Keeping your data SAFE
From 25 May 2018 the Data Protection Act 1998 is being replaced by the General Data Protection Regulations 2018. These regulations increase the controls on how personal data held on individuals, is collected, stored, protected and used. The aim of the updated data protection legislation is to improve the security of handling data, whilst improving the ability of individuals to control how their personal information is used, whether held on computer or as a paper record.
Statement from Archery GB
Archery GB is committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ means Archery GB. The website link explains how we collect and use the personal information about you.
Archery GB needs to collect and use certain types of information about its members. This personal information must be dealt with appropriately however it is collected, recorded and used; this principle applies whether on paper, on a computer or recorded by other means. There are safeguards to ensure this in the General Data Protection Regulations 2018. Archery GB regards the lawful and correct handling of personal information as essential and therefore ensures that personal information is treated with sensitivity at all times. To this end the Archery GB fully adheres to the Principles of the General Data Protection Regulations 2018.
Archery GB General Data Protection Regulations 2018
Archery GB Privacy Notice
CAA/SCAS to whom we are affiliated have a legitimate reason to have our data as detailed on Page 5,
item 4. Please contact them direct, as advised by Archery GB, if you have any questions to ask of them. http://www.cambridgeshirearchery.org
The name of the club is Fenland Archery Club (herein called “FAC”)
Fenland Archery Club Privacy Notice
FAC is committed to protecting your personal information and will adhere to the principals of the General Data Protection Regulations 2018. When you express an interest in archery and apply to become a member FAC have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member, for without your information, you cannot become a member.
Information about you is shared with Archery GB, CAA and SCAS. who also have a legitimate purpose for receiving your personal data.
Your personal data is not passed onto any other organisations (marketing /unrelated to archery).
No visitor data is collected from the site session.
We have an SSL certificate which provides two important things:
Encryption of sensitive data like credit card numbers and personal information
Some assurance to you that we are trustworthy.
*A Data Controller is a person who (either alone or jointly or in common with other persons) determines the purposes for which, and the manner in which, any personal data are, or are to be, processed. FAC do not need a Data Controller as the purposes of the personal data is already embedded within the Club
*A Data Processor is responsible for processing personal data. The Data Processor maintains records, personal data and processes on behalf of an organisation. The Data Processor has legal liability for any breach of the GDPR.
The administration of the General Data Protection Regulations2018 (GDPR) will sit within the role of The Secretary, Fenland Archery Club with effect from 25 May 2018.
The following Statement from FAC explains how we collect and use your personal information when attending a Beginners Course, applying for membership/renewal to FAC and entering competitions hosted by FAC. It also includes our Safeguarding children and Young People Policy (Photography rules) and information regarding Cookies used on our official website. http://www.fenland-archery.co.uk
Beginners Course Application form – Responsible Officer – The Lead Coach for FAC
Membership Application/Renewal Form – Responsible Officer – The Secretary for FAC
|1.What information is collected by FAC
on joining or renewing membership?
|FAC will collect the following information when you join:
In the interest of safety please disclose any relevant medical conditions that FAC need to be aware of should you become ill whilst attending an archery session.
This information is not shared with other FAC officers /Archery GB/CAA or SCAS.
FAC will make reasonable adjustments to accommodate people with disabilities.
|2.How is this information stored by FAC Officers?||
|3.How is it used by FAC Officers?||Your personal information, particularly your email address is used to update members of forthcoming events and important information regarding the management of the Club.|
|4.Who will FAC share this information with?||Administration of your Membership application:
1. GNAS (Archery GB)
FAC is affiliated to CAA & SCAS. Members pay a small annual fee to them.
