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Kent Woodsmen Field Target Club ( KWFTC )

General Data Protection Regulations Privacy Policy

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

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 (

Responsible person

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.

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


• 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

on availability).

CCTV Images

We do not currently use CCTV at the club site.

Members Note

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