Privacy Policy

What this privacy policy covers

Meridian Archery Club (“the Club”, “we”, “us”, or “our”) is committed to protecting your personal information and respecting your privacy. This policy explains how and why we collect, hold, and use personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We may update this policy periodically to ensure ongoing compliance with data protection law. Any significant changes will be published on our website and, where appropriate, notified directly to the primary email address you have provided.

This policy was last updated November 2025

Who we are and how to contact us

Meridian Archery Club is a not-for-profit, volunteer-run sports club registered as a Community Amateur Sports Club (CASC). We operate the website https://meridianarcheryclub.org.uk (the “website”).

For the purposes of data protection law, Meridian Archery Club is both a data controller and data processor.

If you have any questions about this policy or your personal data, please contact:
The Chairman (Data Protection Contact) by email chairman@meridianarcheryclub.org.uk
or post: The Chairman, Meridian Archery Club, c/o 72 West Street, East Grinstead, West Sussex RH19 4EJ

Personal information we collect

We may collect and process the following categories of personal information about enquirers, members, parents or legal guardians, and visitors:

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

• Gender and date of birth.

• Membership status, history, and duration.

• Financial information (e.g. membership or event payments).

• Medical information, accessibility requirements, and relevant health details.

• Archery and coaching awards or qualifications.

• Records of DBS [England, Wales, and Northern Ireland] or PVG [Scotland] checks, where applicable.

• Technical data such as your IP address when you use our website.

How we collect your information

Information you provide directly

You provide personal data when you:

• Enquire about membership or our services.

• Become a member, or a pre-paid visitor.

• Attend coaching sessions, tasters, or beginners courses.

• Borrow Club equipment.

• Visit, or coach archers at our range.

• Participate in tournaments or Club events.

• Visit our website.

• Submit a request, enquiry, or complaint

Information from third parties

We may receive information about you from:

• Archery GB, regional, or county archery associations

• Payment service providers or technical support contractors

• Organisations that book taster sessions on your behalf

Photographs and video

We may take photographs or videos at events. Your consent will always be obtained before using any image in which you can be positively identified. You can withdraw your consent at any time by contacting us.

Website data

When you visit our website, we may automatically collect:

• IP address

• Browser type and version, plug-ins, and operating system details

How we use your information

We use your information to:

• Respond to enquiries or complaints.

• Administer membership and attendance records.

• Deliver coaching, taster sessions, training, and beginners courses.

• Organise tournaments, events, and Club activities.

• Record scores, handicaps, classifications, and awards.

• Communicate essential Club information.

• Maintain insurance and financial records.

• Comply with safeguarding, legal, and statutory obligations.

• Obtain and maintain insurance policies.

• Comply with financial record-keeping and tax regulations.

Lawful bases for processing

We only process your personal data when we have a lawful basis to do so under Article 6 of the UK GDPR. These include:

• Consent – e.g. to send you newsletters or use photographs for promotional purposes. You can withdraw consent at any time by contacting us or using the “unsubscribe” link in relevant emails.

• Contractual obligation – e.g. to manage your membership, payments, and attendance.

• Legal obligation – e.g. for HMRC compliance, insurance, or safeguarding requirements.

• Legitimate interests – e.g. to respond to enquiries or promote the Club’s activities in a proportionate and non-intrusive manner.

Sharing your information

We only share personal data where necessary and proportionate. Data may be shared with:

• Archery GB – https://archerygb.org/

• Southern Counties Archery Society – https://scasarchery.org.uk/

• Sussex County Archery Association – https://www.sussex-archery.org.uk/

• Club coaches, committee members, and officials.

• HMRC and other statutory or regulatory bodies.

• Insurers and outsourced functions, such as our accountancy service providers.

We may also disclose data where required by law, or to safeguard the welfare of children and vulnerable adults, for example in the following circumstances:

• To fulfil 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. 

• To identify children and vulnerable adults at risk of harm and to safeguard them from harm.

How we store your information

Where we store data

Personal data is stored securely within the UK, the European Economic Area (EEA), or in other countries covered by a UK Government adequacy decision.

Security measures

We use appropriate technical and organisational measures to protect data, including password-protected files, restricted access, and secure cloud storage. Only authorised committee members and officials may access personal information for legitimate Club purposes.

Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including:

• Membership and insurance administration

• Legal, tax, and accounting obligations

We typically retain records for up to six years after a member leaves the Club, unless a shorter period is appropriate. You may request earlier deletion where permitted by law.

Cookies and website analytics

Our website uses cookies necessary for its basic functionality, such as member login sessions. We do not use advertising or tracking cookies.

You can manage or disable cookies through your browser settings; however, this may affect website functionality.

Your Data Protection Rights

Under UK GDPR, you have the right to:

• Request a copy of your personal data (data access request).

• Have inaccurate or incomplete data corrected.

• Request data erasure, restriction, or transfer in certain circumstances.

• Object to processing based on legitimate interests or direct marketing.

We will respond to all valid requests within one month. The Club reserves the right to charge a reasonable fee for manifestly unfounded or excessive requests.

Subject Access Requests (SARs)

A Subject Access Request (SAR) is a request made by an individual to obtain a copy of the personal data we hold about them. To make a SAR, you should contact the Club’s data protection contact:

Email: chairman@meridianarcheryclub.org.uk

Post: The Chairman, Meridian Archery Club, c/o 72 West Street, East Grinstead, West Sussex RH19 4EJ

When we receive your request, we will:

• Confirm your identity before releasing any personal data.

• Respond within one month of receiving the request.

• Provide a copy of the information we hold about you, free of charge, unless the request is manifestly unfounded or excessive.

Please note: some information may be withheld if it is subject to legal restrictions, safeguarding obligations, or third-party privacy rights.

Requests, Enquiries and Complaints

If you have a question, request, or concern about your data, please contact the Club Chairman by email: chairman@meridianarcheryclub.org.uk

If you remain dissatisfied, you can raise a concern directly with the Information Commissioner’s Office (ICO):

• Online: https://ico.org.uk/make-a-complaint/

• Telephone: 0303 123 1113

• Email: https://ico.org.uk/global/contact-us/email/

• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, United Kingdom

Future updates to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website. Where changes are significant, we will notify members directly.