Privacy Policy

Holmfirth Harriers commitment to Privacy

  • Introduction
  • The information we collect about you
  • The information provided to us
  • How we use your information
  • Our legal basis for processing your information
  • Finding out what information Holmfirth Harriers holds about you
  • Changes to our Privacy Policy
  • Surveys
  • Length of time data kept


This policy explains how the information we collect about you is used and kept securely. It also explains your right to access your information under Data Protection Legislation.

The information we collect about you

We may collect the following information about you through our membership form:

  • Your name, date of birth, gender, email address, address, telephone number, any coaching or officiating licenses that you hold (Athletics Data) and any medical conditions which you choose to inform us of via our written and online forms and also data we may obtain via the EA registration website.
  • 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.

How we use your information

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

  • As all our members are registered with EA we will share your data with EA. A copy of the Draft EA Privacy Statement and Policy can be found at and
  • To deal with your requests and enquiries.
  • To contact you for reasons related to your enquiry.
  • To notify you about Athletics Events.
  • Training and competition entry
    • Share data with club coaches or officials to administer training sessions
    • Share data with club team managers / section secretaries to enter eventsShare data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events
  • Membership and club management
    • Processing of membership forms and payments
    • Share data with committee members to provide information about club activities, membership renewals or invitation to social events
    • Publishing of race and competition results.
    • Records of sporting achievements of club members may be retained in results, club records, minutes of Committee Meetings, newsletters, articles on the club website and print clippings (newspapers, magazines etc.) after the member has left HH.
    • Website management
  • Communications
    • Sending club newsletter
    • Sending information about selling club kit, merchandise or fundraising

Our legal basis for processing your information

The club may also share your personal information with the police and other law enforcement agencies for the purposes of crime prevention or detection.

If we disclose your information, we ask the organisation to demonstrate that the data will assist in the prevention or detection of crime, or that the club is legally obliged to disclose it.

This is done on a strictly case by case basis and through a tightly controlled process to ensure we comply with Data Protection Legislation.

Protecting your information

By submitting your personal data, you agree to this storing or processing. 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 or on club social media pages.

Finding out what information Holmfirth Harriers holds about you

You may request information regarding what information the club holds about you at any time from the club Membership Secretary.

We will attempt to make sure your request is met within one calendar month of receiving the request.

Changes to our Privacy Policy

The club will notify all members of any change to our Privacy Policy via email and the club website.

Length of time data kept

Type of data

When deleted

Athletics data and personal information

Other than race results which will be kept for historical purposes, four years after an individual has not been a member of the club (paid club subscription)