Belvoir Archers (the Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Club events, or entry to competitions, Belvoir Archers is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club either for membership or entry to competitions, The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, archery qualification, name of the GNAS affiliated Clubs with which you are registered (Personal Data).
We may also ask for other data such as relevant health information, or ethnic origin which is classed as special category personal data. We only collect special category data where the law allows us to do so and is processed only for specific purposes.
Why we need your personal data
The reason we need your Personal Data is to be able to administer your membership or competition entry, and provide the membership or competition services you are signing up to when you register with the Club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member or competition entrant to provide the services you are registering for.
Reasons we need to process your data include:
For membership and club management
- processing of membership forms and payments;
- registration of members with Archery GB;
- sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
- club newsletter promoting club activity; and
- publishing of competition results.
For training and competition entry
- sharing personal data with club coaches or officials to administer training sessions;
- sharing personal data with club team managers to enter events;
- sharing personal data with leagues, county associations, and other competition providers for entry in events.
For funding and reporting purposes
- sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
- analysing anonymised data to monitor club trends; and
- sending an annual club survey to improve your experience as a club member.
Marketing and communications (where our lawful basis is of Legitimate Interest)
- sending information about promotions and offers from sponsors;
- sending information about purchasing club kit.
For Competition Management and Administration
- processing of entry application forms and payments
- sharing date with tournament organisers, scoring systems, Archery GB, and other competitors (for example in target lists and published results)
Any special category data we hold on you is only processed for specific purposes: E.g. to meet legal requirements such as providing equal opportunity of access and continuation within the sport of archery; or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion we may collect personal data from non-members (e.g. registration to take photographs at Club competitions) This information will be stored for one year after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Club has social media pages on Facebook. All members are free to join these pages. If you join the Social Media pages, please note that providers of the social media platforms have their own privacy policies and that the Club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the Club social media pages.
Who we share your personal data with
When you become a member of the Club, you will also automatically be registered as a member of Archery GB. We will provide Archery GB with your personal data which they will use to enable access to their web site and Members Portal. Archery GB will contact you to invite you to sign into and update your details on the Members Portal. You can set and amend your communication preferences settings from the Members Portal. If you have any questions about the continuing privacy of your personal data when it is shared with Archery GB, please contact Data Protection Officer at Archery GB, Lilleshall NSC&CC, Newport, Shropshire, TF10 9AT or 01952 677888.
The Club may also share your personal data with other organisations to which the Club is affiliated, namely Nottinghamshire Archery Society, and East Midlands Archery Society.
When you enter competitions organised by the Club, information will be shared with tournament organisers, scoring systems, and other competitors. Only sufficient information to identify the entrant and category entered will be shared.
The Club does not store or transfer your personal data outside of the UK.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Personal data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after six years of inactivity on that member’s account, or longer in line with any legal, regulatory or technical requirement.
Personal data of competition entrants will be stored for one year after the event and then destroyed securely.
Where details of individuals are stored for long-term archive or historical reasons and where it is necessary to retain the personal detail within the records, it will always be done within the requirements of the legislation. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
If you have any comments, queries, or requests regarding our use of your data, or you wish to unsubscribe from receiving Club communications, please contact our Data Protection Officer (“DPO”) by email at: firstname.lastname@example.org .
If you wish to make a complaint to the Information Commissioner’s Office please visit:
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Review of this Policy
We keep this policy under regular review. This policy was last updated in February 2019