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Photo & Video Policy

Reigate Priory AC (The Club) recognises the need to ensure the welfare and safety of all young people in athletics.

In accordance with the UK Athletics child protection policy and procedures, we will not permit photographs, video or other images of children/young people to be taken without the consent of the parents/carers and children/young people.

The Club will take all possible steps to ensure these images are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform the Club/County Welfare Officer immediately.

When we publish images on the Club website, we do not use facial recognition software, nor do we tag the people in the images. These images are not therefore "Personally identifiable) as defined by the General Data Protection regulations.

 

Privacy Policy for "Race Updates" e-mail distribution list

Reigate Priory AC (Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of the "Race Updates" e-mails, Reigate Priory AC 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. The information you give us will include your name, and e-mail address (Contact Data).

Why we need your personal data
The reason we need your Contact Data is to be able to enable us to send you the "Race Updates" e-mail. Our lawful basis for processing your personal data is consent.

Reasons we need to process your data include:

Marketing and communications
• sending information about the 3 races organised by the Club and races organised by RunReigate

Who we share your personal data with

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 e-mail distribution. 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 until you unsubscribe from the e-mail list. Your data is 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.

 

Privacy Policy for Members & Prospective members

Reigate Priory AC (Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Reigate Priory AC 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 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 or disability information, 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 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.

Reasons we need to process your data include:

For training and competition entry
• sharing personal data with club coaches 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 entry in events.

For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
• analysing anonymised data to monitor club trends.

For membership and club management
• processing of membership forms and payments;
• sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
• club updates promoting club activity; and
• publishing of race and competition results.

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

On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 5 weeks 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: Facebook and Twitter. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do 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.

We will also use your personal data to send you athletics-related offers from both the Club and other local organisations. This will be on an occasional basis only and will be carefully screened for relevance to club members. Our lawful basis for processing your personal data in this way is legitimate interest. If you do not wish to receive such offers, please use the "update subscription preferences" link on any Club e-mail and untick the "Marketing" RPAC Member Group.

Who we share your personal data with
When you become a member of or renew your membership with Reigate Priory AC you will automatically be registered as a member of England Athletics (unless you are an U11 member of the Junior Academy). We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings). It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own privacy settings. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, 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 cloud hosting and e-mail distribution. 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 is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. Your data is 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.

To view, amend or request deletion of your personal data, please contact the membership secretary using the "Contact Us" form on this website.

HEAD COACH

Responsibilities

  • Establish a training structure suitable for all club members, so that each athlete will be given appropriate coaching. (The Head Coach might wish to engage a coaching co-ordinator to assist)
  • Coach the athletes in the senior section of the club.  (This is necessary initially but only desirable as the coaching structure is put in place)
  • Build and implement a strategy for coach development
  • Develop and mentor the current pool of coaches in the club. In due course the more senior coaches should be able to mentor junior coaches.
  • Work with the junior section coaches to ensure consistency across key aspects of coaching and training
  • In due course, establish and maintain a comprehensive pool of coaches across the different groups of athletes
  • Review the club’s competitive involvement and recommend changes where appropriate.
  • Set short, medium and long term targets for improved performance by the club’s athletes and teams.
  • Attend committee meetings

Qualities

  • Availability to attend the club’s training sessions as often as required.
  • Experience of endurance coaching to a high standard
  • Clear ideas about club coaching structures
  • Clear ideas about the structure for coaching athletes, from beginners to top athletes.
  • Good communicator and teacher
  • Patient but firm
  • Track record of working in clubs with a number of coaches
  • Knowledge of coach training.
  • Ability to guide and mentor less experienced coaches.
Commitment

6 hours per week minimum.

Race Director

Reigate Priory Athletic Club (‘RPAC’) hosts three races each year: the Summer 10 kilometre in July, the Priory Relays in November and the Holly Run in December. Each race has a notable history and provides important income for the club. Few clubs hold such a combination of races each year, and the club is well respected for its expertise in race management.

The Race Director (‘RD’) is in overall charge of all of the tasks of running the event. The RD is supported by other members of the club, many of whom have considerable experience in the various roles within the race.

The role is challenging, but it is also very satisfying to deliver a race in which so many participants derive great pleasure from competing.

Each event is different in nature: the Summer 10k is a straight race, the Priory Relays is a relay race of teams of 4 and the Holly Run has eight different races for different genders and age groups.

The tasks involved in the races are set out below.

