Police Sport UK Shooting Section
General Data Protection Regulations
About this policy
This policy explains when and why we, Police Sport UK Shooting Section, collect personal information about our users and how we use it; keep it secure and users rights in relation to it. We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities provided by Police Sport UK Shooting. Normally this will be through some level of competition entry.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check the Police Sport UK Shooting website www.psukshooting.org 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).
For the purposes of the GDPR, the Competition Secretary will be the “controller” of all personal data we hold about users. 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.
You have rights under the GDPR:
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 manage your entry; when you apply to enter our competitions and for any appropriate notifications as required by law. In general, your personal data will only be used for the purposes of competition management (invitations etc.) and your email and telephone numbers may be used for communication about news, competition entries/results and other important notices etc. Your name may be shared with current National Governing Bodies (NGB’s) in shooting sport in exceptional circumstances [Potential Record Scores/ issues of public safety]. Your personal data will not be passed to anyone else outside the organisation save for issues of public safety; and your email will only be given to someone outside the organisation with your express 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 legal obligations – viz: Firearm Amendment Act 1988 c.45 Exemptions Section 15 – Firearms clubs . . . . should the need arise
(b) Processing of your data is necessary for the administration of your competition entry contract.
(c) You have given consent to the processing of your data by opting in on our competition entry forms.
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 or where we believe that there is an overriding issue of public safety.
Please note data processed for compliance with the Firearm Amendment Act 1988 must be kept for at least 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 entries
Please note data processed for compliance with insurance purposes must be kept for 30 years from the end of competition completion and is therefore exempt for your right to erasure under GDPR.
Data processed with your consent
The club will seek consent in the application form before processing any information as outlined below.
The club may be asked to share personal information we process about an individual with the NSRA. Currently we only share members names.
How we protect your personal data
The Data Controller will process membership information electronically and hold all information on a database on encrypted/password protected storage media. An encrypted/password backup of this information will be held by the membership secretary. Paper copies of data will be held under secure arrangements. 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.
For any on-
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/she 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 each time you enter one of our competitions and you are at that time authorising the organisation (Police Sport UK) to hold such data on file.
The data is kept on file under the Secretary’s control. The data will be normally be kept for up to 7 years following the competition completion. It may be kept for a longer period for reasons of legal and civil action or other ongoing case management. Name, address and dates of competition 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.