Longford Striders Coventry

Privacy Policy

Last updated: August 2026

1. Who We Are

Longford Striders Coventry is a RunTogether running group supported by England Athletics.

We are committed to respecting your privacy and handling personal information responsibly and securely.

Our website is: longfordstriders.co.uk

For questions about this privacy policy or how Longford Striders uses your personal information, please contact the Group Leader using the contact details provided on our website.

2. Information We May Collect

Depending on how you interact with Longford Striders, we may collect and process information including:

• your name and contact details;
• date of birth or age where relevant to participation;
• emergency contact details;
• information supplied when registering for or booking a running session;
• relevant medical, health or accessibility information that you choose or are required to provide for safe participation;
• parental or guardian details and consent relating to participants under 18;
• attendance information;
• communications or enquiries you send to us;
• information relating to a welfare, conduct or safeguarding concern;
• photography and video preferences and, where appropriate, photographs or videos taken during group activities; and
• limited technical information generated when you use our website, such as IP address, browser information and cookies where applicable.

Some information, particularly health information, may constitute special category personal data and will be handled with additional care.

3. How We Obtain Your Information

We may receive personal information:

• directly from you;
• from a parent or guardian where the participant is under 18;
• through RunTogether or associated England Athletics systems when you register for or book a Longford Striders activity;
• when you contact us by email, social media or another communication channel;
• when you attend a Longford Striders activity; or
• where information is provided as part of a legitimate welfare, safeguarding or conduct concern.

4. How We Use Your Information

We may use personal information where necessary to:

• administer Longford Striders activities and running sessions;
• manage registrations and attendance;
• communicate information about sessions, cancellations, changes and group activities;
• help Run Leaders and Coaches deliver activities safely;
• respond appropriately in an emergency;
• manage parental or guardian consent for participants under 18;
• support the welfare and safeguarding of participants;
• respond to conduct, welfare or safeguarding concerns;
• maintain appropriate records;
• respond to enquiries;
• manage our website and online communication channels;
• celebrate and promote Longford Striders activities through appropriate photographs or media; and
• comply with applicable legal, safeguarding, insurance or governing-body requirements.

We will only use personal information for appropriate purposes and will aim to collect no more information than is reasonably necessary.

5. Our Lawful Basis for Using Personal Information

Under UK data protection law, we must have an appropriate lawful basis for processing personal information.

Depending on the circumstances, Longford Striders may process information on the basis that:

• you have given consent;
• processing is necessary for our legitimate interests in safely and effectively organising and operating Longford Striders activities;
• processing is necessary to comply with a legal obligation; or
• processing is necessary to protect somebody’s vital interests in an emergency.

Where we process special category information, such as relevant health information, we will ensure that an appropriate additional condition for processing that information applies.

Where we rely on consent, you may withdraw that consent at any time. Withdrawal of consent does not affect processing that was lawful before consent was withdrawn.

6. Medical and Emergency Information

Participants may provide relevant medical information to help Longford Striders deliver activities safely and respond appropriately if an emergency occurs.

Participants are responsible for ensuring that relevant medical and emergency contact information provided through RunTogether is accurate and kept up to date.

Access to this information should be limited to those who reasonably need it for the safe administration or delivery of activities.

In an emergency, relevant information may be shared with emergency services or other appropriate persons where necessary to protect someone’s health or safety.

7. Children and Young People

Longford Striders accepts participants from the age of 12.

We take additional care when handling information relating to children and young people.

Where required, appropriate parental or guardian consent will be obtained for participation and the use of photographs or videos.

Information relating to participants under 18 will only be used for appropriate purposes connected with participation, safety, communication, safeguarding and the operation of Longford Striders.

8. Photographs and Video

Longford Striders may take photographs or short videos during group activities to celebrate participation and promote the group.

Parental or guardian consent is required before identifiable promotional photographs or videos of participants under 18 are used.

Adults who do not wish to appear in promotional photographs or videos should inform a Run Leader or Coach.

Where photographs or videos are supplied by participants, sharing them within a private Longford Striders online group does not automatically give Longford Striders permission to republish them publicly.

Further information is contained within our Group Conduct and Welfare Policy.

9. Who We May Share Information With

We do not sell participants’ personal information.

Where necessary and appropriate, information may be shared with organisations or individuals including:

• England Athletics, RunTogether or UK Athletics;
• appropriately authorised Run Leaders, Coaches or volunteers;
• emergency services or healthcare professionals in an emergency;
• safeguarding authorities, statutory services or the police where appropriate;
• organisations providing services necessary for the operation of our website or communications; and
• other organisations where disclosure is required by law or is necessary for an appropriate safeguarding purpose.

Information will only be shared where there is an appropriate reason for doing so.

10. Safeguarding and Welfare Information

Information relating to safeguarding or welfare concerns may need to be recorded and shared with England Athletics, UK Athletics, statutory safeguarding services, the police or other appropriate authorities.

Safeguarding information will be handled sensitively and access will be restricted to those who reasonably need the information.

A safeguarding concern may need to be retained or shared even where an individual would otherwise prefer the information to be deleted, where retention or disclosure is necessary or required under applicable safeguarding or legal requirements.

11. How Long We Keep Information

We will not retain personal information for longer than is reasonably necessary for the purpose for which it was collected.

Different types of information may need to be retained for different periods depending on their purpose and any applicable legal, safeguarding, insurance or England Athletics/UK Athletics requirements.

Where information is no longer required, it should be securely deleted or otherwise disposed of appropriately.

Information held directly within RunTogether or England Athletics systems may be subject to their own retention policies.

12. Website and Cookies

Our website may use cookies and similar technologies that are necessary for the website to operate correctly.

Depending on the services used by the website, additional cookies may also be used for functions such as analytics, embedded content or third-party services.

Where consent is legally required for non-essential cookies, these should not be activated until the visitor has been given appropriate information and has provided the required consent.

Visitors should be provided with appropriate controls to manage non-essential cookie preferences.

13. Embedded Content and External Websites

Our website may contain links to or embedded content from other websites or services.

Embedded content may behave in the same way as if you visited the external website directly. Those services may collect information, use cookies or process information in accordance with their own privacy policies.

Longford Striders is not responsible for the privacy practices of external websites or services.

14. Security

We take reasonable steps to protect personal information against loss, misuse, unauthorised access, disclosure or alteration.

Access to personal information should be limited to individuals who reasonably require it for the operation of Longford Striders, delivery of activities, welfare or safeguarding.

No online system can be guaranteed to be completely secure, but we aim to use appropriate measures proportionate to the information we hold.

15. Your Data Protection Rights

Depending on the circumstances and the lawful basis on which your information is processed, you may have rights including:

• the right to be informed about how your information is used;
• the right to request access to personal information held about you;
• the right to ask for inaccurate information to be corrected;
• the right to request deletion of information in certain circumstances;
• the right to request restriction of processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability where applicable; and
• the right to withdraw consent where processing is based on consent.

These rights are not absolute and may not apply in every circumstance.

To exercise a data protection right relating to information held directly by Longford Striders, please contact the Group Leader.

Where information is held independently by RunTogether, England Athletics or another organisation, you may need to contact that organisation directly.

16. Complaints

If you have concerns about how Longford Striders has handled your personal information, please contact the Group Leader in the first instance so that the concern can be considered.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Further information is available from the Information Commissioner’s Office.

17. Changes to This Policy

This privacy policy will be reviewed periodically and may be updated where our activities, systems or legal requirements change.

The latest version will be published on the Longford Striders Coventry website.

Last updated: August 2026