Strava Guidance for Malvern Buzzards Members

Strava is our central platform for organising club runs. Almost all of our runners use Strava as a means of recording their runs. Even if you do not wish to use Strava to record, it is worth downloading it to be able to see and join organised club runs.

Strava is completely free, and is easily downloadable through your phone App Store. If you would like help with setting up Strava, feel free to ask Marc Heptinstall (Run Co-ordinator) or post a message in one of our forums and one of our members will always help.

Accessing ‘Malvern Buzzards Running Club’ on Strava

·       Access Clubs by tapping the ‘Explore Tab’ then the “Clubs” tap on right hand side

·       Search ‘Malvern Buzzards Running Club’ in the box showing “Search for clubs” – then request to join the club and an administrator will accept you into the club

·       Scroll down the page and look for ‘Upcoming club events’ and there will be a list of upcoming club runs and races (swipe left and right to move through these)

·       Click on the title of any that may interest you, it will have details of location, times, distance.

·       If you wish to join this run, click ‘I’m in’. We called this “Clicked In”

·       Strava will then send you a reminder about the run

Strava also allows for members to post onto the club forum for discussions e.g. suggestions for upcoming races and equipment such as shoes and head torches. There are also other interest features like leader boards.

Strava forces run leaders who create a run to select either ‘Beginner’, ‘Intermediate’ or ‘Expert’. Don’t be put off by these labels, run leaders will try to be as descriptive as possible in order to help members decide whether they wish to join or not. If you are unsure about the run, just ask the run leader directly or in one of our other platforms (Whatsapp or Facebook). We will never leave a Buzzard behind on a run, but try your best to make a judgement about the distance and pace of the run and whether you feel able to do so. Run leaders will also put mandatory kit list when required e.g. head torch, water. Please ensure that you bring these.  

If you do “Click In” to a club run and then cannot make it for whatever reason (we do understand that this can happen) please make every effort to “Click Out” of the run, you can do this by going back to the run through Strava and clicking ‘I’m out’, as otherwise club members will be waiting for you (as we say, we don’t leave a Buzzard behind!). Run leaders will put their mobile number on the run page and so you can also call or text them if you need to cancel or are running a few minutes late.

Happy Buzzarding!


Privacy Notice

MALVERN BUZZARDS RUNNING CLUB are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Club Secretary (Simeon Foreman) is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you:

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club, subscribe to our newsletter, or participate in discussion boards on our webs ite, Facebook and Strava etc. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may also ask for relevant health information which is classed as special category personal data.

Why we need your personal data:

The reason we need your Athletics Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For training and competition entry

  • sharing personal data with club coaches or officials to administer training sessions;

  • and sharing personal data with club team managers to enter events; and

  • sharing personal data with leagues, county associations and other competition providers for

    entry in events.

    For funding and reporting purposes

  • sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;

  • analysing anonymised data to monitor club trends; and

  • sending an annual club survey to improve your experience as a club member.

    For membership and club management

  • processing of membership forms and payments;

  • sharing data with committee members to provide information about club activities,

    membership renewals or invitation to social events;

  • club newsletter promoting club activity; and

  • publishing of race and competition results

    Marketing and communications (where separate consent is provided)

  • sending information about promotions and offers from sponsors;

  • sending information about selling club kit, merchandise or fundraising.

    Any special category health data we hold on you is only processed for the purpose(s) of passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

    On occasion we may collect personal data from non-members [(e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event) - enter as applicable. This information will be stored for 31 days after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

    The club has the following social media pages e.g. Facebook, Messenger, LinkedIn, WhatsApp, Twitter and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with:

WhenyoubecomeamemberoftheClubyoucanalsochoosetoberegisteredasamemberofEngland Athletics Limited. If you would like to register as a member of England Athletics Limited, please tick the box below, and we will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics online portal. England Athletics Limited will contact you to invite you to sign into and update your MyAthletics portal. You can set and amend your privacy settings from the MyAthletics portal. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Limited, please contact dataprotection@englandathletics.org. If you do not tick the box, the we will not share your data with England Athletics Limited. Please be aware that should you ever wish to compete in your sport you will have to register with England Athletics Limited at that time.

The Club does not supply any personal data it holds for this purpose to any other third party. The Club’s data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting, OneDrive storage etc. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

How long we hold your personal data:

We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data:

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.





Risk assessments

Generic risk assessments, applicable to all club members, including run leaders, (Buzzards), guests and occasional attendees (Guests).



REF.



Risk class



Task / Activity / Environment



Hazards that may present or be generated



Who may be harmed by the hazards?



Action to mitigate the hazards and reduce risks



Additional information and/or precautions



1.



Group Safety



Venue / location issues



Poor or no street lighting in certain areas (and especially on trails).



Buzzards and Guests



Use head torches. Run leaders to advise on “dark” routes and advise use of head torches and high-viz clothing.



2.



