Borders League – use of personal data
In order to run the Borders League and provide results, personal data of its participants (name, gender and date of birth) is required. Data collected from Borders League clubs is held in a database run on a dedicated laptop. Its usage is limited to the following functions:
1) The production of Borders League race results
2) The validation of current registrations
3) Maintenance of historic records (e.g. race results from bygone seasons)
4) The production of lists of statistical achievements (e.g. most BL races completed, most BL races won etc)
5) The production of statistical analyses for “management information” purposes (e.g. participation levels by club and by gender)
No more data is held than is necessary to discharge the above functions without undue difficulty.
The primary and preferred means of registration communication is to be via email, between Club Membership Secretary (or club member authorised to act in that capacity) and the League Results Secretary.
For ease of administration, registration emails should be sent to the dedicated email address: email@example.com
For new registrations received in this manner, it will be assumed that the runner concerned has provided permission for his/her details to be used in the manner described above.
Please note that, in general, results sheets are generated and printed off two days prior to any race. New runners not registered by this time will need to self-register (see below) on the day of the race.
Results sheets to be used by team managers on race day will list the following information for each registered runner:
i) Name ii) Gender iii) Age Category as defined by Borders League rules
“On the day” registration will still be permitted – however, the following procedure MUST be followed:
a) Race position, name and gender to be manually entered by the team manager on the results sheet, in the space left free at the foot of the last page.
b) Separately, the new runner must self-register i.e. provide his/her own details in writing.
NO stationery for this will be provided – this is the runner’s own responsibility.
Details required are: name, gender and date of birth PLUS a signature indicating consent to the usage of the data provided as detailed above.
The self-registration to be placed in the envelope which will be provided in the club wallet containing the results sheets.
Failure to follow this procedure will result in the registration not being accepted and the consequent disqualification of the runner.
Runners who have left their member club, or who otherwise no longer wish to participate in the Borders League, can de-register – either in person, or via the club’s Membership Secretary – by notifying the League Results Secretary. The runner’s date of birth will be removed from the database, but age categories – as published in League races the runner previously ran in – will remain. In the event of the de-registered runner never having run a League race, all the runner’s details will be removed.