2. CAA (Cambridge Archery Association)
3. SCAS(Southern Counties Archery Society)
3.Child Protection Officer (CPO)for FAC
(See page 8: FAC/GDPR/Safeguarding Children & Young People)
|6.FAC Retention period||Data (paper form and Club computer file) is kept for one year then destroyed (shredded/deleted) by the Secretary of FAC.|
|7. Archery Coaches for FAC||In addition to the information in No:1 FAC Coaches will provide The Secretary of FAC with original evidence of their qualification(s)
|8. Child Protection Officer for FAC||In addition to the information in No: 1 FAC Child Protection Officer will provide The Secretary of FAC with original evidence of their
Open Competition Entry Forms: Responsible Officer – The Tournament Officer for FAC
|1.What information is collected by FAC when entering Open Archery Competitions?||FAC will collect the following information when you enter Tournaments hosted by FAC
FAC will make reasonable adjustments to accommodate people with disabilities.
|2.How is this information stored by FAC?||The Tournament Officer will record this information on their personal home computer and is password protected. Your paper entry form will be kept in a secure filing cabinet at the home of The Tournament Officer|
|3.How is it used by FAC?||The Tournament Officer will use the data to produce competition session lists.
The Records Officer will use the data plus scores to produce results lists.
The Records Officer will use the data plus scores to produce FAC records.
|4.Who will FAC share this information with?||FAC will publish:
Target List pre -competition to individual entrants on request. Information published is as follows:
Results will be published onto to FAC website giving access to clubs and individuals taking part in the competition. Information published is as follows:
|6.Retention period||Data (paper form and computer file) is kept for 6 months then destroyed (shredded/deleted)
Result lists will be kept on FAC website for 2 years
Safeguarding Children and Young People – Responsible Officer – The Child Protection Officer
In accordance with the Archery GB Safeguarding Children and Young People Policy, FAC will not permit photographs or other images of children/young people to be taken without the consent of the parents /guardian and the child/young person.
The Child Protection Officer for FAC will obtain permission from parent/guardian of young people under the age of 18 years via the completion of Archery GB Photography Consent Form.
|1.What information is collected by FAC from the Archery GB Photography Consent Form?||FAC will collect the following information when you complete the Photography Consent Form
|2.How is this information stored by FAC?||The consent form will be kept in a secure filing cabinet at the home of The Child Protection Officer for FAC|
|3.How is it used by FAC?||The information contained on the consent form will be used for the sole purpose of parent/guardian giving permission to FAC to photograph a young person under the age of 18years in their care.|
|4.Who will FAC share this information with?||The information on the Consent form will not be shared.|
|6.Retention period||The consent form will be destroyed (shredded) when the young person reaches the age of 18 years or leaves FAC.|
Safeguarding Children and Young People – Responsible Officer – The Events Co-ordinator
(Photography at FAC competitions and Club fun shoots)
Photographs of children and young people may be used by FAC for record of events / achievements via the FAC quarterly newsletters and FAC web site.
|1.What happens to the photographs taken at FAC competitions and FAC fun shoots?||Photographs taken by The Event Co-ordinator or members of the club/parents are sent to, if requested, to The Events Co-ordinator for publication in the quarterly club newsletter.|
|2.How are the photographs stored by FAC?||Photograph(s)are stored on The Event s Co-ordinator`s personal home computer and is password protected.|
|3.How do FAC use the photographs?||The photographs are published in the club quarterly newsletter and on the FAC official website.|
|4.Who will FAC share the photographs?||Photographs are shared with all club members via:
|6.Retention period||The Newsletter computer file held by The Event Co-ordinator will be kept for six month then deleted.
Photographs published on the Fenland Archery Club website will be deleted after 1 year.
Photographs of adult members may be used by FAC for record of events/ achievements via the FAC quarterly newsletters and FAC web site. Consent is given verbally at shooting sessions.
Website Privacy Statement – Responsible Officer – Webmaster for FAC
There is no way to prevent these cookies being set other than to not use our site
|2.How do cookies help us||
|4. Our own cookies||You will receive:
A session cookie from FAC
|5. Other cookies||A cookie from Google Maps|
|6.Sharing FAC content||You can “like”Â using
We have included sharing buttons on our site.
Privacy implications will vary from social network to social
network and will be dependent on the privacy settings you
have chosen on these networks.
|7. More information on cookies||Visit www.allaboutcookies.org|
Enquires and Complaints
The Data Protection Officer for FAC is the first point of contact regarding any enquires arising from this the FAC General Data Protection Regulations 2018. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. All complaints should be sent to:
Fenland Archery Club
21 Kingsbridge Court,
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