Group Safety



Venue / location issues



Potholes, tree roots, slip and trip hazards



Buzzards and Guests



Extra care required to avoid the potholes/tree roots etc.
Walk if unsure of foot stability.



3.



Group Safety



Venue / location issues



Traffic and other road users / path users



Buzzards and Guests Public / Road users



Be aware of vehicles using car park.
Wait / meet away from main traffic flows. Look out for turning vehicles.



4.



Group Safety



Participant ability



Participant ability related to known medical issues and fitness levels



Buzzards and Guests



All participants should be aware that they are responsible for their own well-being. The decision whether to run or not is left to the discretion of the individual and they run at their own risk.



Leaders to ensure that the health disclaimer has been completed where practical prior to an individual’s first session.

A list of individuals contact details and medical condition is to be retained and carried by group leaders.


Those with on-going conditions (e.g. asthma or diabetes) muadvise the group leader of their condition and carry their medication during each session. Asthmatics should not run if they are suffering badly or fear an attack is imminent.



Individuals should be referred to their GP if there is any doubt about fitness.
Participants must include a next of kin contact on registration form.



5.



Group Run Safety



Individual safety



Injury/illness unreported by participant



Buzzards and Guests



Carry out visual check and health / injury enquiry before every session.



6.



Group Run Safety



Individual safety



Inappropriate clothing. Visibility of individuals and group. Footwear.



Buzzards and Guests



Clothing should suit conditions.
given by the leader. Hi- viz or reflective tops should be worn especially in low light conditions.

Advice on footwear can be given by Run Leader



Suggested clothing to be advertised on Strava event before run starts



7.



Group Run Safety



Individual safety



Possible dehydration or low energy



Buzzards and Guests



New members should be pre-advised regarding water and food.

New participants should carry drink and snack with them until they are confident of their body’s requirements



Run leaders to have mobile phone and emergency contact list.



8.



Group Run Safety



Individual safety



Injury and illness during session



Buzzards and Guests



Next of kin details should be available. First aid must only be given if currently qualified.

Injured or ill runners will be accompanied back base by a responsible participant or accompanied until assistance arrives. Group leader to advise next of kin if hospitalisation is required.



Be aware of Defibrillator locations around Malvern. A location list can be found on the Heartstart Malvern web page below.

http://heartstartmalvern.org.uk/locations.htm



9.



Group Run Safety



Individual safety



Getting lost



Buzzards and Guests



Group leader to have a map of route (GPX, mobile device, Watch etc)



Route maps to be available (on Strava).



10.



Group Run Safety



Individual safety



Losing a runner



Buzzards and Guests



Running groups to stick together, appointed leaders to encourage mustering where front runners run back to collect those at back. Remind runners to select a running group consistent with their ability.



Where possible and depending on group numbers, an experienced runner will be designated “tailend“ to accompany the back of the group.



11.



Environment



Traffic and road crossings.



All traffic, including other runners, members of the public, cyclists. Crossing



Buzzards and Guests Public / Road users



Use any and all crossings provided as a prudent pedestrian. Cross as a group where practical to minimise the




roads and non- pavement roads.



disruption to other traffic and maximise runners’ safety.
Take personal responsibility.

Respect all other road users.
Follow the Highway Code.

Reinforce traffic guidelines each week.



12.



Club runs



Running routes general



Various.



Buzzards and Guests



Route has been checked as suitable for the group.
Run leaders have access to maps on mobile device. Participants forewarned of route obstacles. Routes selected that have good lighting wherever possible. Lights and “Hi-viz” gear to be worn on darker evenings.
Road safety rules must be adhered to.
Session for novice participants kept to appropriate time. Intermediate and advanced sessions can be longer/ more challenging.



Risk assessment specific to route to be carried out.


On-going assessment by leader, with adaption as required.
Ability of the slowest / least able sets the session time.



13.



Environment



Weather



Variation in weather conditions making it too hot, cold, wet or slippery



Buzzards and Guests Public / Road users



Group to decide if conditions are not conducive to an enjoyable run. Emphasis to be placed on hydration in hot conditions. In cold slippery conditions advise that foot, leg or other injuries could occur and that falls are likely.

Ensure that Hi-Viz is not obscured by outer layers.



14.



Under 18s



Safeguarding



Run leaders must have undergone DBS check to lead a group with 16 or 17 year olds



Buzzards under 18 years old



15.



Group Runs



Livestock and animals



Risk of injury, harm or threat from livestock or animals.



Buzzards and Guests



Pre-run briefing session to raise awareness. Run leader to note type of ground to be encountered e.g. off road, field with cows etc.

Keep group together and move through stock




following a dynamic risk assessment approach (including route variation).



16.



Safeguarding



Under 18s



Risk that under 18s may over exert themselves on a senior session



Under 18s



Route, distance and pace to be shared in advance.
Run leaders to check in at start of run to establish ability.

Limit distance of runs for under 18s joining to 10k.



Last updated: 26th April 2019.