Privacy Notice – For members
What we need
Scottish Archery, The Scottish Governing Body for Archery affiliated to Archery GB
Scottish Archery Association will be a “controller” of the personal information that you provide to us through your membership application form, on our website and through the various media channels that Scottish Archery utilises unless otherwise stated .2
Members’ personal data:
When you register as a member of Scottish Archery or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we may ask you for the following personal information:
payment details – bank account number,sort code,card details;
other specific personal information that Scottish Archery may request from time to time, for example, PVG membership number, IPaddress,.
Why we need your personal information – contractual purposes
Members’ personal data:
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
provide you with core member services,including notices of General Meetings, Competition Entries and Results, Voting rights at meetings, Minutes of Scottish Archery Meetings
set up your online membership account;
send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fee information.
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits. 6
Why we need your personal information – legitimate purposes
Members’ personal data:
We also process our members’ personal information in pursuit of our legitimate interests to:
promote and encourage participation in Archery in Scotland by sending members communications & booking information for upcoming competitions & events. Our competitions & events may be filmed for livest reaming purposes & your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
monitor and develop participation in Archery in Scotland by monitoring members’ engagement and participation through events and competitions and inviting our members to participatein surveys for researching and development purposes;
invite our members as award winners or guests to our annual awards, which includes asking our clubs to nominate individuals for awards and shortlisting such individuals to select the winners, who we will then contact by email];
respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Archery in Scotland including Scottish Archery’s complaints and disciplinary procedures, for example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action where necessary and relevant
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on email@example.com If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members, volunteers, participants and performance athletes for the purposes of complying with our obligations under:
our sportscotland regulatory requirements to have a clear understanding of the demographics of our membership base and ‘de-personalised’ data may be shared with sportscotland for measurement purposes;
the Equality Act 2010, which requires us to process personal information to make reasonable
Why we need your personal information – equality monitoring requirements
We are required to use our members’ personal information relating to your health, racial or ethnic origin, and other areas of ‘protected characteristics’ for equality monitoring purposes as required by sportscotland.]
We will process such personal information through aggregated and anonymised reports to identify and keep under review the existence or absence of equality of opportunity or treatment between groups of people within the same categories to promote or maintain equality within our sport.
Other uses of your personal information
We may ask you if we can process your personal information for additional purposes. For example, for members to receive Newsletters or specific promotional material. Where we do so we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
Who we share your personal information with
If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with sportscotland and Team Scotland / Commonwealth Games Scotland / Archery GB for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Volunteer Scotland Disclosure Services, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and reporting on any accidents or incidents leading to serious injury or death.
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
Scottish Archery employs third party suppliers to provide services, including payroll and staff pensions. These suppliers may process personal information on our behalf as ‘processors’ and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
Scottish Archery works with Archery GB to administer our membership database as part of which Archery GB contracts third party payment providers to process your payment on our behalf. Archery GB and its payment providers process our members’ personal information on our behalf as ‘processors’ and are subject to written contractual conditions to only process that personal information under our instructions and protect it. Please view the Archery GB privacy notice here
How we protect your personal information
Your personal information is stored on our electronic filing system and our servers based in the UK, and is accessed by our paid staff and specific volunteers for the purposes set out above. If we are required to transfer your personal information outwith the EU for the purposes of for example: entering athletes into competitions, booking travel arrangements for training camps, etc, where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.
How long we keep your personal information
Members’ personal data
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 2 years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Scottish Archery 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 for an indefinite period or in the event of a claim against Scottish Archery.
You can exercise any of the following rights by writing to us at firstname.lastname@example.org
Your rights in relation to your personal information are:
you have a right to request access to the personal information that we hold about you bymakinga‘subject access request’;
if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we corrector complete your personal information;
you have a right to request that we restrict the processing of your personal information for specific purposes; and if you wish us to delete your personal information,you may request that we do so.
Any requests received by Scottish Archery will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk