What personal data does Stratford Archers Ltd collect?

The data we routinely collect includes members’ personal information as required by Archery GB as the sports governing body.
We collect this data directly from our members when they join the club.
For some of our members we may have additional information such as committee memberships.
We will also keep information relating to disciplinary matters and sanctions.
We collect the scores from rounds you shoot, some of which may be shown on our results / leader-board pages.

What is this personal data used for?

We use members’ data for the administration of your membership, the communication of information, and the organisation of events. 

Who is your data shared with?

Your personal data is not passed on by us to any other organisations other than Archery GB in accordance with their requirements as the sports governing body.

Where does this data come from?

Data for most of our members comes from them when they join Stratford Archers Ltd or when they update their information via direct contact with the Membership Secretary. 

Membership renewal or detail update is stored on secure cloud storage provided by Jotform and Google and not hosted on the website.
Scoring data comes directly from the results of the club shoots in which you participate.

How is your data stored?

This information is mainly stored in digital form on secure cloud storage provided by Jotform and Google and is maintained by the Membership Secretary. Any information is stored in compliance with GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer.
The person who is responsible for ensuring Stratford Archers Ltd discharges its obligations under the GDPR is the President or Chairman.

Who has access to your data?

Only members of the committee of Stratford Archers Ltd have access to members’ data in order for them to carry out their legitimate tasks for the Association.

What is the legal basis for collecting this data?

Stratford Archers Ltd collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in a nationally recognised and regulated, competitive sport.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations. 

How you can check what data we have about you?

If you want to see the basic membership data we hold about you, you should directly contact the Membership Secretary.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.
There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information. 

Does Stratford Archers Ltd collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”.  
We do not record any such special data.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.

• You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you.
• You may choose not to appear in Leader-board or competition scores lists.
• You may choose not to receive information emails from Stratford Archers Ltd (we do not send any out on behalf of other organisations).
• Any of these options can be implemented by contacting the Membership Secretary.

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.

What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.

Payment information

We use a PCI compliant 3rd party supplier to process all credit or debit card payments. No payment card or personal payment information is either received or stored by Stratford Archers Ltd.