The Archery GB Privacy Notice

What this privacy notice covers.

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

Who we are.

 Archery GB is operated and administered by the Grand National Archery Society, trading as Archery GB. The Grand National Archery Society is a private company limited by guarantee without share capital and its registered company number is 01342150.

Archery GB 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.

Archery GB operates the website www.archerygb.org (the “Website”).

Archery GB is a data controller under the data protection rules and our Data Protection Champion is Robert Potts contactable at Archery GB, Lilleshall NSC&CC, Newport, Shropshire, TF10 9AT or 01952 677888.

Information we gather.

 Archery GB gathers certain information about you. Information about you is also used by our affiliated entities, namely local archery clubs, county and regional associations.

We collect information in the following ways:

Information you give us.

When you become a member, volunteer or customer of Archery GB 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 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 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.

Information about you from third parties.

We work closely with third parties (including, for example, Archery GB’s business partners, associate bodies, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers,) and may receive information about you from them.

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 Archery GB, we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member as explained on the Website regarding features 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 work or our activities that you have agreed to receive.
3. Building profiles.

We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our members and individuals who we may have a formal relationship with such as Instructors.  Profiling allows us to evaluate and therefore understand our members and individuals who we may have a formal relationship with such as Instructors using appropriate statistical analysis.  We do this because it helps us to make appropriate communications to our members and those individuals who we have a formal relationship with.

When building a profile, we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.  We may use additional information from third party sources when it is available.  Such information is compiled using publicly available data about you, for example addresses, listed Directorships or typical earnings in a given area.

We do not carry out profiling in relation to children.

1. Ensure we know how you prefer to be contacted.
2. Keep a record of your relationship with us.

We will use the information we get from your use of our Website and services 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. measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
6. make suggestions and recommendations to you and other users of our Website about goods or services that may interest you or them; and
7. any other reasonable purposes of 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. administer the sport of Archery, for instance by organising tournaments;
3. provide you with information about other goods and services that we offer that are similar to those that you have already purchased or enquired about;
4. 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 [email protected]
5. notify you about changes to our service, including but not limited to any changes to the Member Benefits;
6. ensure that content from our Website is presented in the most effective manner for you and for your computer; and
7. any other reasonable purposes of Archery GB, acting always in accordance with the data protection law (as amended from time to time).

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 Archery GB emails or opting in to email communication from Archery GB, 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 marketing 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 telephone, or by post by using the online Members’ system or contacting our membership services team on [email protected] Should you have a query regarding this please contact our Data Protection Champion.

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 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.
2. In addition, we may provide membership information such as email address and membership number to our online retailer. We use email addresses and membership numbers to validate discounts.
3. Analytics and search engine providers that assist us in the improvement and optimisation of Our Site.

We may disclose your personal information to third parties:

1. In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets;
2. If Archery GB or substantially all of its assets are acquired by a third party, in which case personal data held by it about individuals who have applied for Membership (whether successfully or unsuccessfully) will be one of the transferred assets;
3. 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
4. to protect the rights, property, or safety of Archery GB, Our Members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. No data outside of EEA.

We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Archery GB’s policies and procedures.

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 6 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Archery GB and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or [in the event of a claim against Archery GB].

Where we may store your information.

The data that we collect from you will be transferred to, and stored at Archery GB’s registered office and online systems.

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

Archery GB 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 Data Protection Champion via telephone, email or by letter.
2. Request that we delete your personal data.
3. Object to profiling. Profiling is any automated processing of personal data to evaluate any feature of your behaviour preference or location, including online tracking and behavioural advertising.
4. Request that we do not process your personal data for marketing purposes.
5. 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 Data Protection Champion 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.

 Enquires and Complaints.

The Data Protection Champion is the first point of contact regarding any enquires arising from this Privacy Notice. Where possible, please raise all enquires in writing.

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

All complaints should be sent to: 

Archery GB

Lilleshall National Sports Centre

Nr Newport

Shropshire

TF10 9AT

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information using their online form which can be found here: https://ico.org.uk/concerns/handling/.

Changes to this Notice

We may change this Privacy Notice from time to time.  If we make any significant changes in the way we treat your personal information we will contact you directly.

This Privacy Notice was last updated 310518.

1. Introduction

Sport:80 Services Limited (“We” / “Us”) is committed to safeguarding and preserving the privacy of our visitors.

If you access any of our website’s sub domains in respect of any of our clients (“Clients”) (“Client Sub Domains”), then our Client’s terms of use and privacy policy available on such sub domain shall apply to your use of the relevant sub domain, and shall take precedence over this privacy policy (and the documents referred to in it).

This Privacy Policy (together with our terms of use and any other documents referred to in it) explains what happens to any personal data that you provide to us, or that we collect from you, whilst you visit our website.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting www.sport80.com you are accepting and consenting to the practices described in this Privacy Policy.

The data controller is Sport:80 Services Limited of Unit 3, Neepsend Triangle Business Centre, 1 Burton Road, Sheffield, England, S3 8BW.

We have appointed Gary Hargraves as our data protection officer who is responsible for overseeing questions in relation to this Privacy Policy.

