PAC Data Privacy Policy
Last Updated 31.07.2025

1.What this Data Privacy Policy covers

Organisations that hold personal data on persons living within the European Union must conform to the EU General Data Protection Regulation (GDPR). Portsdown Archery Club is legally compelled to protect any personal data held by the Club. In this document, references to ‘the club’, ‘we’ or ‘us’ relates to the organisation known as Portsdown Archery Club.

This document outlines in accordance with the GDPR how we will collect, hold and use the personal data of club members and where applicable and only following written consent the data of parents or legal guardians of junior club members. This document will also detail how personal data of those archers visiting the club for tournaments will be held.

2.Who we are

Portsdown Archery Club is a private archery club administered on behalf of the members by an annually elected committee. Portsdown Archery Club is affiliated with the governing body for target archery in the United Kingdom, Archery GB and abides with all policies and bylaws put in place by this body.

Archery GB is the national governing body for archery in Great Britain. Archery GB is responsible for all levels of archery within the UK from elite to development level. Archery GB is the Umbrella organisation for English Archery Federation, Archery Northern Ireland, Scottish Archery and Welsh Archery Association.

Portsdown Archery Club operates the website https://www.portsdownarcheryclub.com/ (the “Website”).

Portsdown Archery Club is a data controller under the data protection rules and in accordance with the GDPR legislation has a Data Protection Officer. The contact details for our Data Protection Officer are available on the Website.

3.Information we gather

As an organisation Portsdown Archery Clubcollects certain personal data about members, parents, legal guardians and visiting archers through the following activities

Membership application forms
Entries to competitions hosted and administered by Portsdown Archery Club
Scores submitted for club records or award schemes

Where appropriated this information is shared with the following affiliated entities,

Archery GB,
Southern Counties Archery Society
Hampshire Archery Association.

Details of the specific data collected for each activity is presented in the following sections

4.Membership applications and renewals

When you become a member or renew your membership of Portsdown Archery Club you will provide the club with the following personal data

Your name
date of birth
postal address
email address
phone number
financial and credit card information
a personal description
disability
ethnicity

Additional data requested may include

your archery qualifications, award history
And where applicable and necessary CRB / DBS / PVG checks that have been undertaken and a photograph.

5.Competitions hosted and administered by Portsdown Archery Club

When you enter a competition hosted by Portsdown Archery Club the following information may be collected by the tournament organiser and where required by Archery GB shared with online based scoring systems such as Iansoe (www.Ianseo.net).

Personal data collected by the Tournament organiser will include the following

First Name
Surname
Gender
Bow style
Date of Birth / Age category
Email
Address
Phone number
Club (and ID)
County (and ID)
Region (and ID)
Round (unless defined by age)
Disabled (Y/N)
Disability info

The following information will be shared with the online scoring system

First Name
Surname
Gender
Bow style
Date of Birth / Age category
Club (and ID)
County (and ID)
Round (unless defined by age)

Portsdown Archery Club publish all results of competitions hosted by the club on the website. The following information will be published on the website in conjunction with any competition

First Name
Surname
Gender
Bow style
Age category
Club

In accordance with our competition entry documentation, photography and video may be taken by representatives of the tournament organisers at events, and these images may be used on our website, social media platforms and promotional / internal documents. Portsdown Archery Club Data Protection Officer must be contacted should an archer wish to have his or hers image removed from the website.

6.How we may use your personal data

We rely on the legitimate interest basis to use your personal information in some circumstances. For example, when you apply to become a member of Portsdown Archery Club , we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a member as explained on the Website regarding features of being a member.

We also rely on obtaining your consent to use your personal information. For example, we will seek your consent to receive information via email and post about Portsdown Archery Club .

We may use your information for a number of purposes including the following:

Compliance with legal, regulatory and corporate governance obligations and good practice
To provide you with information about our work or our activities that you have agreed to receive
Ensure we know how you prefer to be contacted
Keep a record of your relationship with us.

We will use the information you give us to:

Perform services you have requested (such as providing you with Membership Benefits or providing you with information you have asked for)
Administer the sport of Archery, such as applying for and renewing membership with affiliated and governing bodies
Provide you with information about other goods and services that we offer
Notify you about changes to our service, including but not limited to any changes to the Member Benefits
For any other reasonable purposes of Portsdown Archery Club, acting always in accordance with the data protection law (as amended from time to time)

The club will ensure that any personal data held on our Website is presented in the most effective manner for you and for your computer and

7.Marketing

We will not use your information for marketing purposes.

8.Information Sharing and Disclosure

We may share your information with the following selected third parties:

Associate bodies such as Archery GB, County, Region only for the purpose of membership, score records and awards and in order that they may communicate with you regarding archery events only or to allow the associated bodies to manage the running of the sport in their areas
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply other agreements; or
to protect the rights, property, or safety of Portsdown Archery Club, Our Members, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. No data outside of EEA.

We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place.

We may disclose your personal information to third parties if we are under a duty to disclose your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).

9.Members under 18

If you are under 18 ensure that you have consent from a parent or guardian before giving us your personal information. When we collect data about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this data and how it will be used.

10.Holding Personal Data

We will hold personal data only for as long as required to operate the service in accordance with legal requirements of our governing body Archery GB. As soon as membership is receded the personal data of that member will be deleted.

11.Where we may store your information

The personal data that we collect from you will be transferred to and stored within a cloud based data storage system that is compliant with the GDPR and administered by the Data Protection Officer appointed by Portsdown Archery Club .

By submitting your personal data, you agree to this transfer, storing or processing.

Portsdown Archery Club will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Document.

12.Your rights

You have the right to:

Have any inaccuracies in your personal data to be corrected
Confirmation that their data is being processed
Request that we delete your personal data.
You have a right to access personal information we hold about you.

We require you to prove your identity with two pieces of approved identification, prior to making any changes to your personal data.

Any requests to access or change data must be made to the Data Protection Officer. Information must be provided without delay within one month of receipt and confirmed ID. Please provide as much information as possible about the nature of your request with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.

13.Changes to this document and the way we treat personal information

We may update the terms of this privacy document at any time, any changes will be reported in Committee Reports.

We will notify you about significant changes in the way we treat personal information by sending a document to the primary email address you have provided to us or by placing a prominent notice on our Website. By continuing membership you will be deemed to have accepted such changes.

14.Enquiries and Complaints

The Data Protection Officer is the first point of contact regarding any enquiries arising from this Document.

15.Changes to this Document

We may change this Privacy Document at any time to ensure that we are in compliance with the GDPR or legislation produced by governing bodies. If we make any significant changes in the way we treat your personal information we will contact you directly.

If you have any questions about this Privacy Policy, please contact us at portsdownarchery.master@gmail.com