What this privacy notice covers

Worthing Archery Club is committed to protecting your personal information. In this notice references to ‘we’ or ‘us’ means Worthing Archery Club. This notice explains how we collect and use the personal information about you.

Who we are

Worthing Archery Club is operated and administered by the Committee on behalf of its membership.

Worthing Archery Club operates the website www.worthing archeryclub.co.uk (the “Website”).

Worthing Archery Club is a data controller under the data protection rules and has a nominated Data Protection Champion.

Information we gather

Worthing Archery Club gathers certain information about you. Information about you is also used by our affiliated entities, namely Archery GB, county and regional associations.

We collect information in the following ways:

Information you give us

When you become a member, volunteer or customer of Worthing Archery Club 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, financial and credit card information, a personal description, disability, ethnicity, your archery qualifications, award history or CRB / DBS / PVG checks that have been undertaken.

Information we get from your use of our Website and services

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: Membership Number, First Name, Surname, Gender, Bow style, Date of Birth / Age category, Email, Address, Phone number, Club (and ID), County (and ID), Region (and ID), Round (unless defined by age), Disabled (Y/N) and Disability information.

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. Consent for such will be sought as appropriate.

Information about you from third parties

We work closely with third parties (including, for example, Archery GB and associate bodies) and may receive information about you from them.

How we may use your information

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 Worthing Archery Club, 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 and post about Archery GB.

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

1. Compliance with legal, regulatory and corporate governance obligations and good practice
2. To provide you with information about our activities that you have agreed to receive;

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 and testing purposes;
2. improve our Website to ensure that content is presented in the most effective manner for you and for your computer;
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 Worthing Archery 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:

1. perform services you have requested (such as providing you with Membership Benefits or providing you with information you have asked for);
2. administer the sport of Archery, for instance by organising tournaments;
3. notify you about changes to our service, including but not limited to any changes to the Member Benefits;
4. ensure that content from our Website is presented in the most effective manner for you and for your computer; and
5. any other reasonable purposes of Worthing Archery Club, acting always in accordance with the data protection law (as amended from time to time).
6. Beyond the circumstances outlined in 1 to 5 above we do not permit third parties to use your data. In the event that the Club was considering any additional data sharing with third parties we would first contact you seeking your consent to/rejection of this action.

Information Sharing and Disclosure

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

1. Associate bodies such as Archery GB, County, Region and Clubs in order that they may communicate with you regarding archery events only or to allow the associate bodies to manage the running of the sport in their areas.

We may disclose your personal information to third parties:

1. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements; or
2. to protect the rights, property, or safety of Worthing Archery Club, Our Members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. No data outside of EEA.

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).

Users under 18

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.

Keeping your records

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

Where we may store your information

The data that we collect from you will be and stored Worthing Archery Club’s systems.

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

Worthing Archery Club 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, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

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 our Data Protection Champion via email.
2. Request that we delete your personal data, and the right to be forgotten
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 you. We require you to prove your identity with two pieces of approved identification. Please address requests to the Data Protection Champion 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 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.

Enquiries and Complaints

For any enquiries or complaints regarding this Privacy Notice; if you are unhappy with our work or something that we have done or failed to do, please inform us in writing. Worthing Archery Club will acknowledge receipt of all communications and will endeavour to respond/investigate any complaint within 15 working days.

In the first place please contact the secretary@worthingarcheryclub.co.uk by email and they will ensure the matter is forwarded to the appropriate person.

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: 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.

This Privacy Notice was last updated16 April 2021