Privacy Notice

The High Elm Archers Privacy Notice

What this privacy notice covers

High Elm Archers is committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ means High Elm Archers. This notice explains how we collect and use the personal information about you.

Who we are

High Elm Archers is a not for profit private members archery club, affiliated to Archery GB which is 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.

High Elm Archers operates the website http://www.highelmarchers.co.uk (the “Website”).

Information we gather

High Elm Archers gathers certain information about you. Information about you is also used by our governing body, county and regional associations.

We collect information in the following ways:

Information you give us

When you become a member, volunteer or customer of High Elm Archers you will give us information. You may also give us information when using our Website. 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 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).

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 High Elm Archers, we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member.

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

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

  1. Compliance with legal, regulatory and corporate governance obligations and good practice
  2. To provide you with information about our activities and club events.

We will use the information we get from your use of our Website to:

  1. administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  2. improve our Website to ensure that content is presented in the most effective manner for you and for your computer;
  3. allow you to participate in interactive features of our service, when you choose to do so;
  4. as part of our efforts to keep our Website safe and secure;
  5. any other reasonable purposes of High Elm Archers and Archery GB, acting always in accordance with the data protection law (as amended from time to time).

We will use the information you give us to:

  1. perform services you have requested (such as providing you with Membership Benefits or providing you with information you have asked for);
  2. where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please email: highelmarchers@gmail.com
  3. notify you about changes to our service, including but not limited to any changes to the Member Benefits;
  4. ensure that content from our Website is presented in the most effective manner for you and for your computer; and
  5. any other reasonable purposes of High Elm Archers and Archery GB, acting always in accordance with the data protection law (as amended from time to time).

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:

  1. Associate bodies such as our governing body Archery GB, County and Region in order that they may communicate with you regarding archery events or to allow the associate bodies to manage the running of the sport in their areas.
  2. Analytics and search engine providers that assist us in the improvement and optimisation of Our Site.

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 6 years.

By submitting your personal data, you agree to High Elm Archers storing and processing you data.

High Elm Archers 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:

  1. 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 club secretary via telephone, email or by letter.
  2. Request that we delete your personal data, and the right to be forgotten.
  3. 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 club secretary 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.

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