training session or work in partnership with another coach/coaching assistant.
  • Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the athlete.
  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances.
  • Encourage and guide athletes to accept responsibility for their own performance and behaviour.
  • Develop appropriate working relationships with athletes based on mutual trust and respect, especially with those athletes under 18 years or vulnerable adults.
  • Do not exert undue influence to obtain personal benefit or reward.
  • A coach MUST strictly maintain a clear boundary between friendship and intimacy with athletes and do not conduct inappropriate relationships with athletes. Relationship with athletes can cause significant problems for other team members, raising concerns of favouritism and/or victimisation should the relationship later end.
  • In particular, you MUST NOT allow an intimate personal relationship to develop between yourself and any athlete aged under 18 years. Any violation of this could result in a coach licence being withdrawn. It may also be a criminal offence to conduct a relationship with an athlete aged under 16 years. It may also be a violation of your coaching licence to form an intimate personal relationship with a vulnerable adult coached by you.
  • It is strongly recommended that you do not allow intimate relationships to develop between yourself and athletes coached by you aged over 18 years.

As a responsible coach, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

  • Act with dignity and display courtesy and good manners towards others.
  • Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse.
  • Challenge inappropriate behaviour and language by others.
  • Be aware that your attitude and behaviour directly affects the behaviour of athletes under your supervision.
  • Never engage in any inappropriate or illegal behaviour.
  • Avoid destructive behaviour and leave athletics venues as you find them.
  • Not carry or consume alcohol to excess and/or illegal substances.
  • Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used in the course of your athletics activity.
  • In addition, coaches should follow these guidelines on best coaching practice, in particular with young athletes or with vulnerable adults.
  • Avoid critical language or actions, such as sarcasm which could undermine an athlete’s self esteem.
  • Avoid spending time alone with young athletes unless clearly in the view of others to protect both yourself and the young athlete. In special circumstances, for example when coaching elite young athletes, one to one coaching sessions may form part of the required training schedule. In this circumstance, parental/guardian consent must be sought and obtained prior to sessions taking place. The coach must inform the parent/guardian of the venue for training and an emergency contact number should by provided by both the coach and parent/guardian.
  • Avoid taking young athletes alone in your car.
  • Never invite a young athlete alone into your home.
  • Never share a bedroom with a child.
  • Always explain why and ask for consent before touching an athlete.
  • Ensure that parents/carers know and have given consent before taking a young athlete away from the usual training venue.
  • Work in same-sex pairs if supervising changing areas.
  • Respect the right of young athletes to an independent life outside of athletics.
  • Report any accidental injury, distress, misunderstanding or misinterpretation to the parents/carers and club Welfare officer as soon as possible.
  • Report any suspected misconduct by other coaches or other people involved in athletics to the Club, Regional, National or UKA welfare officer as soon as possible.