Privacy Policy – Protecting your data

What this privacy notice covers

Hertford Company of Archers (HCA) is committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ means HCA. This notice explains how we collect and use the personal information about you.

Who are we

HCA is operated and administered by the Committee who are elected each year, at our AGM, by our members. All Committee members are volunteers.

HCA is a member of Archery GB, the national governing body for archery in Great Britain. Archery GB is responsible for all levels of archery within the UK from elite to development level. Archery GB is the Umbrella organisation for English Archery Association, Archery Northern Ireland, Scottish Archery and Welsh Archery Association. HCA operates the website www.hertfordcompanyofarchers.org.uk (the “club website”).

HCA is a data controller under the data protection rules. Any concerns you have about your data, and its safety can be address to a member of the Committee at committee@hertfordcompanyofarchers.org.uk

Information we gather

HCA gathers certain information about you. Information about you may 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 of HCA 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 and a photograph.
• Information we may 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 HCA 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)
• Disability info

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.

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 HCA, we have a legitimate organisational interest to use your information to respond to you and give you the features and benefits of being a member as explained on the Website.

We also rely on obtaining your consent to use your personal information. For example, we will seek your consent to receive marketing via email about HCA.

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

• Compliance with legal, regulatory and corporate governance obligations and good practice
• To provide you with information about our activities that you have agreed to receive
• Ensure we know how you prefer to be contacted
• Keep a record of your relationship with us

Marketing

We may contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. By subscribing to HCA emails or opting in to email communication from HCA, you grant us the right to use the email for both email marketing purposes and advertisement targeting.

We may include information from other organisations in these communications.

It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please tick the relevant box situated on the form on which we collect your data.

You may opt-out of our marketing emails at any time by clicking the ‘unsubscribe’ link at the end of our emails.

You can also change any of your contact preferences at any time including telling us that you don’t want us to contact you for marketing purposes by updating your profile on the club website.

We will not use your information for marketing purposes if you have indicated that you do not wish to be contacted for such purposes. However, we will retain your details on a suppression list to help ensure that we do not continue to contact you.

Information sharing and disclosure

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

Associate bodies such as 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.

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 to protect the rights, property, or safety of HCA, Our Members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

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 and tax and accounting rules.

We may retain non-identifiable data for statistical purposes for longer than 5 years.

Where we may store your information

The data that we collect from you will be stored using our online membership systems e.g. the club website, MailChimp, Google Docs.

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

• 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 Membership Officer via email.
• Request that we delete your personal data.
• Request that we do not process your personal data for marketing purposes.
• 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 Membership Officer or the Treasurer 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

The Membership Officer is the first point of contact regarding any enquires arising from this Privacy Notice. Where possible, please raise all enquires via email.

If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. HCA will acknowledge receipt of all complaints and will endeavor to investigate the complaint within 15 working days

All complaints should be sent to secretary@hertfordarchers.org.uk.

This Privacy Notice was last updated 18.03.2022