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
How we use your information
We may use your personal information for a number of purposes, including:
Our basis for processing your information
We will process your data on the basis of the following legitimate interests:
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
We publish weekly Hash run reports including images on our website. Individuals members may be identifiable in these reports.
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.
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 firstname.lastname@example.org.
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.