She Strides Privacy & GDPR Policy

1. Introduction

She Strides ("we," "us," or "the Club") is committed to protecting and respecting your privacy. This policy, along with our terms and conditions, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

We are a community run club and a "data controller" for the purposes of the UK General Data Protection Regulation (UK GDPR). This means we are responsible for deciding how we hold and use personal data about you.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

2. What personal data we collect

We may collect and process the following data about you:

Information you give us: This includes information you provide when you register as a member, sign up for an event, or correspond with us. This may include your name, date of birth, address, email address, phone number, and emergency contact details.
Health Information (Special Category Data): For your safety, we may ask for relevant health information (e.g., medical conditions, allergies) to ensure the safe running of our sessions and events. This is "special category personal data" and we will only process it with your explicit consent.
Photographs and Videos: We may take photographs or videos during our runs and events for promotional purposes on our website, social media, and in club newsletters. We will inform you if we are doing so and will ask for your consent.
Event registration details: This payment information (if applicable for club dues or event fees) and images or videos we have taken at event (where consent is given)
How We Collect Your Data. We collect your data when you:
- Sign up to the club
- Register for events
- Subscribe to our newsletter or communication channels
- Participate in surveys
- Attend club events

3. The lawful basis for processing your data

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following:

Contractual Obligation: We process your personal data to fulfil our contract with you as a member of the club, such as administering your membership and providing you with information about club activities.
Legitimate Interests: We may process your data for our legitimate interests as a community club, provided your rights and freedoms do not override those interests. This includes:
- Communicating with you about club news, various sessions, and organised events.
- Publishing celebration of members' achievements.
- Taking and using photographs for club promotion.
Consent: For special category data (like health information) and for specific marketing purposes (if separate from our main club communications), we will seek your explicit and separate consent. You have the right to withdraw this consent at any time.

4. How we use your personal data

We use the information we hold about you to:

Administer your membership and provide you with the services you have requested.
Keep you informed about club activities, training sessions, and events.
Ensure your safety during our sessions and events, especially in an emergency
Promote the club and celebrate member achievements through our website, social media, and newsletters.

5. How and where we store your personal data

We are committed to ensuring that your data is secure. We have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect.
Data is stored securely on password-protected systems. Access is limited to committee members, run leaders, and other volunteers who require it to perform their club duties.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. For members, we will typically retain your data for a period of [e.g., one to five years] after your membership has lapsed, in line with club and governing body policies.

6. Sharing your personal data

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

We may share your data with the following organisations:

Brand Partners: If you attend a Brand hosted She Strides event, we may share your name and email address to register your place at the event.
Event organisers: If you enter a race or a race league on behalf of the club, we may provide your name and date of birth to the event organiser for the purpose of race entry and results.
Emergency Services: In the event of an emergency, we may share your personal and health information with emergency services personnel if you have provided it to us.

7. Your rights

Under UK GDPR, you have the following rights regarding your personal data:

Right to be informed: You have the right to be informed about how we use your data. This privacy policy serves to provide that information.
Right of access: You have the right to request a copy of the personal data we hold about you.
Right to rectification: You have the right to have inaccurate or incomplete data corrected.
Right to erasure (the 'right to be forgotten'): In certain circumstances, you have the right to request that we delete your personal data.
Right to restrict processing: You have the right to request that we limit the way we use your data.
Right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format.
Right to object: You have the right to object to the processing of your personal data where we are relying on a legitimate interest.

To exercise any of these rights, please contact us on the contact details below.

8. Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.

9. Contact and Complaints

Questions, comments, and requests regarding this policy are welcomed and should be addressed to:

Hollie Thackway
Email: hello@shestrides.co.uk

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK regulator for data protection issues.