SS Athletics Club – Privacy Policy 

SS Athletics is committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, SS Athletics 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 that you provide


In order for athletes to join SS Athletics, SS Athletics require parents to sign up to our booking system “ClassforKids” which are a GDPR verified company.


When you register with the Club waiting list, prior to membership. The information you give us may include your name, date of birth, address, e-mail address, phone number, school/college which is stored on our Classforkids Booking system which parents have full control of, name of any other England Athletics (EA) Clubs with which you are registered, EA Registration number (if already issued) and gender (This information is classed as Athletics Data).


We also ask for relevant health information, emergency next of kin, and details of any prior athletics or other sporting experience, 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 membership, and provide the membership services you are signing up to when you register with SS Athletics. 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.

The reasons we need to process your data include:

  • For training and competition entry
  • sharing personal data with club coaches, volunteers or officials to administer training
  • sessions;
  • sharing personal data with club team managers to enter events; and
  • sharing personal data with leagues, county associations (and county schools'
  • associations) and other competition providers for your entry in events.


Reporting purposes


  • processing of membership forms and payments;
  • sharing data with committee members to provide information about club activities,
  • membership renewals
  • club newsletters promoting club activity, when produced;  keeping performance ranking lists; publishing race and competition results, and making these results available to external results database providers (e.g. Power of 10).


Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those in the SS Athletics Committee and other third parties who have a business need to know such as Classforkids. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data Retention

How long will you use my Personal Data?

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.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being clients for tax purposes.

In some circumstances you can ask us to delete your data: see Request erasure below for further information.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

Request access to your personal data.

  • Request correction of your personal data.
  • Request erasure of your personal data.
  • Object to processing of your personal data.
  • Request restriction of processing your personal data.
  • Right to withdraw consent.

If you wish to exercise any of the rights set out above, please Contact us.


No Fee Usually Required


You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

What We May Need From You

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time Limit to Respond

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes to this privacy policy

SSAthletics reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact SSAthletics by email at

First published on Thu 16 11 2023