General Data Protection Regulations
CTSA Privacy Policy
About this policy
This policy explains when and why we the Cambridgeshire Target Shooting Association collects personal information about our members and how we use it; keep it secure and member’s rights in relation to it. This includes probationary members, visitors and guests. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities in the Cambridgeshire Target Shooting Association. Normally this will be through some level of membership.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. We will only share your personal data with any third parties as outlined below.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).
Responsible person
For the purposes of the GDPR, The Association Secretary, Treasurer, League Secretary, Stats Officer, Open Meeting Sec, Trophy Officer, Rifle and Air Captains will be the “controllers” of all personal data we hold about clubs and Individual members. The Secretary, Treasurer, League Secretary, Stats Officer, Open Meeting Sec, Trophy Officer, Rifle and Air Captains are responsible for making sure the Association complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.
Member’s rights
You have rights under the GDPR:
To access your personal data To be provided with information about how your personal data is processed To have your personal data corrected To have your personal data erased in certain circumstances To object to or restrict how your personal data is processed in certain circumstances
For more details, please address any questions, comments and requests regarding our data processing practices to the Secretary.
Specific use and sharing of personal information
In general your personal data will only be used for the purposes of membership management (renewals etc.) Leagues and competition entries and your email and telephone numbers may be used for communication about news/work at the range for closure, competition entries/results and other important notices etc. Your name/address and email address may be shared with our current National Governing Body (NSRA). Your personal data will not be passed to anyone else outside the Association and your email will only be given to someone outside the Association with your permission.
The Lawful reasons for processing your data.
We have two lawful reasons for processing your data, which are:
(a) Processing of your data is necessary for the administration of your membership contract, League and Open competition entries.
(b) You have given consent to the processing of your data by signing our privacy statement for the specific purposes set out in this policy.
The tables below give further explanation of which lawful reason applies to which data, why we collect it and who we may be required to share it with. The Association will make every effort to ensure data is only shared with organisations that are GDPR compliant.
What Information we collect, why we collect it, and who we share it with
In addition to the reasons stated below we may have to disclose your data where we have an inescapable legal obligation.
Data processed under our legal obligation
Maintain a register of attendance of all members
Also see https://www.gov.uk/government/publications/approval-of-rifle-and-muzzle-…
Type of information
- Members, probationary members and shooting guest’s names and address.
- Date of birth
Purpose
- To meet our legal obligations and for League and Open competition entries.
Shared with
- Committee and associated working groups
- Police and/or Home office representative
Please note data processed for compliance with the Firearm Amendment Act 1988 must be kept for 6 years from the end of your membership and is therefore exempt for your right to erasure under GDPR.
Data processed as a requirement of managing your membership
Type of information
Member’s, probationary members and shooting guests, address, telephone numbers, e-mail address
Purpose
Managing the Member’s membership of the Association and insurance purposes. League and open competitions
Shared with
Committee and associated working groups
Type of information
Date of birth / age related information.
Purpose
Managing membership categories which are age related. League and Open competitions
Shared with
Committee and associated working groups
Type of information
Gender.
Purpose
Provision of adequate facilities for members.
Shared with
Committee and associated working groups
Type of information
Disabilities
Purpose
Provision of adequate facilities for members.
Shared with
Committee and associated working groups
Type of information
Member’s photograph
Purpose
Included on Membership card and membership records
Shared with
Worn while on Association premises for anyone to see.
Type of information
Qualifications
Purpose
RCO, Instructor and Coaching qualifications for quality assurance purposes
Please note data processed for compliance with insurance purposes must be kept for 30 years from the end of your membership and is therefore exempt for your right to erasure under GDPR.
Data processed with your consent
The Association will seek consent in the application form before processing any information as outlined below.
Type of information
Member’s, probationary members and shooting guests, address, telephone numbers, e-mail address
Purpose
Managing the Member’s membership of the Association. Leagues and Open competitions.
Shared with
NGBs and other shooting organisations e.g. British Shooting, County Associations etc.
Type of information
Date of birth / age related information.
Purpose
Managing membership categories which are age related. Age related competition opportunities
Shared with
NGBs and other shooting organisations e.g. British Shooting, County Associations etc.
Type of information
Gender.
Purpose
Provision of adequate facilities for members. Gender related competition opportunities
For the purposes of reporting gender data.
Type of information
Disabilities
Purpose
Provision of adequate facilities for members. Providing competitive and other opportunities.
Type of information
Qualification
Purpose
RCO, Instructor and Coaching qualifications for quality assurance purposes
Type of information
Scores
Purpose
For performance measures related to competition and selection. League website.
For media publicity of events
Type of information
Photos and videos of members and their firearms
Purpose
Putting on the Association’s website and social media pages and using in press releases.
Shared with
With permission of the members in each instance.
Type of information
Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.
Purpose
Managing coaching, instruction and supervision of shooting activity
Shared with
Members, probationary members, other clubs and shooting associations and NGBs
Type of information
Member’s name, address, telephone numbers, e-mail address
Purpose
Website access and newsletter distribution
Shared with
Web and newsletter publishers – members consent will be requested separate to membership/renewal
The Association may be asked to share personal information we process about an individual and the name, address and email address with an appropriate National Governing Body (NGB). These include the NSRA.
Enquiries and other communications with the Association
When enquiring about the Association we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the Association will only be retained for a period of time appropriate to the content or request. Association emails will be purged on a regular basis. People added to the Association list for membership will be informed and asked for permission to store that data at that point.
Children
Parents or guardians signing the probationary or full membership form are giving their permission for the data to be used as described elsewhere in this policy.
How we protect your personal data
The Data Controllers will process membership information electronically and hold all information on a database on secure computers. A backup of this information will be held on USB Sticks and other devices. Paper copies of data will be held at the controller’s houses and secured in locked filing cabinets/drawers. If it is necessary to transport data it will be kept secure.
Coaches and instructors will also process and hold information pertaining to people under their instruction and necessary information will be made available to coaches and instructors only as required.
For any on-line payments which we take from members, probationers, visitors and guests we will use a recognised online secure payment system.
In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.
Request to see your personal information
If you wish to know what personal data the Association holds please email the Secretary at secretary@cambridgeshireshooting.com and he/she will respond within 14 days of the request (depending on availability).
Accuracy and retention of data
Each individual member is responsible for keeping the Secretary, Treasurer, League Secretary, Stats Officer, Open Meeting Sec, Trophy Officer, Rifle and Air Captains informed of changes to their data (e.g. address/telephone number etc. and this is updated at least once a year at renewal and you are at that time authorising the club to hold such data on file.
The data is kept on file at the Secretary’s, Treasurer, League Secretary, Stats Officer, Open Meeting Sec, Trophy Officer, Rifle and Air Captains home addresses and in a secure area on the Association websites to enable electronic renewals and League and open competition entries. The data will be normally be kept for up to 7 years. It may be kept for a longer period for reasons of legal and civil action or other ongoing case management. Name, address and length of membership will be kept for up to 30 years for management of historical insurance claims. Names and scores may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.
CCTV Images
CCTV is used to record activities on the range of the Association in the interest of safety and crime prevention. All images are stored onsite in the locked office where the system is kept. The images/data are stored for 7 to 14 days and then these are over written. For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about club and Association members, customers and offenders and suspected offenders, members of the public and those inside, entering or in the immediate vicinity of the area under surveillance. Where necessary or required this information is shared with the data subjects themselves, employees and agents, service providers, police forces, security organisations and persons making an enquiry. Any complaints which rely on this about theft/bullying/abuse etc. must therefore be made within 7 to 14 days of the incident otherwise the images will have been overwritten.