Netherhall Archers are committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ means Netherhall Archers. This notice explains how we collect and use the personal information about you.
We are a target archery club committed to helping archers of all abilities achieve their goals and enjoy archery as a sport. As a club we affiliate to Archery GB (AGB our governing body), Southern Counties Archery Society (SCAS) and Cambridge Archery Association (CAA). Netherhall Archers operates the website http://www.netherhall-archers.org (the “Website”).
Netherhall Archers gathers certain information about you. Information about you is also used by our affiliated entities, namely local archery clubs, county and regional associations. We collect information in the following ways:
When you become a member of Netherhall Archers you will give us information. You may also give us information when using our Website or Membership system. Information may include your name, date of birth, postal address, email address, phone number, a personal description, disability, ethnicity, your archery qualifications, award history or CRB / DBS / PVG checks that have been undertaken and a photograph.
Each time you visit our Website, we may automatically collect certain information. This information includes technical information, such as Internet Protocol (IP) addresses used to connect your computer to the internet, 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 (e.g. using cookies as described further below);
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, membership number, Phone number, Club (and ID), County (and ID), Region (and ID), Round (unless defined by age), Disabled (Y/N), Disability info.
In accordance with our competition entry documentation, photography and video may be taken at events, and these images may be used on our website, social media platforms and promotional / internal documents.
We work closely with third parties (including, for example, Archery GB, CAA, SCAS, subcontractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers,) and may receive information about you from them.
We rely on the legitimate interest basis to use your personal information in some circumstances. For example, when you apply to become a member of Netherhall Archers, we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member as explained on the Website regarding features of being a member.
We also rely on obtaining your consent to use your personal information. For example, we will seek your consent to receive marketing via email about Club activities both internal and external.
We may use your information for a number of purposes including the following:
We will use the information we get from your use of our Website and services to:
We will use information you give us to:
We may contact you for marketing purposes by email if you have agreed to be contacted in this manner. By opting in to Netherhall Archers mailing list Archers grant us the right to use the email for both club email marketing purposes and advertisement. We may include information from other organisations in these communications. It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please tick the relevant box situated on the form on which we collect your data. You may opt-out of our marketing and communications emails at any time by emailing email@example.com and request you be removed from our mailing list. We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.
We may share your information with the following selected third parties:
We may disclose your personal information to third parties:
We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place.
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).
If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect data about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this data and how it will be used.
We keep records only for as long as required to operate the service in accordance with legal requirements and tax and accounting rules.
We may retain non identifiable data for statistical purposes for longer than 5 years. When a club record has been gained we will retain your name, age group record for and score until the record has been broken by another archer.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Netherhall Archers and for how long. We need to do this in the event of a claim against Netherhall Archers. Membership forms will only be kept for the time individuals are a member of the club, if following 1 month of club renewal request we have not received payment we will dispose of the application form by shredding it. We will keep your name and joining date on electronic records for 2 years from lapsed membership and then the electronic data will also be erased.
The data that we collect from you will be transferred to, and stored at Archery GB’s registered office and online systems. Netherhall Archers will also store this data on a secure server and hard copies will be stored by the membership secretary.
By submitting your personal data, you agree to this transfer, storing or processing. Netherhall Archers and Archery GB will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site (if live on our system), you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
You have the right to:
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.
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, please inform us in writing. Netherhall Archers will acknowledge receipt of all complaints and will endeavour to investigate the complaint within 15 working days
All complaints should be sent to the Membership Secretary
You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information using their online form which can be found here
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,