Privacy Policy Statement

Paul Popham Running Club are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Paul Popham Running Club 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 and become a member. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the WA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information, and an in case of emergency contact data which is classed as special category personal data.


Why we need your personal data

The reason we need your Athletics Data is to be able to administer your registration and 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 membership and club management

  • Processing of registration forms;
  • Processing of membership forms and payments;
  • Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
  • Club weekly emails promoting club activity.
  • Publishing of race and competition results


Marketing and communications (where separate consent is provided)

  • Sending information about promotions and offers from sponsors;
  • Sending information about selling club kit, merchandise or fundraising.


For training and competition entry

  • Sharing personal data with club leaders/coaches to administer training sessions;
  • Sharing personal data with club team managers to enter events;
  • Sharing personal data with leagues and other competition providers for entry in events.


For funding and reporting purposes

  • Analysing anonymised data to monitor club trends; and
  • Sending an annual club survey to improve your experience as a club member


Any special category health data we hold on you is only processed for the purpose of passing health data to coaches to allow 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, which we will ask for at the point of collecting it.

The club has the following social media pages: Facebook and Twitter. All members are free to join these pages and group. If you join one of the Social Media pages or group, 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. Please check these policies before you submit any personal data on the club social media pages.


Who we share your personal data with

When you become an official member of the Club, you will also automatically be registered as a member with Welsh Athletics Limited. We will provide Welsh Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics portal. Welsh Athletics Limited will contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with Welsh Athletics Limited, please contact Welsh Athletics on 02920 644870


The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.


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. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with Welsh Athletics Limited’s retention policy. 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.

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.


When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.

These pieces of information are used to improve services for you through, for example:

enabling a service to recognise your device so you don’t have to give the same information several times during one task recognising that you may already have given a username and password so you don’t need to do it for every web page requested;
measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast;

You can manage these small files yourself through the following information on the Directgov website at

If you’d like to find more information about cookies, including how to see what cookies have been set and how to manage and delete them, then visit

Our use of cookies

The cookies used on this website have been categorised based on the categories found in the ICC UK Cookie guide.

A list of all the cookies used on this website by category is set out below.

Category 1: strictly necessary cookies
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for, like e-commerce, cannot be provided.

By using our website, you agree that we can place these types of cookies on your device.

Category 2: performance cookies
These cookies collect information about how visitors use a website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how a website works.

To opt out of being tracked by Google Analytics across all websites visit

To learn more about Facebook cookies, visit

By using our website, you agree that we can place these types of cookies on your device.

Category 3: functionality cookies
These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

By using our website, you agree that we can place these types of cookies on your device.

We use the following cookies on our website:

Cookie Name:
__utmz, __utmc, __utmb, __utma

Purpose of Cookie:
Set by Google Analytics, these cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

Duration: 5 years

Cookies set by Third Party sites

To support our website, we sometimes embed photos and video content from websites such as Facebook, Twitter, YouTube and Flickr.

As a result, when you visit a page with content embedded from, for example, Facebook or Twitter you may be presented with cookies from these websites.

The Paul Popham Running Club does not control the dissemination of these cookies. You should check the relevant third party website for more information about these.

Please note: If you choose not to disable cookies in your web browser you are agreeing to us using them on our website.

Information use

Where you voluntarily choose to give us your personal details the personal data you provide will be used exclusively for providing you with the information or service you have requested.

In some cases we may invite you to sign up for additional services at the same time (for example, a regular mailing list) – you can choose not to accept this invitation.

The Data Protection Act 1998

The Data Protection Act 1998 establishes a framework of rights and duties which are designed to safeguard personal data. The Data Protection Act gives individuals the right to know what information is held about them. It provides a framework to ensure that personal information is handled properly.

The Act works in two ways. Firstly, it states that anyone who processes personal information must comply with eight principles, which make sure that personal information is:

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and not excessive
  • Accurate and up to date
  • Not kept for longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to other countries without adequate protection

The second area covered by the Act provides individuals with important rights, including the right to find out what personal information is held on computer and most paper records (called Making a Subject Access Request).

Paul Popham Running Club’ Use and Storage of Data

  • We collect personal data in a variety of ways including:
  • Registration forms for joining the Paul Popham Running Club;
  • Membership forms for becoming an official member of the Paul Popham Running Club;
  • applications for funding;
  • information requested for mailing lists and databases;
  • surveys and research studies.

We have a legal liability to ensure that personal data is processed in accordance with data protection legislation and all personally identifiable information provided to Paul Popham Running Club is processed in accordance with the principles of the Data Protection Act 1998.

We have registered details about our processing of personal data with the Information Commissioner; our Data Protection Registration Number is TBC

Making a subject access request

You can ask for a copy of all the information held about you to which the Act applies.  Should you wish to access your personal information that might be held by Paul Popham Running Club, please write to:

Chair, Paul Popham Running Club, The Den, 64 Walter Road, Swansea SA1 4PT.

The request should include a contact address together with full details of your enquiry, and provide documented evidence of who you are (e.g. a copy of your driving licence, passport or birth certificate).

Paul Popham Running Club may charge a fee for dealing with your request. The maximum fee is £10.  Paul Popham Running Club will respond as quickly as possible to a subject access request, but in any case within 40 calendar days of receiving it.

The Paul Popham Running Club Privacy Policy can be viewed on our website.