About us

Pickering Running Club (PRC) is an unincorporated entity, run according to the club constitution. PRC  is the data controller under data protection legislation.

 What data we will collect

In becoming a member of PRC, PRC will collect certain information about you which will include your name, date of birth, gender, email address, telephone number, and details of any coaching licenses you may hold (Athletics Data).

Why we will collect it

We will collect and process your Athletics Data for the purposes of registering you as a member of PRC and administering your involvement with the club. We will process it on the basis of legitimate interests. The legitimate interests are the interests of registering you as a member and to administer the sport

When you are registered with us we will only use your Athletics Data for the purposes of registering and administering your involvement in PRC

From time to time we may provide reports with photographs to the press to promote the clubs activities and successes. Please inform our Press Secretary if you do not want to be included in this..

How long we will keep it

We will retain your Athletics Data for such time as you are an athlete registered with us and will then delete your information four years after your membership with the club has elapsed.

Your rights

You have the following rights under data protection legislation:

1. to access a copy of the information comprised in your personal data;
2. to object to processing of your personal data that is likely to cause or is causing damage or distress;
3. to prevent processing for direct marketing;
4. to object to decisions being taken by automated means;
5. in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed; and
6. to claim compensation for damages caused by a breach of data protection legislation.

Sharing your data

We may be required to share your Athletics Data with athletics partners such as UK Athletics.  We will not transfer your data to any other third parties without obtaining your consent and, where possible, will anonymise your data before sharing. We will also not share any other personal data you provide to us that is not Athletics Data. 

Privacy policy

All of the personal data we collect from you will be collected, stored and processed in accordance with the terms of PRC’s privacy policy which can be requested from the Club Secretary

If you have any concerns or complaints in relation to how PRC collects and/or processes your personal data, you should contact PRC’s Data Protection Officer in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by PRC, you have the right to report your concern/complaint to the Information Commissioners Office (www.ico.org.uk).  

PRC Constitution

The purpose of this code is to clarify what behaviour we consider acceptable and unacceptable, to provide the means to challenging and improving that behaviour and to define the standards of practice expected.

Please respect all members and run leaders both in club runs and races. Be aware of the other runners in your group and ensure they are safe. We hope to encourage a supportive environment that allows everyone to enjoy themselves without compromising on safety. Please do not allow any runner to be left behind, and be respectful of other track/road users.

Please be responsible for your own safety. Take care where other traffic is present, wear hi-vis clothing and use a torch in the dark. We ask everyone to consider carrying a small first aid pack, and a mobile phone, particularly on trail runs.

It is unacceptable for any member to discriminate others in any way, or to engage in any form of harassment, bullying or abuse. We adhere to UK Athletics Safeguarding Code of Conduct for vulnerable adults.

All members will be subject to the Club’s Grievance and Disciplinary Policy. We take any concerns seriously and will challenge and if necessary take disciplinary action in accordance with that policy. If you have any concerns please contact one of our Welfare Officers or any member of the Club Committee.

This template has been created by Right Directions, a Health & Safety Consultancy company.  It is designed to provide clubs with a starting point from which to create and adapt a Health & Safety policy.

Pickering Running Club aims to promote the health, safety and welfare of all persons to whom we owe a duty of care, including athletes, volunteers, coaches, parents, spectators and visitors through a commitment to the development of a positive health and safety culture.

To achieve the highest possible standards Pickering Running Club aims to, so far as is reasonably practicable:

• comply with all relevant health and safety legislation and guidelines;
• conduct risk assessments, ensuring actions arising are implemented and the risks are reduced to the lowest practicable level;
• provide defined procedures, which include safe methods of working for all those involved in the delivery of club activity;
• provide, maintain and inspect plant, equipment and machinery and ensure safe storage/use of substances;
• seek to prevent accidents, incidents, near misses and cases of work-related ill health;
• report any accidents, incidents, near misses and cases of work-related ill health arising from club activity and ensure the timely completion of investigations to prevent incident reoccurrence;
• implement emergency and first aid procedures;
• ensure mechanisms are in place to report hazards and identify and rectify faults;
• ensure suitable welfare arrangements are in place and provide a safe and healthy working environment for all those involved in club activity, and;
• provide appropriate information, instruction and supervision to ensure all those involved in club activity take care of their own safety and welfare and that of others.

Pickering Running Club is committed to the development of individuals involved in the delivery of club activity and aims to:

• establish an effective process that identifies how the health and safety responsibilities are allocated and communicated across the Club;
• communicate matters affecting health and safety, including day-to-day health and safety conditions, and;
• provide appropriate information and support to ensure all those with a responsibility for health and safety are competent in their role.

The Club Committee is responsible for the implementation and management of the health and safety arrangements that exist within Pickering Running Club and accepts this responsibility.  The Committee will review this policy statement at least annually and any revisions will be made accessible to members.

Complaints and Disputes

1. All concerns, allegations or reports of malpractice or abuse relating to the welfare of children or vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s and England Athletics’s safeguarding policy and procedures. The Welfare Officer shall be the lead Officer for all Members in the event of any safeguarding concerns.
2. Any complaints of misconduct (improper or unprofessional conduct) regarding the behaviour of Members or Officers shall be dealt with by the Club in accordance with its discipline and appeals process* and must be presented in writing to the Secretary (and where the matter relates to the Secretary, the complaint must be submitted to the Welfare Officer). Unless exceptional circumstances apply, the Secretary will hear complaints within fourteen days of receiving a complaint. If the complaint is sufficiently evidenced, the Secretary will appoint 3 (three) Club Members (who have no direct or indirect interest/involvement in the matter) to sit on a disciplinary panel. Subject to rule 3 below, a decision of the disciplinary panel shall be final and conclusive.
3. Any appeals must be received by the Secretary within 7 (seven) days of receiving the written decision and, if appropriate, the appeals process will be followed.
4. Any complaints of serious misconduct (including, without limitation, theft, doping violations, fraud, physical violence, safeguarding policy breaches, serious breach of applicable health and safety, gambling and/or ticketing regulations or any act or omission of the Member or Officer which in the opinion of England Athletics, acting reasonably, brings or is likely to bring the sport of athletics into disrepute) regarding the behaviour of Members or Officers shall be reported and dealt with by England Athletics in accordance with its Disciplinary Procedures.
5. If a dispute arises between any Members or Officers of the Club about the validity or propriety of anything done by any Member or Officer under these Rules and the dispute cannot be resolved by agreement, the parties to the dispute must first try in good faith to settle the dispute by mediation before resorting to litigation.