Welcome to the Ex-Waterlow Website

About this policy

This policy explains when and why we, the Ex-Waterlow Rifle Club, collect personal information and how we use it; keep it secure and your 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 at the club. Normally this will be through some level of membership.

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).

We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our Club notice board regularly for any amendments and our website: www.ex-waterlowrc.org.uk. We will only share your personal data with any third parties as outlined below.

Responsible Person

For the purposes of the GDPR, The Club Secretary, Steve Beadle (email stevebeadle1960@hotmail.co.uk) will be the “Data Controller” of all personal data we hold about club members and others. The Data Controller is responsible for making sure the club 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:

Please address any questions, comments and requests regarding our data processing practices to the Data Controller.

 

The Lawful reasons for processing your data.

We have three lawful reasons for processing your data, which are:

a) A Legal Obligation Processing is necessary for compliance with our legal obligation (Firearm Amendment Act 1988 c.45 Exemptions Section 15 – Firearms clubs)

(b) Club Administration. Processing of your data is necessary for the administration of your membership contract.

(c) Where You Have Given Consent. Where you have given consent to the processing of your data by signing our privacy statement for the specific purposes as set out in this policy or by signing a specific consent e.g. a competition entry form.

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 club will make every effort to ensure data is only shared with organisations that are GDPR compliant.

Processing Data Held as a Legal Obligation

Requirements of Home Office Approval

The club is a Home Office Approved Rifle Club.  This means that the club will

Also see https://www.gov.uk/government/publications/approval-of-rifle-and-muzzle-loading-pistol-clubs.

Specific use and sharing of personal information

Your personal data (name, address, date of birth etc.) will be used to notify the Police when you join the club and for any appropriate notifications as required by law. Your personal data including your email address will not be passed to any third party, other than those identified in Table 1, without your prior consent.

Table 1. Data Processed Under a Legal Obligation

Type of information

Purpose

Shared with

Members, probationary members and shooting guest’s names and address.

To meet our legal obligations.

  • Committee and associated working groups.
  • Police and/or Home office representative.

Date and place of birth.

FAC details.

Club attendance and firearms used.

Dates full and probationary membership commenced and ended.

Section 21 declaration.

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 for Club Administration

Specific use and sharing of personal information

In general, personal data provided for Club Administration purposes will only be used for the purposes of membership management (eg renewals); your email and telephone numbers may be used for communication about news/work at the club/range closures and other important notices. Your personal data may be shared with our landlords, the Vauxhall Rifle Club, in order that they may verify your right to enter their land. Personal data, including your email address, provided for Club Administration purposes will not be passed to any third party, other than those identified in Table 2, without your prior consent.

Table 2. Data Processed for Club Administration Purposes

Type of information

Purpose

Shared with

Member's, probationary members and shooting guests, names, address, telephone numbers, e-mail address.

Managing the member’s membership of the Club and Club insurance purposes.

Keep members informed of Club activities.

NGB, Insurers,

Committee and associated Working Groups.

Names and Addresses shared with VRC

Date of birth / age related information.

Managing membership categories which are age related.

NGB, Insurers, Committee and associated Working Groups.

Dates full and probationary membership commenced and ended.

Managing the member’s membership of the Club and club insurance purposes.

Gender.

Provision of adequate facilities for members.

 

FAC details.

Duty of care to ensure firearms are being used lawfully on club premises

Section 21 declaration.

Ensuring individual compliance with legislation

References.

 

To check the applicants suitability for membership.

Attendance records and firearms used.

Managing the member’s membership of the Club and club insurance purposes.

Disabilities.

Provision of adequate facilities for members.

Emergency contact details.

Contacting next of kin in the event of emergency.

Committee, Club RO’s  + Emergency services

Member's photograph.

May be Included on Membership card and membership records

Worn while on club premises for anyone to see.

All members and guests

First Aiders names and qualifications.

To provide a contact point in case of emergency

Qualifications.

RCO, Instructor and Coaching qualifications for quality assurance purposes

NGB, Local Associations Committee, Club RO’s 

Competency.

For accreditation and issue of competency cards

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 Where You Have Given Consent.

Specific use and sharing of personal information

Your personal data will only be used for the purpose for which it was provided. Your personal data including your email address will not be passed to third parties without your prior consent. Consent may be indicate by completing a competition entry form, by indicating a desire to enter a competition either verbally, in writing or by ‘tick-box’.

Table 3. Examples Data Processed for with Your Consent

Type of information

Purpose

Shared with

Member's, probationary members and shooting guests, address, telephone numbers, e-mail address.

As per the consent; typical examples are competition entries.

For performance measures related to competition and selection.

For media publicity of events.

Putting on the Club’s website and social media pages and using in press releases.

NGBs and other shooting organisations e.g. British Shooting, County Associations, competition and league organizers etc.

With permission of the members in each instance.

Date of birth / age related information.

Gender.

Disabilities.

Scores/averages.

Photos and videos of members and their firearms.

Enquiries and Other Communications with the Club

When enquiring about the club we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the club will only be retained for a period of time appropriate to the content or request. Club emails will be purged on a regular basis. People added to a club waiting 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

Electronic data will be held and processed securely with appropriate measures to prevent unauthorised access and protected by anti-virus software. Back-up and archive copies will also be stored securely. Electronic exchange of personal data over a public network will be encrypted; if it is necessary to transport data it will be kept secure.

Paper copes of data will be held at 11 Woodford Road, Dunstable Beds LU5 4JS. If it is necessary to transport data it will be kept secure

Other officers of the Club may also process and hold information pertaining to their role in the club administration. All such activities will be under the supervision of the Data Controller and such personal information will be made available only as required for the management of the club.

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 to a third party not identified in this policy.

Request to see your personal information

If you wish to know what personal data the club holds please email the Data Controller 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 Data Controller informed of changes to their personal data (e.g. changes of 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 will be normally be kept for a minimum of 7 years; it may be kept for a longer period for reasons of potential 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.

Competition results, including names, scores etc., may be kept indefinitely for reason of public interest and historical significance this includes both digital and physical records including on trophies, plaques and similar awards. Such records are not considered subject to the ‘right of erasure’.

CCTV Images

Where installed CCTV is used to record activities on the ranges at the club in the interests of safety and crime prevention. All images are stored onsite in a locked cabinet. The images/data are stored for two months and then over written.

For these reasons the information processed may include visual images, personal appearance and behaviours. This information may be about club 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 e.g. about theft/bullying/abuse, must therefore be made within two months of the incident otherwise the images will have been overwritten.

Ex-Waterlow Rifle Club

Privacy Policy v1.00

Effective from 25th May 2018