Talisman Bowmen

Privacy Policy

Talisman Bowmen (the club) is committed to protecting your personal information. References to “we”, “us” and “our” mean Talisman Bowmen. This privacy policy explains how we collect and use your personal information.

Who we are

Talisman Bowmen is a local archery club providing a range of archery activities to its club members and the local community. The club is managed by a committee as specified in the club’s constitution. We operate the website www.talismanbowmen.com (the website).

Archery GB is the national governing body for archery in the UK and we follow their rules, guidelines and codes of conduct. Our indoor and outdoor ranges are registered with them.

Hampshire Archery Association (HAA) & Southern Counties Archery Society (SCAS) are the appropriate county and regional bodies for archery.

Talisman Bowmen is a data controller under the data protection rules. The club’s Treasurer is also its Data Protection Officer.

Information we gather

Talisman Bowmen gathers certain information about you. We collect information in the following ways:

  • Membership

When you become a member of Talisman Bowmen you will give us information to enable us to process your membership application. Information may include your name, date of birth, gender, postal address, email address, telephone numbers, emergency contact details, disability, ethnicity and your archery qualifications.

When you submit scores to claim a club record, classification or achievement badge, the information we ask for may include your membership number, Archery GB number, name, date of birth, gender, postal address, email address and telephone numbers.

  • Beginners Course, Taster Session, Have-A-Go, Target Fees

When you enquire about or book a beginners’ course, taster session or target fee, you give us information to enable us to process your request. Information may include your name, date of birth, postal address, email address, telephone numbers, disability, ethnicity, your archery qualifications and club membership.

  • Competitions

When you enter a competition hosted by Talisman Bowmen, you give us information to enable us to process your request. Information may include your Archery GB number, club, name, date of birth, gender, postal address, email address, telephone number, bow type and any disability or dietary information. Some of this information may be published online in target lists and results.

  • Photography

In accordance with our competition entry documentation, photography and video may be taken at events, and these images may be used on our website, social media platforms and promotional / internal documents.

When you are at an event run by Talisman Bowmen, if you wish to take photographs, we will ask you to sign the photography register in accordance with the Archery GB policy. This information may include name, postal address, telephone number and email address. At ordinary club target days, you should ask permission from the designated field captain who will record this information on the attendance register.

  • Accidents

In accordance with our insurance obligations, if you have an accident at one of our events or locations we will make a log of this accident.

  • Information we get from your use of our website and services

Each time you visit our website we may automatically collect certain information. This information includes technical information, such as Internet Protocol (IP) addresses used to connect your computer to the internet, browser type and version, browser plug-in types and versions, operating system and platform and information relating to what pages you have viewed but this information is not held against you as an individual, it does not allow us to identify you and is used for reporting and analytics only and helps us to improve our website.

  • Financial transactions

When you make payments to the club for membership, competition entry or other services whether in cash or through our bank account this will be recorded in the club’s accounts. We will also keep a record any payments we make to you to reimburse you for any expenses or for other reasons.

How we may use your information

We will only use your information for the purpose in which your information was collected. There are six lawful bases on which we may process your data, and we rely on different ones depending on why you have given us that data: –

  • Membership

Performance of a Contract – To process your membership with us, optionally with HAA, SCAS & Archery GB, and to deal with issues arising. Performance of a Contract – To announce and/or publish your club record, classification or achievement badge. Legitimate Interest – To send you club information & other relevant information related to archery. Consent – To pass your information to Archery GB to hear about news & offers from them.

  • Beginners Courses, Taster Sessions & Have-A-Go

Performance of a Contract – To process your enquiry and attendance.

  • Competitions

Performance of a Contract – To process your enquiry and attendance, to publish target lists and results. Legitimate Interest – To send you entry forms for future events.

  • Photography

Legal Obligation – To process and record that you are taking photographs in case of an issue.

  • Accidents

Legal Obligation – To process and record that you had an accident whilst at a club activity.

  • Financial transactions

Performance of a Contract – To process your membership. Legal obligation – To keep accurate accounts of the club’s finances Legitimate Interest – To analyse and monitor the club’s finances.

Marketing

When you join Talisman Bowmen, you will automatically be added to our mailing list, this means that we can communicate to you information that is relevant to you as a member of the club. Some of these communications are essential as part of your membership of the club, for instance notices of club closure, whilst other communications may be promotional in nature. If you do not wish to receive promotional communications, you can let us know by contacting the Treasurer.

Information Sharing and Disclosure

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

  1. Bodies such as HAA, SCAS & Archery GB as required so that your affiliation with them can be processed and so that they may communicate with you regarding archery events, or to allow these bodies to manage the running of the sport in their areas.
  2. Analytics providers that assist us in the improvement and optimisation of the website, however you cannot be identified from this information.
  3. Website hosting provider and payment service providers so that we can operate the functionality on the website.
  4. Golden Records for the purposes of recording scores and classifications.
  5. Other necessary parties (eg insurers, solicitors, landlords, safeguarding bodies, appeal panels) as part of any issue arising from your membership.

We may disclose your personal information to third parties if we are under a duty to disclose or share your personal data to comply with any legal obligation, or in order to enforce or apply other agreements; or to protect the rights, property, or safety of Talisman Bowmen, 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 is shared outside of EEA. In these circumstances, we will 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.

Users under 18

If you are under 18, we will also collect the details of your parent or legal guardian. We will communicate with your parent or legal guardian and may also communicate with you as the child depending on their view.

Keeping your information

We only keep information for as long as required to operate our service to you and in accordance with legal requirements, tax and accounting rules. We may retain non-identifiable data for statistical purposes. We will keep the following specific data for these periods: –

  • Membership – Information will be retained while a member of the club and for 2 years afterwards. After 5 years this data may be anonymised and retained for statistical purposes.
  • Attendance Registers – Information will be retained for 1 year but may be anonymised and retained for statistical purposes after that.
  • Photography Register – Information will be retained for 3 years
  • Beginners’ Courses, Taster Sessions & Have-A-Go – Information will be retained for 3 years
  • Competition Entry Forms, Score & Results Sheets – Information will be retained for 1 year as required by Archery GB for record status events.
  • Competition Databases – Will be retained for 3 years to permit analysis of trends in competition entries.
  • Records, Achievements, – Indefinitely.
  • Accident Logs – Indefinitely.
  • Financial Records – 6 financial years in addition to the current financial year.

Storing your information

Talisman Bowmen will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Your rights

You have the right to: –

  1. Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact our Treasurer.
  2. Request that we delete your personal data where our lawful basis is consent based.
  3. Object to processing under the lawful basis of legitimate interest.
  4. Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please address requests to the Treasurer and we will respond within one month of receipt of both your written request and confirmed identification. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.

Changes to this policy

We may update the terms of this privacy policy at any time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website. By continuing to use our website you will be deemed to have accepted such changes.

Enquiries and Complaints

The Treasurer is the first point of contact regarding any enquiries arising from this privacy policy. Where possible, please raise all enquiries in writing. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. Talisman Bowmen will acknowledge receipt of all complaints and will endeavour to investigate the complaint within 15 working days.

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information using their online form which can be found here: https://ico.org.uk/concerns/handling/

11th February 2025