BLCAC Privacy Policy

Introduction

In May 2018, the original Data Protection Act 1998 was replaced by General Data Protection Regulation (GDPR). This had an impact on clubs, such as ours, as it required us to notify members about of how we collect and use their personal details. This policy outlines how we do this.

What this policy covers

Bingham Leisure Centre Archery Club (BLCAC) is committed to protecting your personal information. In this notice, references to 'we', 'us' of ‘the club’ means BLCAC. This notice explains how we collect and use the personal information about you.

Who we are

BLCAC is a target archery club providing archery for its members. This includes club target sessions, coaching, have-a-go sessions and other recreational archery opportunities such as Bingham Fair. We have Archery GB approved indoor and outdoor ranges. We follow the rules, guidelines and code of conduct of the governing body for archery in the UK: Archery GB.

BLCAC operates the website: http://binghamarchery.co.uk/ (the "Website").

Information we gather

BLCAC gathers certain information about members and people who shoot with us from time to time. We may collect information in the following ways:

1. Information you give us

Anyone wishing to be a club member will be requested to complete an annual/joining information sheet including personal information (name, address, email address, telephone number, date of birth etc.). You may also give us, or update, information at any time. All information provided is held by BLCAC and only used for the purposes of running the club, this includes passing on specific information required by AGB, EMAS and Notts AS for affiliation purposes. Other than that we will not pass on your information without your permission.

2. Information we may gather ourselves

When using our coaching facilities or shooting with the club generally we may keep records of your ambitions for the coaching, a plan of coaching, your current status (handicap/classification) and progress reports. We may collect photographs (with your permission), your archery scores, other achievements and any other information required for the normal running of the club.

3. Information we get from your use of our Website and services

Other than information you provide yourself, we do not collect any information based on your use of our website. We do not use cookies on our website to store the pages you visit or your browsing behaviour.

When you enter competitions as a member of BLCAC, for example the Notts League, we may collect some personal information about the competition you entered and your results and may pass on your details if necessary to enter you in the competition. For example the Notts League will require ~ name, bow type, group ~ senior/junior/master, experience level ~ novice if appropriate, age (for juniors) and handicap.

4. Information about you from third parties

We work closely with Archery GB and may receive information about you from them if you are registered with Archery GB through the club. Similarly we may receive information about you from EMAS or Notts AS.

How we may use your information

We use your information for the purposes of running the club, including informing you of changes to sessions or corresponding about your archery coaching progress, etc.

We do not use your information for other 3rd party marketing in any way.

We may use your information for a number of purposes including the following:

Compliance with legal, regulatory and corporate governance obligations and good practice
To provide you with information about our shooting times and other activities
If going through a coaching programme, we may keep records of sessions and progress reports.

NEED TO CHECK WITH JULIAN ~ IS THIS RIGHT OR CAN IT SIMPLY BE DELETED AS WE DON’T USE COOKIES ETC?

We will use the information we get from your use of our Website and services to:

administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
improve our Website to ensure that content is presented in the most effective manner for you;
allow you to participate in interactive features of our service, when you choose to do so;
as part of our efforts to keep our Website safe and secure;
any other reasonable purposes of the club, acting always in accordance with the data protection law (as amended from time to time).

We will use the information you give us to:

perform services you have requested or providing you with information you have asked for;
administer the sport of Archery, for instance by assisting you with your entry into tournaments;
ensure that content from our Website is presented in the most effective manner for you;
any other reasonable purposes of BLCAC, acting always in accordance with the data protection law (as amended from time to time).

Marketing

We do not use your information for marketing purposes.

Information Sharing and Disclosure

We do not normally share your information with 3rd parties, except AGB, EMAS and Notts AS as detailed above.

However, we may disclose your personal information to law enforcement agencies:

if we are under a duty to disclose your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies) on production of an appropriate warrant for such data;
to protect the rights, property, or safety of BLCAC, Our Members, or others.

Keeping your records

We keep records only for as long as required to operate the club in accordance with legal requirements.

Your membership information may be retained for up to 5 years after you leave the club (or your last contact with the club if you don't officially leave). Following this period we will anonymise your membership history.

We may retain non-identifiable data for statistical purposes beyond the initial 3 year period.

The one exception to this is where you hold a club record. In this case information about the record will be retained until the record is broken

Where we may store your information

The personal data that we collect from you when you join/renew your membership or when you update us in any way will be stored on a password protected file which will not be stored on any individual laptops. By submitting your personal data, you agree to this transfer, storing or processing. We do not keep your personal data in digital format on personal computers, laptops, tablets, mobile phones or similar.

We also keep membership details in paper format, which is kept in a secure location away from the shooting ranges when we are not shooting.

BLCAC will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice.

Your rights

You have the right to:

Have any inaccuracies in your data corrected. If you would like to update the details we hold about you other than online, please contact the club secretary by email ~ binghamarchery@gmail.co.uk or by letter.
Request that we delete your personal data. Note that we require your information for the normal running of the club, so we are only able to delete your data if you also choose to leave the club.
You have a right to request a copy of the personal information we hold about yourself. You may not request information about any other member (not even a family member, that request should come from that person directly to us). In some circumstances we may require you to prove your identity with two pieces of approved identification. Please address requests to the club secretary and we will respond within one month of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is normally free of charge unless the request is manifestly unfounded or excessive.

Changes to this notice and the way we treat personal information

We may update the terms of this privacy notice at any time, so please do check it from time to time.

We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our Website. By continuing to use our Website you will be deemed to have accepted such changes.

Enquires and Complaints

The Club Secretary is the first point of contact regarding any enquires arising from this Privacy Notice. Where possible, please raise all enquires in writing.

If you are unhappy with our work or something that we have done or failed to do in regard of protecting your personal data, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint within 15 working days.

All information enquires or complaints should be sent in writing to: The Club Secretary/

You may also complain directly to the Information Commissioner’s Office (ICO) if you are concerned with how we are handling your personal information by using their online form which can be found here: https://ico.org.uk/concerns/handling/.

Changes to this Notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will contact you directly.