Privacy Policy

Who we are

Our website address is:

What personal data we collect and why we collect it

When new members join Oxford City AC we collect the data we need in order to administer their membership of the club, and to liaise with our National Governing Body, England Athletics and UK Athletics. We don’t collect any other information about you. We only ask you for the minimum amount of information we need in order to run the club properly and in a safe way. This means we need to know the names, dates of birth and addresses of our members, plus details of how to contact them ordinarily and in the case of emergency. We also need to know if they suffer from any medical conditions which might affect their ability to train or compete. This information is stored in a secure database which only two members of the club have direct access to – the club Chairman and our membership secretary.


If you upload images to the website (for instance coaches may upload photos of themselves), you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.


If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with

We only share data with England Athletics because we are required to register our members for competition. Without this information England Athletics cannot insure you, and would not recognize your competition results. The membership page on our website clearly states:

“DATA PROTECTION. When you become a member of, or renew your membership with Oxford City Athletic Club, you will automatically be registered as a member of England Athletics (except under 9s). We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). The data we pass on is as little as possible:  name, date of birth, gender, address. 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). If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact”

We will never share your data with any third party (including any kind of commercial or not for profit business) except for England Athletics.

Within the club your private data is only shared with team managers and the coaching coordinators, who would be unable to organize coaching or select teams without it. In turn, when they submit teams for matches they only pass on names and age group information. They do not routinely pass on dates of birth, and only do so when a competition requires proof of age.

How long we retain your data

For users that register on our website we store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

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