Cornwall Target Shooting Association
General Data Protection Regulations
Privacy Policy
About this policy
This policy explains when and why we Cornwall Target Shooting Association (CTSA) collect personal information about affiliated members and how we use it; keep it secure and affiliated member’s rights in relation to it. This includes the charity trustees, officers of the main and sub-committees, affiliated club contacts/members, visitors and guests. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities of the CTSA. Normally this will be through some level of affiliation or entry to competitions and any CTSA social or award presentation events.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised that it can be found on the CTSA website (ctsa.org.uk) and should be checked regularly for any amendments. Changes will however, be advised by e mail to those persons on our register. 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). And the NSRA website (www.nsra.co.uk).
What is Personal information
Personal information broadly means information that identifies (or which could, with other information that we hold or are likely to hold, identify) a living individual.
Responsible person
For the purposes of the GDPR, The CTSA Main secretary and sub-committee secretaries will be ‘controllers’ and ‘processors’ of all personal data we hold about affiliated members and others. The CTSA Coaches, Instructors and captains are also processors of some relevant personal data. Secretaries are responsible for making sure the CTSA 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.
CTSA Charity Trustees and Officers data
Personal details of CTSA trustees and officers are collected to inform the charity commission where required, for effective communication purposes, insurance and for the administration and management of the CTSA.
CTSA Committee members
Personal details are kept mainly for communication, notifications and insurance purposes.
Affiliated club members data
Personal details of Individual members of affiliated clubs are collected for insurance, legal and management purposes and used to identify coaching/training needs, gender and statistics. On CTSA competition entry all competitors will provide name, club, age (if relevant for Junior or Veteran entry) gender, telephone number, address or email and, where required, their shooting average. Additional information is requested to be provided to the secretary indicating discipline undertaken and any relevant qualifications currently held. Individual personal consent will be documented and held on record.
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 Main Secretary.
Specific use and sharing of personal information
Personal data of Main Trustees (name, address, gender, D.O.B, telephone and e mail) will be used to notify the Charity Commission as required by law. It will also be used along with other officer’s personal data for administering the CTSA, communicating, reporting and keeping of records
Main Trustees personal details including D.O.B. are required to be shared with the Charity Commission whilst, for others, your name/address and email address may be shared with our current National Governing Bodies (NSRA, NRA). Your personal data will only be used as stated in this CTSA privacy policy and your email will only be given to anyone else with your permission.
In general, your personal data will only be used for the purposes of association management (affiliation renewals etc.) and your email and telephone numbers may be used for communication about news/range issues/competition entries/results and other important notices.
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 (Charity Commission)
(b) Processing of your data is necessary for the administration of your affiliation 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 association 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 Charity Commission:
| Type of information | Purpose | Shared with |
| Trustees: Name, D.O.B, Address, Telephone & Email |
To meet our legal obligations |
|
|
|
Requirements for Administration of the Association & managing Affiliations
| Type of information | Purpose | Shared with |
| Trustees, Officers and all committee members: Name, Telephone number, and Email.
|
Insurance, Management and Administration of the CTSA and its Affiliated members
Effective Communication. |
Committees and associated working groups
CTSA Website |
| Trustees, Officers & Committee member addresses | Organisation and Communication | Trustees, Charity Commission & Officers |
| Gender. | Provision of adequate facilities for members. | Club and Range managers |
| Emergency contact details. | Contacting next of kin in the event of emergency. | Emergency services |
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.
Requirements for competition entry and publication of results
Entrants to CTSA organised competitions will need to consent to certain personal information being stored and used.
| Type of information | Purpose | Shared with |
| Name, Age Category and shooting average | Identification; competitor eligibility; classification scoring results and publication/recording results
Award of Trophies |
Committee members; All other competitors, CTSA website, affiliated clubs and possibly permanently engraved on trophies
Media for publication to general public and attendees at award events. Committee and competition organisers Retained in Historical records |
| Gender | To ensure adequate facilities and eligibility for Gender related competition opportunities | |
| Emergency contact | In Case of medical emergency | Emergency services |
Data processed with your consent
The CTSA will request that you submit your personal data to validate that it is current and accurate and will need your positive consent documented on record to continue to communicate with you and before storing and processing any information as explained in this policy. A proforma for this is being sent to all Trustees, Officers, affiliated club contacts and committee members who are a part of the CTSA association to update records and seek consent to use.
Competition entrants will consent at time of entry submission.
| Type of information | Purpose | Shared with |
| Name; Address; Telephone Email | Insurance, Management and Administration of the CTSA and its Affiliated members and Effective Communication. | NGBs and other shooting organisations e.g. British Shooting, County Associations and Affiliated clubs |
| Date of birth / age related information. | Age related competition opportunities | |
| Gender. | Provision of adequate facilities for members. Gender related competition opportunities
For the purposes of Reporting gender data. |
|
| Shooting classification or average | For competition purposes, classification or handicap | |
| Qualification | RCO, Instructor, Marking and Coaching qualifications for quality assurance purposes, training and statistics | |
| Scores | For performance measures related to competition and selection.
For media publicity of events |
|
| Photos and videos of members and their firearms | Putting on the Club’s website and social media pages and using in press releases. | With permission of the members in each instance. |
| Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience. | Managing coaching, instruction and supervision of shooting activity | Members, probationary members, other clubs and shooting associations and NGBs |
Please note 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.
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 National Small-Bore Rifle Association; National Rifle Association and Sport England.
Enquiries and other communications with the CTSA and affiliated clubs
When enquiring about the CTSA we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the CTSA will only be retained for a period appropriate to the content or request. Association emails will be purged on a regular basis.
Children
Parents or guardians signing an entry 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 and Processors will process membership information electronically and hold all information on relevant databases (either for affiliation, management/administration or competition on secure computers. Backups of information may be held on separate hard drives or other suitable medium (Paper copes etc.) and data will be held securely at homes of those with responsibility for using and processing such data.. 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 CTSA holds please email the Secretary at les.sayers@talktalk.net and he/she will respond within calendar 1 Month of the request (depending on availability).
Accuracy and retention of data
Each individual affiliated member is responsible for keeping the CTSA 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 association to hold such data on file.
The data is kept on file at the homes of relevant Trustees and Secretary’s with data relevant to competition being on the CTSA website. Trustees, Officers and Affiliated member data will normally be kept for up to 5 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, results archives on web sites and other forms of media.
CCTV Images
Live CCTV is sometimes used to monitor activities on ranges at some events in the interests of safety. No recordings are taken, and no images are retained.
Signed:..L Sayers Name: _L Sayers
Date: 19th. May 2018
CTSA Hon Sec.