Bedford and County Athletic Club: Privacy Notice

Commitment to Privacy: Contents

  • Data protection and privacy policy /
  • What personal data we hold on you
  • Why we need your personal data
  • How we use your information
  • Who we share your personal data with
  • How long we hold your personal data
  • Your rights regarding your personal data
  • Subject Access Request
  • Cookies
  • Changes to our Privacy Policy
  • Contacting BCAC about this Privacy Policy

Data Protection and Privacy Policy

Bedford and County AC (BCAC) is a friendly local community athletics club managed by a voluntary committee. The club is affiliated to England Athletics (EA).  BCAC are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, BCAC is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.  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.

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. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information in our training sessions.

We may store photographs of you taken at athletics competitions, in training or at club functions such as awards ceremonies or for other club-related purposes.

We may also collect the following information about you through our website or web forms:

  • Your name, email address, postal address and any other information you voluntarily provide to us.
  • 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.

Why we need your personal data

We need your Athletics Data to administer your membership and provide the membership services you sign up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

How we use your information

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

  • To deal with your requests and enquiries
  • To contact you for reasons related to your enquiry
  • To notify you about athletics events
  • To notify you of athletic training sessions
  • To notify you of matters relevant to your club membership (such as AGM, club events and renewals)
  • Publishing race and competition results
  • To use your IP address to monitor traffic and gather browsing behaviours of visitors to our websites. We will not use your IP address to identify you in any way

Training and competition entry

  • To share data with club coaches or officials to administer training sessions
  • To share data with club team managers to enter events
  • To share data with facility providers to manage access to the track or check delivery standards
  • To share data with leagues, county associations (and county schools' associations) and other competition providers for entry in events

Funding and reporting purposes

  • Anonymised data shared with a funding partner as condition of grant funding e.g. Local Authority, facilities operator (e.g. Fusion)
  • Anonymised data analysed to monitor club trends
  • Sending an annual club survey to improve your experience as a club member

Membership and club management

  • Processing membership forms and payments
  • Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events
  • Publishing race and competition results
  • Club newsletter, website and local media promoting club activity
  • Website management

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

Any special category health data we hold on you are only processed for the purpose of passing health data to coaches to allow the safe running of training sessions. We process these data on the lawful basis of consent. Therefore, we will also need your explicit consent to process these data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members (e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 6 months after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

The club has the following social media pages [e.g. Facebook, WhatsApp, Twitter, Instagram]. All members are free to join these pages. If you join any of the Social Media pages, please note that providers of the social media platforms have their own privacy policies. The club does 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 a member of the Club, you will automatically be registered as a member of EA Limited. We will provide EA Limited with your Athletics Data which they will use to enable access to the MyAthletics portal. EA 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 EA Limited, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

The Club does not supply any personal data it holds for this purpose to any other third party.

The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of website hosting. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

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 are updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on your member’s account, in line with EA Limited’s retention policy. Your data are 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. 

If you do not want your personal information (eg. name, age) or that of your child, to be published (for example, in the local media or the club website or newsletter), please contact our Welfare and Safeguarding Officer.

Subject Access request

If you wish to find out what information BCAC 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 the BCAC's Membership Secretary: This email address is being protected from spambots. You need JavaScript enabled to view it. who will ask you to complete a Subject Access Request Form, which you can find here.

Responsibility for Data Protection lies with the Membership Secretary.


Our website puts small files (known as ‘cookies’) onto your computer or device to collect information about how you browse the site.  Cookies allow us to recognise a user’s device and store some information about the user’s preferences or past actions.  We use them to measure how you use the website so it can be updated and improved and remember your actions and preferences for a period of time, so you don’t have to keep re-entering them whenever you come back to the site or browse from one page to another.

Cookies can be or contain personal data.

In some cases, we also use cookies provided by trusted third parties, who place cookies on your device when visiting our website.  For example, we use Google Analytics, which is one of the most common and trusted analytics solutions on the internet, for helping us to understand how you use our website and ways that we can improve your experience. These cookies may track things such as how long you spend on the website and the pages that you visit using a persistent ID for a single user across multiple devices, so we can continue to produce engaging content. 

Google’s privacy policy can be found here http//

You will normally see a message on the site before we store a cookie on your computer.  You can turn cookies on or off when you visit our website.  However, please note that disabling cookies can result in also disabling functionality and features of this website.

You may also manage cookies on your specific browser, we suggest you visit some or all of the following websites to find out how to do this:

Google Chrome:


Internet Explorer:

Changes to our Privacy Policy

We regularly review our Privacy Policy and updates will appear on the website when necessary.

This Privacy Policy was last updated in July 2022.

Contacting BCAC about this-Privacy Policy

If you-have any questions or comments about this Privacy Policy please contact: This email address is being protected from spambots. You need JavaScript enabled to view it.


We use cookies

We use cookies on our website. Some of them are essential for the operation of the site, while others help us to improve this site and the user experience (tracking cookies). You can decide for yourself whether you want to allow cookies or not. Please note that if you reject them, you may not be able to use all the functionalities of the site.