Chipstead & District Rifle Club
GENERAL DATA PROTECTION REGULATION
Privacy Policy
About this policy
This policy explains when and why we, Chipstead & District Rifle 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 this section of our website www.cdrc.biz 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
(www.ico.gov.uk).
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 processed
• 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 circumstances
For more details, please address any questions, comments and requests regarding our data processing
practices to the Secretary.
Specific use and sharing of personal information
Your personal data (name, address, date of birth) will be used to notify the Police when you join the club and
for any appropriate notifications as 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 communication about news/work at the club/range closure, competition entries/results and other important
notices etc. Your name/address and email address may be shared with the National Governing Bodies for
shooting (NGBs). Excepting the afore-mentioned reasons, your personal data will not be passed to anyone
else outside the club and your email will only be given to someone else outside the club with your permission.
The Lawful reasons for processing your data
We have three lawful reasons for processing your data, which are:
(a) Processing is necessary for compliance with our legal obligation (Firearm Amendment Act 1988 c.45
Exemptions Section 15 – Firearms clubs
(b) Processing of your data is necessary for the administration of your membership contract.(c) 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 compliant.
What Information we collect, why we collect it, and who we share it with
In addition to the reasons stated below we may have to disclose your data where we have an inescapable
legal obligation.
Data processed under our legal obligation
Requirements of Home Office Approval
The club is a Home Office Approved Rifle Club. This means that the club will
• Appoint a Police Liaison Officer
• Maintain a register of attendance of all members with details of the firearm used
• Inform the Police of any person other than a guest member who has ceased to be a member for whatever
reason
• Inform the Police of any person other than a guest who has not shot at the club for a period of 12 months
• Inform the Police of any application for membership giving the applicant’s full name and address, date and
place of birth and the date on which they became a member
See also https://www.gov.uk/government/publications/approval-of-rifle-and-muzzle-loading-pistol-clubs
Type of Information Purpose Shared With
Members, probationary members, &
shooting guests names & addresses
Date & place of birth
FAC details
To meet our legal obligations
Club attendance & firearms used
• Committee & associated
working groups
• Police and/or Home Office
representative
Dates full & probationary
membership, commenced & ended
Please note that data processed for compliance with the Firearm Amendment Act 1988 must be kept for 6
years from the end of your membership and is therefore exempt for your right to erasure under GDPR.
Data processed as a requirement of managing your membership
Type of Information Purpose Shared With
Members, probationary members and
shooting guests, address, phone
numbers, & email address
Managing the Members membership of
the Club, & club insurance purposes
Dates full and probationary membership
commenced and ended
Managing the Members membership of
the Club, & club insurance purposes
Dates of birth, and age related
information
Managing membership categories which
are age related
Gender Provision of adequate facilities for
members
Committee & associated work groups
FAC details Duty of care to ensure lawful use of
firearms
Section 21 Declaration Ensuring individual compliance with
legislation
References To check applicants suitability for
membership
Disabilities Provision of adequate facilities for
members
Emergency contact details Contacting next of kin in the event of an
emergency Emergency services
Members photograph For membership records Committee & associated work groups
|
Data processed as a requirement of managing your membership – (Continued) |
||
|
Type of Information |
Purpose |
Shared With |
|
First aiders names |
To provide contact in emergency |
|
|
Qualifications |
RCO, Instructor, & Coaching qualifications, for quality assurance and insurance |
Members & probationary members |
|
Competency |
For accreditation and issue of competency cards |
|
Data processed with your consent
The club will seek consent in the membership application form before processing any information as outlined
below.
|
Type of Information |
Purpose |
Shared With |
|
Members, probationary members and shooting guests, name, address, telephone numbers, e-mail address |
Managing the Members membership of the Club |
|
|
Date of birth / age related information |
Managing membership categories which may be age related. Also age related competition opportunities |
|
|
Gender |
Provision of adequate facilities for members. Gender related competition opportunities. For the purpose of reporting gender data. |
|
|
Disabilities |
Provision of adequate facilities for members. Providing competitive and other opportunities. |
NGBs and other shooting organisations, |
|
FAC details |
Duty of care to ensure firearms are being used lawfully in club activities or premises. |
(EG) NRA, NSRA, County Associations, or British Shooting |
|
Section 21 Declaration |
Ensuring individual compliance with legislation. |
|
|
Competency |
For accreditation and issue of competency cards. |
|
|
Qualification |
RCO, Instructor, and Coaching qualifications for quality assurance purposes. |
|
|
Scores |
For performance measures related to competition and selection. For media publicity of events. |
|
|
Photos and videos of members and their firearms. |
Putting of the members section of the clubs website |
Members only |
|
Instructors name, address, email address, phone number, and any |
Managing coaching, instruction and supervision of shooting activity. |
Members, probationary members, other clubs, shooting associations, and NGBs |
The club may be asked to share personal information we process about an individual and the name, address
and email address with an appropriate National Governing Body (NGB). These include the NSRA and NRA.
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.
Children
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 ensure that membership information processed electronically shall be held on a
secure server and only accessed via secure and encrypted channels – e.g. https. The information held on
the club’s database is stored on a password protected computer. Paper copies of Application Forms and
Home Office Declarations will be held at the residential address of The Secretary, and secured in a locked
filing cabinet or, temporarily for processing, at committee member’s houses under similar conditions. If it is
necessary to transport data it will be kept secure.
Coaches and instructors will also process and hold information pertaining to people under their instruction
and necessary information will be made available to coaches and instructors only as required.
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 and he will respond within
14 days of the request (depending on availability).
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 will be normally be kept for up to 7 years but 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.
Period of effect
This policy replaces all previous versions and is effective from 01-March-2021 until further notice.