Items in black are common to all races
Items in red relate to the Summer 10k.
Items in blue relate to the Priory Relays
Items in green relate to the Holly Run

Topic

(not in sequential order)

Description

10K

PR

HR

Race format

Review last year’s race and suggest changes for approval by the club committee

x

x

x

Date

Agree the race date with the club committee

x

x

x

Race Venue

Book use of Reigate Priory Park on the chosen date

x

x

x

Race HQ

Book use of HQ for the race

Urban Kitchen in the Park, if available

Otherwise,  Methodist Church SR1 & SR2

Reigate Community Centre

Reigate Priory School

Road Usage

Arrange use of roads with relevant authorities.

x

NA

NA

Sponsorship

Secure race sponsorship

Provide sponsors’ requirements.

After race, send thank-you letter

x

x

x

Race fee

Review race fee and introduce changes

x

x

x

First Aid

Arrange first aid cover

Red Cross

Stationary Red Cross and Own First Aiders

Red Cross

Race Entry Form

Update entry form for new dates plus any other changes. Post to RPAC website

x

x

x

Letter to runners and clubs

Update letter to be sent to runners/clubs with their race numbers

x

x

x

Publicity

Inform running magazines and local press about the race details

x

x

x

Send appropriate entry form(s) to schools and clubs (and individuals) which/who have participated recently

x

x

x

Submit results report to local press and other running press.

x

x

x

Race Equipment

Before the event: Check sufficient equipment is available and source/purchase (with committee approval) any short falls. [Route markers and other equipment in the container at Battlebridge]

x

x

x

Race Permit

Get race permit from UKA / SoEAAA.

Laminate certificate for posting in race HQ

Submit Race Promoters Return Form

x

x

x

Race medals and trophies

Procure medals/ mementoes/ prizes as per RD's specification in conjunction with the race Sponsor.

Arrange for return of last year’s trophies and engraving of winners’ name(s).

x

x

x

Check UKA Regulations

Check any changes in UKA rulings e.g. re first aid requirements v race numbers.

x

x

x

Catering

Organise catering resources: staff, food etc.

NA

[but may be needed if race HQ changes]

x

x

Race entries

Organise person responsible for receiving race entries and fees, send out race numbers and race details

X

10K has a specific race secretary.

x

x

Other key roles

Appoint race referee/adjudicator, starter, timekeepers, announcer, chief marshal etc.

X

For the 10K, a separate

race referee and race adjudicator   are needed.

The adjudicator is not an internal appointment and has to be a qualified and accredited official from the Surrey County AA. The Race licence will not be granted without an adjudicator, whose name has to be on the licence application 

X

Race referee only needed

X

Race referee only needed

Officials, marshals etc. for the race.

Arrange a volunteer co-ordinator to organise support to mark out the race route, start and finish (Clerk of Course – CofC). Also a volunteer to organise the course marshals and to provide start/finish support, (Chief Marshal). Volunteers also needed for results processing, medal and trophy presentation etc.

CofC to lead the building of the course, in conjunction with Race Referee (both need to have walked the course 72hrs prior to race day). Any issues e.g. exposed tree roots, to be reported to the race referee.

Design of the start/finish area to be led by the race referee.

.

X

10K also requires volunteers to set up and man an on course drinks station (currently undertaken by the Holland family).

x

x

Cash floats and other items

Arrange for cash floats from the Treasurer. Also any other miscellaneous equipment for catering and late entries (pins, forms, pens etc.)

x

x

x

Open access to Priory Park

Open gates in Priory Park to allow access for equipment and race officials and marshals

x

x

x

Race distance

Measure race distance to ensure correct length of race. [Race Director with the Referee].

X

the 10k course is covered by a race measurement certificate so doesn't need to be measured each time providing it is not deviated from. 

However, the course (including start/finish) should be laid out - and the km markers accurately sited - in accordance with the data provided by the official measurer

NA

NA

Risk assessment:

Walk the course

Race referee to complete a risk assessment of the race course.

Have laminated copies accessible to the participants in Race HQ

x

x

x

Expenses

Gather details of race expenses and submit for repayment

[Expenses may be sent direct to the club Treasurer for payment]

x

x

x

Return equipment

Return any equipment hired/borrowed e.g. PA system

x

x

x

Close access to Priory Park

Close gates and re-padlock. Failure to do this may jeopardise the permanent loan of the key

     

Race Account

Agree final race account with Treasurer

x

x

x

SOCIAL SECRETARY

Responsibilities

  • Produce an annual social calendar for club members.
  • Chair the Social Committee/ Group
  • Attend committee meetings

Qualities

  • Knowledgeable about the club
  • Innovative thinker.
  • Good communicator
  • Ability to delegate effectively
  • Good organiser.

Commitment

Average of 2 hours per month plus attendance at social events