March Athletic Club, Elm Road Sports Field, Elm Road, March, Cambridgeshire PE15 0BH.
This notice explains what the club does with your personal information, why, and what you can ask us to do about it. It was last updated in October 2026.
The short version
The club holds as little as it can. When you join, book a club event, or put your name down for a relay team, your details are emailed to the club officer who needs them and are not stored on this website. The website keeps only enough to check that a payment reached us — your name, email address, the amount, and the payment reference.
Your card details never touch this website at all.
Who is responsible
March Athletic Club is the data controller. The club is run by volunteers and the committee is responsible for how your information is handled.
Three roles hold member information:
- the Membership Secretary holds membership registrations
- the Treasurer holds payment records
- the Club Secretary holds club correspondence and committee records
What we collect, and why
If you join or renew
Through the join form we collect: your title, full given names, surname, date of birth, sex as observed at birth, country of birth, email address, mobile and home telephone numbers, home address, your England Athletics number if you have one, your previous and first claim clubs where relevant, and your typed signature agreeing to the club declarations.
We need this because membership of March AC automatically registers you with England Athletics, and they require it. Sex observed at birth is recorded because England Athletics use it to determine which category you may enter in affiliated competition. It is not a question about gender identity and nothing at the club depends on it.
Our lawful basis is performance of a contract — your membership — and, for the parts England Athletics require, compliance with the rules of the sport we affiliate to.
Photographs
The join form asks, separately and optionally, whether you are happy for photographs of you taken at club sessions, races and events to be used on the club website, in the newsletter and on the club’s social media.
Our lawful basis for this is your consent, and consent you cannot decline is not consent — so the question is optional, it is never ticked for you, and saying no changes nothing about your membership, your training or anything else.
You can change your mind at any time. Email membership@marchac.co.uk and we will stop using your photographs and take down the ones we can find. Two honest limits: we cannot guarantee to find every photograph the club has ever published, and we have no control over images taken by race organisers, official race photographers or other clubs.
If you book a club event
For the Christmas party and similar events we collect your name, email address, mobile number, the names of any guests you bring, and any dietary requirements.
Dietary requirements are passed to the venue for catering and used for nothing else. They are not stored on this website, and the officer handling the event is asked to delete them once the caterer has them.
If you put your name forward for a relay team
We collect your name, email address, mobile number, which stages or legs you could run, how many you are willing to run, and anything you add in the notes. We also ask you to confirm you will meet the race’s minimum age — we ask you to confirm rather than asking for your date of birth, because the club needs to know you are eligible and does not need to hold your birthday to find that out.
Entering a race itself happens with the race’s timing partner, under their privacy policy, not ours.
When you visit the website
This website does not run analytics. We do not track visitors, we do not profile you, and we set no cookies for advertising or measurement.
WordPress sets a small number of functional cookies when you log in or enter the members area password. These keep you signed in and do nothing else.
What the website itself keeps
When you pay through this website, one record is written to the club’s database: your name, your email address, what you paid for, the amount, the payment reference, whether the payment succeeded, and whether your details were successfully emailed on.
That record exists to answer one question — did somebody pay and fail to reach the club? Without it, a bounced email means a paid membership disappears with nothing to look at. It holds no date of birth, no address and no telephone number.
Records for payments that were started and never completed are deleted automatically after seven days.
Who we share it with
- England Athletics — your registration details, because club membership registers you with them. They hold your data under their own privacy policy and will invite you to manage it yourself through their MyAthletics portal.
- Stripe — our payment provider. You enter your card details on Stripe’s own page; this website never sees them. We send Stripe your email address so it can send you a receipt.
- Club officers — the committee members who need your details to run the club.
- Event venues — dietary requirements only, for catering.
- Race timing partners — if you are entered into a race as part of a club team.
We do not sell your information and we do not share it for marketing.
How long we keep it
| Membership registrations and event bookings | The current membership year plus one, then deleted |
| Payment records | Six years, because that is how long the club’s accounts need them |
| Incomplete payments | Deleted automatically after seven days |
| Photograph consent | For as long as you are a member, or until you withdraw it |
Your rights
You can ask us to:
- tell you what we hold about you, and give you a copy
- correct anything that is wrong
- delete what we hold, where we are not required to keep it
- stop using it for a particular purpose
- give you a copy in a portable format
You can withdraw consent at any time where we relied on your consent, and you can complain to the Information Commissioner’s Office at ico.org.uk if you are unhappy with how the club has handled your information.
One thing worth knowing: because registrations are emailed rather than stored on the website, a request about your membership form is really a request about the Membership Secretary’s mailbox and about England Athletics’ records. The website’s own tools can only deal with the payment record described above. Ask us and we will tell you honestly what sits where.
How to ask
Email chair@marchac.co.uk. We will respond within one month, which is the period the law allows.
The members area
Parts of this website sit behind a single shared club password that is circulated to members. Please treat that area as “not public” rather than “private” — a shared password is only as good as the last person who had it. The club does not put confidential information about individual members behind it.
Changes
If this notice changes we will update it here and say so in the club newsletter.