Athletics Northern Ireland are governed by UK Athletics and as such follow the UKA Disciplinary Rules & Procedures outlined in the policies below:
UKA Disciplinary Rules & Procedures
Athletics Northern Ireland Policy on the Secure Handling, Use, Storage and Retention of Disclosure Information
This policy sets out how Athletics Northern Ireland securely handles, uses, stores, and retains Disclosure information in compliance with legal requirements and best practice, ensuring confidentiality and data protection throughout the recruitment and vetting process.
1. Purpose and Scope Athletics Northern Ireland is committed to ensuring the secure and confidential handling of all Disclosure information received through Access NI, in line with the Access NI Code of Practice, the General Data Protection Regulation (UK GDPR), and the Data Protection Act 2018.
This policy applies to all staff, volunteers, and authorised personnel involved in the recruitment and vetting processes where Disclosure information is obtained.
2. Handling of Disclosure Information Disclosure information will only be shared with those authorised to see it in the course of their duties. This includes designated safeguarding personnel and those making recruitment decisions. Recipients are made aware of their responsibilities for handling such information.
3. Use of Disclosure Information Disclosure information is only used for the specific purpose for which it was requested and for which the applicant's full consent has been given. It will not be used or disclosed in a manner incompatible with these purposes.
4. Storage of Disclosure Information Disclosure information is kept securely, in lockable, non-portable, secure storage containers with access strictly controlled and limited to authorised individuals. Digital copies, where applicable, are encrypted and stored on secure, access-controlled systems.
5. Retention of Disclosure Information Disclosure information will not be retained for longer than is necessary. In general, this will be no longer than six months after the recruitment (or other relevant) decision has been made, to allow for resolution of any disputes or complaints. If, in exceptional circumstances, it is considered necessary to retain Disclosure information for longer than six months, we will consult Access NI and document the reasons clearly.
6. Disposal of Disclosure Information Once the retention period has elapsed, Disclosure information will be destroyed by secure means (e.g., shredding paper documents or securely deleting electronic files). A record of the date of the check, the level of check requested, the position for which the check was carried out, and the unique Access NI reference number may be retained for audit and safeguarding purposes.
7. Access to the Policy This policy is made available to all applicants at the point of recruitment and is published on our website. A copy may also be requested from our Safeguarding or HR teams.
8. Review and Monitoring This policy will be reviewed annually or following any changes in relevant legislation, guidance from Access NI, or internal safeguarding procedures.
Athletics Northern Ireland is committed to complying with data protection law and to respecting the privacy rights of individuals. The policy applies to all of our staff, workers, directors, volunteers and consultants .
This Data Protection Policy sets out our approach to data protection law and the principles that we will apply to our processing of personal data. The aim of this Policy is to ensure that we process personal data in accordance with the law and with the utmost care and respect.
The purpose of this policy is to detail the Athletics Northern Ireland procedures for the retention and disposal of information to ensure that we carry this out consistently and that we fully document any actions taken.
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your involvement with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
This policy outlines the Terms and Conditions that Race or Event Organisers using the Athletics NI Online Entry System must sign up to.
Founded in 1989, Athletics Northern Ireland is the governing body for the sport of athletics in N. Ireland. We are involved in all disciplines of the sport of athletics- track and field, cross country, road running and fell running- and cater for all ages from 11 years upwards. Athletics Northern Ireland aim to create the best environment for everyone in the sport to achieve their maximum potential.
Athletics NI aims to conduct its work efficiently and to deliver on its community and environmental responsibilities in an open and transparent manner through good management systems and programmes.
We are committed to:
Ensuring we are compliant with legislation and with the regulatory authority
Preventing pollution through operations best practice, waste minimisation, efficient resource use, local conservation awareness and emissions through road and airline travel.
Setting objectives and targets to achieve continual environmental performance improvement
Continually monitoring environmental impacts
Communicating the environmental policy to our employees and providing appropriate training
Making our environmental policy publicly available.
We aim to continuously improve our environmental performance through the support and involvement of all employees.
The senior management team actively supports this policy.
The Athletics Northern Ireland Complaints Policy is available to download here