Newquay Bowmen PRIVACY NOTICE

Introduction

In May 2018, the original Data Protection Act 1998 will be replaced bythe General Data Protection Regulation(GDPR). This has an impact on clubs such as ours to notify members of how we collect and use their personal details.

What this privacy notices covers

Newquay Bowmen is committed to protecting your personal information. This notice explains how we collect and use the personal information about you.

Who we are

Newquay Bowmenis an ArcheryGB registered archery club providing archery facilities for its members. We have ArcheryGB approved indoor and outdoor ranges. We set out our rules in the club's constitution and also follow the rules, guidelines and code of conduct of the UK governing body: ArcheryGB.

In this notice, references to 'we' or 'us' means Newquay Bowmen; DCAS refers to Devon and Cornwall Archery Society and GWAS refers to Grand Western Archery Society.

Newquay Bowmenoperates the website(the "Website").

Information we gather

Newquay Bowmen gathers certain information about you. We collect information in the following ways:

  1. Information you give us

When you become a member of Newquay Bowmen you will give us information via the Membership Form. You may also give us, or update, information when using our Website or through our membership system. Information may include your name, date of birth, postal address, email address, phone number and disability/medical information.

Users under 18

If you are under 18, please ensure that you have consent from a parent or guardian before giving us your personal information.

  1. Information we may gather ourselves

We may collect photographs, your scores and other achievements.

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

When you visit our Website, wemayautomatically collect certain information such as Internet Protocol (IP) addresses, your login information, browser type and version, browser plug-in types and versions, operating system and platform and information relating to what pages you have viewed. Wemayuse cookies on our website to store the pages you visit or your browsing behaviour.

When you enter competitions the following information may be collected and shared with tournament organisers, scoring systems and results may be published: First Name, Surname, Gender, Bow style, Date of Birth / Age category, Email, Address, Phone number, Club, County, Region, Round, Disabled (Y/N), Disability info.

  1. Information about you from third parties

We work closely with Archery GB, DCAS and GWAS and may share information with them or receive information about you from them.

How we may use your information

We use your information for the purposes of running the club.

We use some of your information to maintain your ArcheryGB registration.

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

  1. To provide you with information about our club, shooting times, socials etc
  2. If going through a coaching programme, we may keep records of sessions and progress reports.
  3. perform services you have requested or providing you with information you have asked for;
  4. administer the sport of Archery, for instance by assisting you with your entry into tournaments;
  5. ensure that content from our Website is presented in the most effective manner for you;
  6. Compliance with legal, regulatory and corporate governance obligations and good practice
  7. any other reasonable purposes of Newquay Bowmen, acting always in accordance with the data protection law (as amended from time to time).

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

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

Marketing

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

Information Sharing and Disclosure

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

  1. ArcheryGB for the purposes of maintaining your membership registration details
  2. GWAS and DCAS for the purposes of maintaining your membership detailsand manage the running of the sport and in order that they may communicate with you regarding archery events only

We may disclose your personal information to third parties:

  1. 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;
  2. to protect the rights, property, or safety of Newquay Bowmen, 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 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 anonymise your membership history.

We may retainnon-identifiabledata for statistical purposes beyond the initial 3 year period.

Where we may store your information

The data that we collect from you will be transferred to, and stored at Newquay Bowmen’s registered office and via online systems.

By submitting your personal data, you agree to this transfer, storing or processing. We 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.

Newquay Bowmen 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:

  1. 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 via telephone, email or by letter.
  2. 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.
  3. Request that we do not process your personal data for marketing purposes
  4. 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.

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. Newquay Bowmen 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:
Paula Nederpel, Club Secretary, 11 Botha Road, St Eval, Wadebridge, Cornwall, PL27 7TS

You may also complain directly to theInformation 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: