Data Protection and Privacy Statement

Dover Castle Archers (hereafter referred to as ‘DCA’) is committed to protecting the privacy of personal information relating to DCA members, correspondents to DCA and any related activities. This Data Protection and Privacy Statement explains how DCA will use any personal information we collect in relation our members, the administration of DCA and associated activities, which satisfies the requirements of the EU General Data Protection Regulation 2016 (GDPR) and the UK Data Protection Act 2018. (DPA).

DCA will collect and retain personal information about its members. This will usually be limited to the name, address, telephone / mobile number and e-mail address of each member.  The collection and retention of any additional personal information will be justified in relation to specific activities of DCA and will be agreed with individual members, as appropriate. Annually, each DCA member will be asked to provide their explicit consent in relation to the retention and legitimate use of their personal information, when renewing their DCA membership.

Personal information relating to junior members of DCA will be collected and retained in the same way, but the required explicit consent will be obtained from the junior member’s parent, guardian or responsible adult.  This applies to any members of DCA who are under the age of eighteen.

The retention of member’s personal information is justifiable in relation to the consent provided by each DCA member. This information will be retained for the duration of membership to DCA and for a period not exceeding one year following the termination of membership.

Any correspondents enquiring about the activities of DCA or associated archery training courses, via the DCA website will be asked to confirm their consent for DCA to retain their information when they submit an online contact form.  Correspondents will also be asked for their consent for DCA to retain their personal information if they formally correspond using an alternative method.

The retention of correspondents’ personal information is justifiable in relation to the explicit consent they provide when contacting DCA. This information will be retained for a period not exceeding one year, unless the correspondent subsequently joins DCA as a member.

DCA is the Data Controller for all personal information relating to its members and other correspondents.

DCA will also use the personal information described above for justifiable data processing purposes, including to administer the activities of DCA, to provide information in relation to forthcoming events or details of previous events, to provide minutes of DCA meetings and in association with training courses that DCA offers. DCA will usually be the direct data processor for these activities, however, in certain circumstances DCA will provide information to related third parties, who have a legitimate interest in processing the personal information provided, including Archery GB, The Kent Archery Association and The Southern Counties Archery Association.  DCA will not share any personal information with any third parties who do not have a defined legitimate interest.

DCA has nominated Colin Duncan, the DCA Secretary as the person responsible for the protection and privacy of the personal information it collected and retains.  Any enquiries in relation to the collection, use and retention of personal information by DCA should be address to Colin Duncan at secretary@dovercastlearchers.com

Members and correspondents have the right to access the information that DCA has collected and retained about them.  Members can request access to this personal information by contacting Colin Duncan, the DCA Secretary at secretary@dovercastlearchers.com  DCA will provide a copy of all the personal information we hold.  This will be sent electronically to the DCA member, unless an alternative method is expressly requested.

If members or correspondents believe that the information DCA holds about them is incorrect, they can contact DCA and request that the information is reviewed and amended to ensure its accuracy.  Any requests will be responded to within thirty days of receipt.  The rights of data subjects are explicitly defined in the GDPR regulation in relation to the confirmation of information that is processed, the right to rectification, erasure, restricted and third-party processing of this information, which DCA acknowledges. 

The right of junior members will be managed using the same process, but requests for access to personal information must be made by the junior members parent, guardian or responsible adult.

All data subjects have the right to contact the UK Information Commissioners Office (ICO), who is the national regulator for data protection and privacy matters, if they are dissatisfied with the outcome of any reasonable request they have made to a data controller in relation to the personal information that is held or processed. 

Information on how to contact the ICO can be found at www.ico.org.uk