In respect of our Client Sub Domains, the data controller is the relevant Client and the data processor is Sport:80 Services Limited of Unit 3, Neepsend Triangle Business Centre, 1 Burton Road, Sheffield, England, S3 8BW. For the avoidance of doubt, we are acting as data processor only in relation to those technological services we have agreed to provide to the relevant Client via the Client Sub Domain pursuant to the Supply of Services Agreement entered into between us and the relevant Client. It should be noted that other organisations may also be acting as data processor on behalf of the relevant Client.

2. Information We Collect

In running and maintaining our website and providing services to you that will allow you to utilise the facilities on our website we may collect and process the following data about you:

2.1 Information about your use of our website with regards to each of your visits to our website. This may include: (i) details of your visits such as pages viewed and the resources that you access; and (ii) technical information, such as traffic data, location data and other communication data.

2.2 Information provided voluntarily by you. You may give us information by filling in forms on our website www.sport80.com or by corresponding with us by telephone, e-mail or otherwise. This includes information you provide when you use our website or if you report a problem with our website.

2.3 Information that you provide when you communicate with us by any means.

2.4 Information we receive from other sources. We may receive information about you if you use any of the other websites or any of the Client Sub Domains which we operate or the other services we provide.

3. Use of Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. By continuing to browse our website, you are agreeing to our use of cookies.

Cookies provide information regarding the computer used by a visitor. We may use cookies where appropriate to gather information about your computer in order to assist us in improving our website.

We may gather information about your general internet use by using cookies. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever.

You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the “reject cookies” setting on your computer. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

We use the following cookies:

3.1 Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.

3.2 Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

3.3 Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

3.4 Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

3.5 Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

Except for essential cookies, all cookies will expire after 12 hours.

4. Use of Your Information

We use the information that we collect from you or you give to us to allow you to utilise the facilities on our website and access Client Sub Domains. In addition to this we may use the information for one or more of the following purposes:

4.1 To provide information to you that you request from us relating to our products or services.

4.2 To provide information (or permit selected third parties to provide information) to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.

4.3 To inform you of any changes to our website, services or goods and products.

4.4 To ensure that the content from our website is presented in the most effective manner for you and for your computer.

4.5 To administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.

4.6 As part of our efforts to keep our website safe and secure.

4.7 To measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.

4.8 To make suggestions and recommendations to you and other users of our website about goods or services that may interest you.

We will only ever use your personal data with your consent, or where it is necessary in order to:

enter into, or perform, a contract with you;

comply with a legal duty;

protect your vital interests;

remember your preferences e.g. if you ask not to receive marketing material, we will keep a record of this; or

for our own (or a third party’s) lawful interests, provided your rights do not override these.

In any event, we will only use your personal data for the purposes for which it is collected, or purposes which are very similar.

You can withdraw your consent at any time to our processing of your personal data for any purpose at any time, by contacting us at the email or postal address set out in paragraph 10.

5. Disclosing Your Information

We may share your personal information with any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the Companies Act 2006.

We will not disclose your personal information to any other party other than in accordance with this Privacy Policy and in the circumstances detailed below:

5.1 In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

5.2 If Sport:80 Services Limited (or substantially all of its assets) are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.

5.3 If our ultimate holding company, Sport:80 Limited and all of its subsidiary companies, is acquired by a third party, in which case personal data held by us about you will be one of the transferred assets.

5.4 Where we are legally required by law to disclose your personal information, or in order to enforce or apply our terms of use.

5.5 To further fraud protection and reduce the risk of fraud.

5.6 To our business partners, events organisers, sporting federations, service providers, suppliers and sub-contractors for the performance of any contract we enter into with them or you. We will ensure that any written contract we enter into with them will provide that they, as a data processor, (i) will process personal data disclosed by us to them in accordance with instructions from us and (ii) are to comply with obligations equivalent to those imposed on us and as set out in this privacy policy.

6. Storing Your Personal Data

In operating our website it may become necessary to transfer data that we collect from you to locations outside of the European Economic Area (“EEA”) for processing and storing. By providing your personal data to us, you agree to this transfer, storing or processing. We do our upmost to ensure that all reasonable steps are taken to make sure that your data is treated securely and in accordance with this Privacy Policy, to ensure that a similar degree of protection is afforded to it in line with UK Data Protection legislation.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

Unfortunately the sending of information via the internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data transmitted to us electronically; sending such information is entirely at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

7. Third Party Links

On occasion we include links to third parties on this website. Where we provide a link it does not mean that we endorse or approve that website’s policy towards visitor privacy. You should review their privacy policy before sending them any personal data. 

8. Changes to the Privacy Policy

Any changes we may make to our Privacy Policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our Privacy Policy.

9. Access to Information

Our website may, from time to time, contain links to and from the websites of our partner networks, affiliates and advertisers. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows

The right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of it (this is known as a subject access request) within one month of our receiving your request;

The right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);

The right to have inaccurate data rectified;

The right to object to your data being used for marketing or profiling; and

Where technically feasible, you have the right to see any personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.

10. Contacting Us

Please do not hesitate to contact us regarding any matter relating to this Privacy Policy at [email protected] or by writing to us at Sport:80 Services Limited, Unit 3, Neepsend Triangle Business Centre, 1 Burton Road, Sheffield, England, S3 8BW.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Last Updated by Freeths LLP: 13th April 2018