URBAN SWARAS RUNNING CLUB

DATA PRIVACY NOTICE

We are Urban Swaras Running Club, a voluntary association of runners who meet regularly for training, runs and other social events. We value your privacy and respect your rights as a data subject under the Data Protection Act, 2019. This notice explains how we collect, use, and protect your personal data, and what choices you have regarding your data.

What personal data do we collect and why?

We collect or otherwise process the following personal data from you when you join our club, register to participate in or participate in our runs or other events:

• Your name, email address, phone number, and date of birth, to identify you as a member or participant, communicate with you, and verify your eligibility for age-based categories.
• Your gender, to assign you to the appropriate gender-based categories.
• Your health information, such as any medical conditions, allergies, or injuries that may affect your participation or require emergency assistance.
• Emergency contacts information such as names and phone numbers in case we may need to contact them.
• Photos and videos of event participants to publish on our website, social media and newsletters.
• Your running performance data, such as your race results, personal bests, and training logs, to monitor your progress, provide feedback, and recognize your achievements.

We collect your personal data with your consent, which you can withdraw at any time by contacting us. We also collect your personal data to fulfil our legitimate interests as a running club, such as organizing runs or other events, promoting our activities, and maintaining our records. If you fail to provide us with your personal data, we may be unable to register you as our member or to facilitate your participation in our runs or other events.  

How do we use your personal data?

We use your personal data for the following purposes:

• To register you as a member of our club and maintain your membership records.
• To communicate with you about our club activities, events, news, and updates.
• To provide you with coaching, training, and support services.
• To register you as a participant in our runs and other events.
• To publish your results, photos and videos on our website, social media platforms and newsletters.
• To comply with any legal or regulatory obligations that may apply to us.

We do not use your personal data for any other purposes than those stated in this notice, unless we obtain your prior consent or we are required or permitted by law to do so.

How do we protect your personal data?

We take appropriate technical and organizational measures to protect your personal data from unauthorized access, use, disclosure, alteration, or destruction and we limit access to your personal data to only those club officials and other persons who need to know it for the purposes stated in this notice.

We do not share your personal data with any third parties or use it for commercial purposes, except as necessary for the purposes stated in this notice, such as race organizers, results providers, and governing bodies. We do not transfer your personal data outside Kenya, unless we have your consent or we are required or permitted by law to do so.

How long do we keep your personal data?

We keep your personal data for as long as you are a member of our club, or as long as necessary for the purposes stated in this notice, or as required or permitted by law. We delete or anonymize your personal data when it is no longer needed, or when you request us to do so.

What are your rights regarding your personal data?

You have the following rights regarding your personal data under the Data Protection Act, 2019:

• the right to access your personal data and obtain a copy of it.
• the right to rectify any inaccurate or incomplete personal data.
• the right to erase your personal data or restrict its processing, subject to certain exceptions.
• the right to object to the processing of all or part of your personal data, subject to certain exceptions.
• the right to data portability, which means to receive your personal data in a structured, commonly used, and machine-readable format, and to transmit it to another data controller.
• the right to withdraw your consent at any time, without affecting the lawfulness of the processing based on your consent before its withdrawal.

To exercise any of these rights, or if you have any questions or concerns about this notice or your personal data, please contact us through our email address: urbanswaras@outlook.com

We may update this notice from time to time to reflect any changes in our practices or in the law. We will notify you of any material changes by email or by posting the updated notice on our website.

This notice was last updated on 26^th January 2024.