Data Protection

DERBYSHIRE COUNTY ARCHERY ASSOCIATION
Privacy Notice

Derbyshire County Archery Association (DCAA) is committed to protecting your
personal information. In this document, references to ‘we’ or ‘us’ means DCAA and
explains how we collect and use the personal information about you.

1. Who we are.
   DCAA is the county governing body for archery. DCAA is responsible for all levels of archery within Derbyshire from elite to development level.
   
   DCAA operates the website www.derbyshirearchers.com & www.derbyshirearchery.com (the “website”).
   
   DCAA is a data controller under the data protection rules and our Data Protection Officer is Tom Floyed, 28 Hollowood Avenue, Littleover, Derby, DE23 6JD. Tel 01332 271994.
   
   
2. Information we gather.
   
   DCAA gathers certain information about you which may also be used by our
   affiliated entities, namely local archery clubs, regional and national associations.
   We collect information in the following ways:
   
   a) Information you give us.
   
   When you become a member of DCAA 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.
   
   b) 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: 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 andvideo may be taken at events, and these images may be used on our website,social media platforms and promotional / internal documents.

   c) Information about you from third parties.

   We work closely with third parties (including, for example, Archery GB’sbusiness 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.

3. How we may use your information

   a) 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 DCAA we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member. eg Ensuring we know how you prefer to be contacted and to keep a record of your relationship with us.

   b) We also rely on obtaining your consent at membership renewal to use your personal information. For example, we will seek your consent to receive information via email and post about DCAA.

   c) 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.

   d) 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 Coaches. Profiling allows us to evaluate and therefore understand our members and individuals who we may have a formal relationship with such as Coaches 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. We do not carry out profiling in relation to children.

   e) We may use the information we get from your use of our Website and service 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 DCAA, acting always in accordance with the data protection law (as amended from time to time).

   f) We will use the information you give us to:

   1. perform services you have requested (such as 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 the Data Protection Officer;
   5. notify you about changes to our service;
   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 DCAA, acting always in accordance with the data protection law (as amended from time to time).

4. Information Sharing and Disclosure

   a) We may share your information with the following selected third parties:

   1. Associate bodies such as Archery GB, 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. Analytics and search engine providers that assist us in the improvement and optimisation of our website.

   b) We may disclose your personal information to third parties:

   1. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply other agreements;
   2. to protect the rights, property, or safety of DCAA, 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 will be disclosed 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 DCAA’s policies and procedures.
   

5. 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 veryclear as to the reasons for collecting this data and how it will be used.

6. 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

7. Where we may store your information

   The data that we collect from you will be transferred to, and stored in DCAA’s online systems. Hardcopy information is archived at the Derbyshire Records Office, New Street, Matlock. By submitting your personal data, you agree to this transfer, storing or processing. DCAA 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.

8. 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 Officer 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 Officer 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. We cannot release information provided by a third party without their consent.

9. Changes to this notice and the way we treat personal information

   We may update the terms of this privacy policy 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.

10. Enquires and Complaints

    The Data Protection Officer is the first point of contact regarding any enquires arising from this Privacy policy. 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. DCAA will acknowledge receipt of all complaints and will endeavour to investigate the complaint within 15 working days All complaints should be sent to: DCAASecretary@gmail.com or 28 Hollowood Avenue, Littleover, Derby, DE23 6JD.

    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/. Helpline 0303123 1113.