Crowthorne Archers 

PRIVACY NOTICE and DATA PROTECTION POLICY

What this notice covers

Crowthorne Archers is committed to protecting your personal information whilst enabling a wide range of people to enjoy the sport of archery. This notice explains how we collect and use personal data about you. Crowthorne Archers will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice.  In this notice, references to ‘we’, “our”, ‘us’, or “The Club” mean Crowthorne Archers.

Who we are

Crowthorne Archers is an Archery GB registered archery club providing archery facilities for its members. We are affiliated to Archery GB, Southern Counties Archery Society (SCAS) and Berkshire Archery Association (BAA). We help people to safely learn, participate and compete in archery activities. We set out our rules in the club’s constitution and on our website, and also follow the rules, guidelines and code of conduct of the UK governing body: Archery GB.

Crowthorne Archers operates the website https://crowthornearchers.org.uk  (the “Website”).

Information we gather

Crowthorne Archers gathers certain information about you. We collect information in the following ways:

A. Information you give us

When you participate in a ‘taster session’ or a training course you may give us your name, gender, age (which is required if under 18), and contact details. You may also provide us with information concerning any disability that you may have.
When you attend a Crowthorne Archers event as a visitor, you may provide us with your name, Archery GB membership number and information associated with any payments made.
When you become a member of Crowthorne Archers you will give us information via the new members form. You may also give us, or update, information via one of our email addresses, by post or by telling a committee member. Information may include your name, date of birth and joining, postal address, email address, phone number, gender, any disability, Archery GB Membership Number, and any Archery Coaching qualifications. You may also provide us with an emergency contact name and phone number, provided that you have that person’s permission.
For under 18 archers, the name and contact details of a parent or guardian is required.
When you enter competitions the following information may be collected and shared with tournament organisers, scoring systems and results (which may be published): First Name, Surname, Email, Address, and Phone number , Gender, Bow style, Date of Birth / Age category,  Club, County, Region, Round, Disabled (Y/N), Disability information.  
When you submit a score to The Club, these may be used to calculate archery handicaps and classifications, and may be shared with other archery organisations or published. (Typically this would be for issuing results of club competitions, issuing updates on current archery handicaps and classifications, county rankings, or other archery related purposes)
Archers, non-shooting members, and training course attendees may provide us cheques or other financial information needed to process payments to or from The Club.  These may include a traceable reference visible in our bank account to enable us to know who has made the payment.

B. Information we may gather ourselves

We may collect photographs, video or record your scores and other achievements, to help you develop archery skills.
We may record the loan and return of equipment to archers, along with associated payment status.

C. Information about you from third parties

We work closely with Archery GB, SCAS and BAA, and may receive information about you from them.

How we use your information

We use your information for the purposes of running the club, communicating with you about the club and your membership, and communicating with you about archery-related events and archery-related information.

We use some of your information to maintain your Archery GB registration and registration with SCAS and BAA.

A. We will use the information you give us to:

Perform services you have requested or provide you with information you have asked for.
Administer the sport of Archery, for instance by assisting you with your entry into tournaments.
Administer Club Membership and renewals.
Assist with any other reasonable purposes of Crowthorne Archers, acting always in accordance with the data protection law (as amended from time to time).
To provide you with information about our club, shooting times, socials and more.

B. We may use your information for other purposes including:

Compliance with legal, regulatory and corporate governance obligations and good practice.
To share with fellow Members of Crowthorne Archers or if appropriate, a wider public, results, classifications, archery handicaps and rankings
If going through a coaching programme, we may keep records of sessions and progress reports.

C. Use in Marketing and Publicity

We do not use your information for marketing purposes. Our affiliates follow their policies concerning use of shared data.

Distant photos of archers may be used on our website to promote The Club.  Close-up photos of Adult Members (or juniors with the agreement of a parent or guardian) may be used with your agreement for specifically agreed purposes. Such purposes may include use of your image on our website to promote The Club, or as a person to contact for enquiries about The Club and its activities.

D. Use in Financial Transactions

We may use, but do not retain, any details of bank accounts, cheques or credit cards which may have been  used to make payments to The Club. We request that payments to The Club via Bank Transfer include a member’s name as a traceable reference code, to show where the credit originates.  This reference code is held on the Bank’s system rather than Crowthorne Archers’ records, but will be visible to authorised users of our bank accounts, and used to confirm payment of fees or other charges. The Club may hold bank details necessary to reimburse expenses to Members for approved purchases or other payments necessary for Club operations.

Information Sharing and Disclosure

We may share your information with the following selected third parties:

Archery GB for the purposes of maintaining your membership registration details and managing The Club.
SCAS and BAA for the purposes of maintaining your membership details and records.
Officials and insurers at the venues at which we shoot, provided that they have a valid reason for needing such information.
Our insurers, those of the venues we shoot at, and those of our governing bodies.

We may disclose your personal information to third parties:

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 Crowthorne Archers, our members, or others.
 

Keeping records

A. Retention

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

Your membership information may be retained by The Club for up to 3 years after you leave The Club (or your last contact with The Club if you don’t officially leave). Following this period we will delete your personal data from our records.
Our affiliates may retain your shared data according to their policies
We retain some data on a permanent basis for historical purposes. This includes minutes of committee meetings, minutes of AGMs or EGMs, tournament and Club records, and significant scores.

B. Where we may store your information

The digital data that we collect from you or receive from you will be transferred to, and stored on local or online systems, including that of Archery GB, and may be copied onto backup systems. These systems have proper access security in place to protect your data from unauthorised access. By submitting your personal data, you agree to this transfer, storing or processing.
We may also keep membership details in paper format, which are kept and processed by one or more committee members. These paper records are stored securely when unattended, and destroyed when no longer required for operation of our activities.

Your rights and responsibilities

We ask that you provide The Club with accurate information needed to run The Club.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential.

You have the right to:

Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact  Secretary@CrowthorneArchers.org.uk.
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. 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.
 

We will notify current Members 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.

Enquiries and Complaints

The club’s secretary is the first point of contact regarding any enquiries arising from this Privacy Notice. Where possible, please raise all enquiries in writing (which may include emails).

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

All information enquiries or complaints should be sent in writing to Secretary@CrowthorneArchers.org.uk

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. You are advised to periodically check for any changes.

Approved by:          Crowthorne Archers Committee

Date:                         13 February 2023