Hare and Hounds Hash House Harriers Privacy Policy

Introduction

Hare and Hounds Hash House Harriers (H5) is a social running club established since October 1991. The website is maintained by H5. For the purposes of data protection legislation, H5 is the data controller. H5 is the owner of the h5hashers.org.uk domain and we are committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR). This policy explains how the information we collect about you is used and kept securely. It also explains your privacy choices when using our website as well as your right to access your information under Data Protection Legislation.

Information we collect about you

We may collect the following information about you:
Your name, Hash name, email address, contact telephone number(s) and any other information you voluntarily provide to us via our website, online and paper forms

• information you voluntarily provide to us when you become a member of H5
• information you voluntarily provide to us when you join an event organised by us
• login username and password details for your access to any restricted area(s) of the website
• your IP address – a unique identifier that computers and devices use to identify and communicate with each other
• details of which H5 Hash runs you attend

How we use your information

We may use your personal information for a number of purposes, including:

• to notify you about Hashing and Social events
• membership and club management
• sharing data with committee members to provide information about club activities, membership, or invitation to social events
• website management (including to use your IP address to monitor traffic and gather browsing behaviours of visitors to our website. We will not use your IP address to identify you in any way)
• sending our club e-Newsletter to subscribed members
• dealing with your requests and enquiries
• contacting you for reasons related to your enquiry

Our basis for processing your information

We will process your data on the basis of the following legitimate interests:

• to enable us to carry out necessary administration relating to your membership of H5 and the related operation of H5 as a Hashing club
• to enable us to carry out necessary administration relating to, and to operate, Hashes and events you join organized by H5
• to enable us to provide relevant and necessary information via email or other electronic means to you about your membership of H5 and/or Hash runs and events you join organised by H5
• to monitor use and conduct analytics on our website

We will NOT share your data with third parties for marketing purposes. H5 may share your personal information with the police and/or other law enforcement agencies for the purposes of crime prevention or detection. If we disclose your information, we will ask the organisation to demonstrate that the data will assist in the prevention or detection of crime, or that H5 is legally obliged to disclose it. This is done on a strictly case by case basis and through a tightly controlled process to ensure we comply with data protection legislation.

Protecting your information

The data that we collect from you may be transferred between Committee members for the purposes of club, event and membership management. By submitting your personal data, you agree to this transfer, storing or processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy, however the Internet is not generally a secure medium for communication and therefore we cannot guarantee the security of any information you send to us over the Internet.

"The Words"

We publish weekly Hash run reports including images on our website. Individuals members may be identifiable in these reports.

"Members' Lounge"

The Members' Lounge is an area of the website that includes members' contact details and Minutes of meetings of the club's management committee. Access to this area requires a login username and password. Users wishing to have access to the Members' Lounge must submit an electronic request form with their login details from the website. All such requests are manually vetted by the webmaster to ensure the request is from a known member of H5, or a known member of another Hash. All login passwords are stored on the website in a hashed form. The webmaster has no knowledge of users' passwords as they are hashed¹ on our server before the request is submitted for approval.

¹The term 'hashed' in the above paragraph means your password is converted into a text string using an algorithm that cannot be reversed to reveal the original password. It is similar to, but not the same as, encryption.

e-Newsletters

We send occasional e-Newsletters to members who have subscribed to receive them. Individuals members may be identifiable in these e-Newsletters. We gather statistics around opening these emails and clicks using industry standard technologies to help us monitor and improve our communications. We currently use Mailchimp as our email list manager. Subscription to this is voluntary and users may unsubscribe at any time.

Automated decision making

H5 does not have any automated decision-making systems.

Finding out what information H5 holds about you

We only record information necessary to run the club. This includes membership details, contact details and your participation in our events. Under the data protection legislation, you can ask to see any personal information that we hold about you. Such requests are called Data Subject Access Requests. If you would like to make a Data Subject Access Request, please contact webmaster@h5hashers.org.uk.

Data retention

Any personally identifiable data that we collect from you can be deleted upon your written request. However, we are not able to delete the contents of emails already sent out to other mailing list subscribers, records of attendance at our events or photographs of you taking part in our activities.

Cookies

The H5 website does not set or use cookies to collect personally identifiable information about you, with the single exception of Google Analytics. These Google Analytics cookies are used to help us understand how visitors make use of our website. The Google Analytics cookies do not track your Internet usage after leaving our website and we do not store your personal information. They will also not be used in connection with any other information to identify you in any way. By continuing to use this site you consent to the relevant cookies being set on your device. We only share the information obtained through the use of Google Analytics with Google. You can restrict or block the cookies which are set by our website by accessing your Internet browser settings. The 'Help' function within your browser should tell you how. For more information on Google's use of your information, please visit the Google Privacy and Data Sharing pages.

Changes to our Privacy Policy

Updates to our Privacy Policy will appear on this page when necessary. If you have any questions or comments about this Privacy Policy, please see a Committee Member or email us at info@h5hashers.org.uk

This Privacy Policy was last updated Oct 2020.