Copyright © 2010 - 2018 Kent Woodsmen FTC. All Rights Reserved
Kent Woodsmen Field Target Club ( KWFTC )
About this policy
This policy explains when and why we Kent Woodsmen Field Target Club collect
personal information about our members and how we use it; keep it secure and club
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 at the club. 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. You are advised to check our Club notice board and web site regularly
for any amendments www.kentwoodsmen-ftc.co.uk.
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).
For the purposes of the GDPR, The Club Secretary will be the “controller” of all
personal data we hold about club members and others. The Secretary 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.
You have rights under the GDPR:
• To access your personal data
• To be provided with information about how your personal data is
• 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
For more details, please address any questions, comments and requests regarding our
data processing practices to the Secretary.
Accuracy and retention of data
Each individual member is responsible for keeping the Secretary 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 home address and in future may be held on
a secure area on the club’s website to enable electronic renewals. An encrypted
backup copy on a USB stick is held by another committee member. The data will be
normally be kept for up to7 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.
Specific use and sharing of personal information
Your personal data (name, address, date of birth) will be used for any appropriate
notifications as may be required by law.
In general your personal data will only be used for the purposes of membership
management (renewals etc.) and your email and telephone numbers may be used for
communications about news/work at the club/range, closures, competition
entries/results and other important notices etc. Your name/address and email address
will be shared with our current National Governing Body (NSRA). Your personal
data will not be passed to anyone else outside the club and your email will only be
given to someone outside the club 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
(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 club will
make every effort to ensure data is only shared with organisations that are GDPR
In addition to the reasons stated below we may have to disclose your data where we
have an inescapable legal obligation.
Data processed as a requirement of managing your membership
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.
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.
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 Controller will process membership information electronically and hold all
information on a database on an encrypted removable USB drive. A backup of this
information will be held on an encrypted memory device by another committee
member. Paper copes of data will be held at the Club Secretary’s house and secured
in a lockable case. If it is necessary to transport data it will be kept secure.
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 club holds please email the Secretary
(appropriate email) and he/she will respond within 14 days of the request (depending
We do not currently use CCTV at the club site.
When you sign the KWFTC membership form you are agreeing to your data
being processed, held and used as defined in this policy.
This policy was last reviewed and updated on 22/11/2019