Privacy Policy

What this privacy policy covers

Meridian Archery Club is committed to protecting your personal information. This policy explains how and why we collect, hold, and use personal information in accordance with the EU General Data Protection Regulation (GDPR).

We may update this policy document periodically to ensure our compliance with GDPR or other relevant legislation, and we will publish changes on our Website. If we make significant changes to the way we treat your personal data, we will notify you directly to the primary email address you have given us.

This policy was last updated on 12 Mar 2024

Who we are and how to contact us

Meridian Archery Club is referred to as ‘we’, ‘us’, 'our', or the ‘Club’ in this document. We are a not-for-profit, volunteer-run sports club registered as a Community Amateur Sports Club (CASC). We operate the website www.meridianarcheryclub.org.uk (the “Website”). Meridian Archery Club is a data controller and processor under the data protection regulations.

You can contact us about anything relating to this policy by email to the Club Secretary: secretary@meridianarcheryclub.org.uk or you can write to us: The Secretary, Meridian Archery Club, c/o 62 High Street, Dormansland, Surrey, RH7 6PY

Personal information we collect

We currently collect and process the following personal information about enquirers, members, parents and legal guardians, and visitors:

·       Name and contact details (e.g. address, email address, telephone number).

·       Gender and date of birth.

·       Club membership status, history, and duration.

·       Financial information (e.g. records of financial transactions you make with the Club).

·       Medical information, accessibility requirements, preferences, and disabilities.

·       Archery (and archery coaching) awards and qualifications.

·       Records of DBS [England, Wales, and Northern Ireland] or PVG [Scotland] checks (applicable in some circumstances, e.g. for people who coach at the Club).

·       Technical data (e.g. your IP address, and login data you use to access the members’ area of our Website).

Where we get your information and why we have it

Information you give us directly

Most of the personal data we process is provided to us directly by you for one of the following reasons:

·       You enquire about our Club and its services.

·       You become a member, or a pre-paid visitor of the Club.

·       You request or attend a coaching session, taster session, or beginners course.

·       You borrow archery equipment from the Club.

·       Your visit our Club, or coach archers at our archery range.

·       You take part in Club activities or tournaments.

·       You visit our Website.

·       You have made an information request or complaint to us.

Information we receive about you indirectly

We work closely with third parties and may receive information about you from them. For example, the Club’s associate bodies, sub-contractors in technical and payment services, or from your organisation, should you attend a taster session they have arranged with us.

Photographs and video may be taken at our events. We will seek your permission in every instance to use the resulting images of you (e.g. to be included in our promotional materials or on the Club’s website).

Information we collect from your use of our Website

Each time you visit our Website, we may automatically collect the following information:

·       The Internet Protocol (IP) addresses used to connect your device to the internet.

·       Your login information.

·       Types and versions of your browser, browser plug-ins, and operating system.

How we use your information

We may process your data to:

·       Respond to requests, enquiries, or complaints.

·       Administer Club membership and monitor member attendance.

·       Provide archery coaching, taster sessions, training, and beginners courses.

·       Organise Club events and tournaments.

·       Administer scores, handicaps, classifications, award schemes, and club records.

·       Provide you with information about services, activities, and events, which may include information originating from other archery clubs and organisations.

·       Maintain a history of our relationship with you.

·       Comply with legal and statutory obligations.

·       Obtain and maintain insurance policies.

·       Comply with financial record-keeping and tax regulations.

·       Provide and secure access to the members’ area of the Website.

·       Fulfil safeguarding requirements.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

·       Your consent.
For example, to send you non-essential Club updates (e.g. newsletter, and details of Club events). You may request to remove your consent at any time. You can do this by contacting us as outlined in the section [Requests, Enquiries and Complaints], at the end of this document, or by using the “unsubscribe” link in the footer of relevant emails.

·   We have a contractual obligation.
For example in managing our membership records, equipment loans, insurance requirements, payments, and attendance records. You cannot opt out of non-promotional emails, e.g. important membership information, updates to Club policies and procedures.

·   We have a legal obligation.
For example in meeting HMRC regulations, and safeguarding requirements.

·       We have a legitimate interest.
For example to respond to interest and enquiries about our Club membership and activities.

Sharing your information

Where appropriate, personal information is shared with the following affiliated organisations in order to maintain your membership:

·       Archery GB (https://archerygb.org/)

·       Southern Counties Archery Society (https://scasarchery.org.uk/)

·       Sussex County Archery Association (https://www.sussex-archery.org.uk)

Relevant personal information may also be shared with:

·       Club coaches, committee members, or officials.

·       HMRC and other regulatory bodies.

·       Our current and prospective insurers.

·       Outsourced functions, such as the people that provide our accountancy services.

We may disclose personal information to other third parties in the following circumstances:

·       If doing so fulfils our duty to comply with any legal obligation, or to enforce or apply other agreements.

·       To protect the rights, property, or safety of the Club, our members, or others. This includes exchanging information with other organisations for the purposes of fraud protection and credit risk reduction.

·       Data protection law allows us to share information when required to identify children and vulnerable adults at risk of harm and to safeguard them from harm.

How we store your information

Where we store personal information

We use mainstream software packages to administer our Club services. Data is held either in the European Economic Area (EEA), or other country with adequate level of data protection in accordance with current GDPR requirements.

The information we collect and process is transferred to and stored on local devices and online systems. We will take all steps reasonably necessary to ensure personal data is treated securely, in accordance with this policy, and in accordance with GDPR.

How long we retain personal information

We keep records of personal information only for as long as required to operate our services; meet the requirements of our governing body (Archery GB); to maintain insurance; and in accordance with legal, tax and accounting regulations.

We keep records only for as long as you are a member of Meridian Archery Club, and where necessary to meet our legal obligations, for a maximum of six years after a member leaves the club. You may request deletion of any of your data after leaving and before the end of six years by contacting the Secretary.

Your Data Protection Rights

Under data protection law, you have rights over your data. You have the right to:

·       Request a copy of the data we hold about you.

·       Have inaccurate, out-of-date, or incomplete data about you corrected.

·       In some circumstances you also have the right to:

o   request your data be transferred to another organisation.

o   request your data be erased. This does not include data that we are obliged to keep for contractual, regulatory, statutory, accounting, taxation or insurance purposes.

If you make a request, we have one month to respond to you. The Club reserves the right to charge a fee for requests that are demonstrated to be manifestly unfounded or excessive.

Requests, Enquiries and Complaints

If you wish to make an enquiry, a request in line with your rights outlined above, or are unhappy with the way we collect or process your personal data, please contact us by email to the Club Secretary: secretary@meridianarcheryclub.org.uk in the first instance.

If we are unable to resolve the issue, you may complain directly to the Information Commissioners Office, either by:

·       using their online form https://ico.org.uk/make-a-complaint/

·       by telephoning 0303 123 1113

·       by email https://ico.org.uk/global/contact-us/email/

·       or in writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, England, UK.