This note sets out the key aspects of data protection as relevant to the collection, storage and management of club data.

The principles to be followed are below:


The Data Protection Act 1998

The Data Protection Act 1998 sets out the key principles for managing data linked to a specific person.

The guidelines below guide how the club collects, uses and analyses the data in line with the principles of the Data Protection Act (DPA). Not only is compliance with the DPA a legal requirement, there are good management reasons for doing so. For example using out of date or inaccurate data could result in incorrect affiliations and failing to follow correct procedures when processing and storing information could have serious consequences.


Principles of the Data Protection Act 1998

There are eight data protection principles. Personal data shall be:

• Fairly and lawfully processed

• Processed for limited purposes – i.e. used for the reason it was supplied for

• Adequate, relevant and not excessive

• Accurate and up to date

• Not kept for longer than is necessary

• Processed in line with your rights

• Kept securely and

• Not transferred to other countries outside the European Economic Area (EEA) without adequate protection.

Note: personal data covers any data that identifies a living individual person. Data covered in the Act includes electronic, manual and recorded data – anything which can identify an individual.


Registration forms and entry forms

To comply with the “fair and lawful” principle above, it is important to tell our club members why their personal data is being collected and obtain their consent to use it in this way.

Club membership forms

When someone signs up to be a member of club it is reasonable to assume that they will expect to be contacted by the club committee from time to time with internal club communications, and that overall membership numbers and other aggregated information may be reported externally to the sport national governing body. However, as no information is ever shared with any third parties with the intention of them contacting members, thus, the membership form does not need to have an “opt out option” tick box as the default expectation is opting out of any personal data sharing.

The membership form will include a brief explanation of how any personal data that is requested may be used. This will include a statement of any personal information shared with a third party in a way that enables the individual to be identified.

Storing and using contact details

Contact details will only be used for the purposes set out in the data protection statement. All personal data must be kept securely and not be stored any longer than is necessary. If the information relates to participants in Sport England funded activities, all evaluation and audit requirements should have been met before deleting or destroying it.

Vulnerable Adults

Definition – All adults aged 18 or over who are or may be in need of community services by reason of mental or other disability, age or illness and who are, or may be unable to take care of themselves, or unable to protect themselves against significant harm or exploitation (No Secrets document, 2000),

It is good practice to have available other information about the activity/programme/evaluation for a named (by the vulnerable adult) parent/carer. Consent must also be gained from the individual before using or passing on information about them to a third party.


Calne SMaRTT Data Protection Statement

As a club member you complete a registration form annually in April each year. As a participant in an event organised by the club you complete an entry form for that event. This gives the club the following:

• some information about you (name, age, next of kin, medical conditions etc)

• your contact details (email address and mobile number etc)

How we will use the information about you

The information about you will be used to:

• authorise any benefits which club membership entitles you to. This may be in the form of registration lists or for third party partner organisations to validate membership of the club

• provide facilities which facilitate your full participation in the club or event

• help us plan for future sports activities

We may share the information you have given us with England Athletics for affiliation purposes. This may include your personal information.We will pass on the statistical results to other sport governing bodies to help with their planning activities. We will ensure that you cannot be identified from these statistics.

We may share details of your performance in club activities – e.g. event results information and pictures.

We will not do this if you indicate that you do not want to be contacted in this way by contacting

How we will use your contact details

Your contact details will be used to contact you to inform you of club events and activities. This will only be by the club management and all communications will be authorised by a committee member

We will not do this if you indicate that you do not want to be contacted in this way by contacting

Note:  We do not pass your contact details to any third parties so that they can contact you directly under any circumstances.