Privacy Policy
Effective Date: 01/07/2023
This Privacy Policy describes how Wearmouth Archers (“we,” “us,” or “our”) collects, uses, shares, and retains personal data obtained from users (“you” or “your”) of the website [wearmoutharchers.co.uk] (the “Website”). We are committed to protecting your privacy and complying with applicable data protection laws, including the EU General Data Protection Regulation (GDPR) and UK data protection laws.
1. Information We Collect
We collect various types of information when you interact with our website and become a member of Wearmouth Archers. The types of information we collect may include:
Personal Information: When you sign up for membership or participate in club activities, we may collect personal information such as your name, email address, postal address, telephone number, and date of birth. This information is necessary to manage your membership and provide you with access to club services.
Website Usage Information: We collect information about your use of our website, including the pages you visit, the links you click on, and the duration of your visit. This information helps us understand how our website is being used and allows us to improve its functionality and user experience.
Device and Browser Information: We may collect information about the device and browser you use to access our website. This may include your IP address, browser type, operating system, device identifiers, and referring website addresses. We use this information to ensure the security of our website, analyze trends, and administer the website.
Cookies and Similar Technologies: Our website uses cookies and similar technologies to enhance your browsing experience and provide personalized features. These may include session cookies, which are temporary and deleted when you close your browser, and persistent cookies, which remain on your device until they expire or are deleted. Cookies help us recognize you as a member, remember your preferences, and provide tailored content. You have the option to disable cookies through your browser settings, but please note that certain features of our website may not function properly if cookies are disabled.
Additional Information: We may collect additional information that you voluntarily provide to us, such as when you contact us with inquiries, feedback, or requests for support. This information enables us to respond to your inquiries and provide the necessary assistance.
Please note that the information we collect is necessary to operate our archery club, provide membership services, and improve our website. We only collect personal information that is relevant and proportionate to the purposes for which it is collected.
2. Purpose of Data Collection
We collect your personal data for the following purposes:
Membership Management: We collect and process your personal information to manage your membership with Wearmouth Archers. This includes maintaining your membership records, communicating with you about club activities and events, and providing you with access to members-only areas of our website.
Website Functionality: We collect information about your use of our website to ensure its proper functioning and improve its features and user experience. This includes analyzing website traffic, identifying technical issues, and enhancing website performance.
Communication: We may use your contact information, such as your email address and telephone number, to communicate with you about club updates, event announcements, and other relevant information related to Wearmouth Archers. We may also send you newsletters or promotional materials if you have provided your consent or if we have a legitimate interest in keeping you informed about our activities.
Security and Fraud Prevention: We collect certain data, such as device information and IP addresses, to ensure the security of our website, protect against fraudulent activities, and maintain the integrity of our systems. This helps us identify and prevent unauthorized access, abuse, or malicious activities.
Website Customization: With your consent, we may use cookies and similar technologies to personalize your browsing experience on our website. This includes remembering your preferences, displaying relevant content, and providing tailored advertisements.
Legal Obligations: We may collect and process your personal data to comply with legal obligations imposed on Wearmouth Archers, such as archery regulations, membership reporting requirements, and other applicable laws and regulations.
We collect and process your personal data only to the extent necessary to fulfil these purposes. We ensure that your personal information is handled in accordance with applicable data protection laws and regulations, and we take appropriate measures to protect your privacy rights.
3. Legal Basis for Processing
We process your personal data based on one or more of the following legal grounds:
Consent: In certain situations, we may rely on your freely given consent to process your personal data for specific purposes. For example, when you provide your consent to receive marketing communications or when you explicitly consent to the use of certain cookies or tracking technologies. You have the right to withdraw your consent at any time by contacting us or adjusting your preferences in the relevant settings.
Contractual Necessity: In some instances, the processing of your personal data may be necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering into a contract. For example, when you become a member of Wearmouth Archers, we need to process your data to fulfil our contractual obligations, such as providing membership services and facilitating your participation in club activities.
Compliance with Legal Obligations: We may need to process your personal data to comply with applicable legal obligations. This includes obligations imposed by archery governing bodies, regional organisations, or other regulatory authorities. For instance, we may be required to share certain membership data with ArcheryGB or regional archery organisations to ensure compliance with archery regulations or to facilitate event participation.
Legitimate Interests: In certain cases, we may process your personal data based on our legitimate interests, provided that such processing does not outweigh your rights and interests. Our legitimate interests may include operating and improving our archery club, managing and enhancing our website, ensuring the security of our systems, conducting analytics to understand and optimise user experiences, and communicating with you about relevant club updates and activities. We carefully consider and balance any potential impact on your privacy rights before relying on legitimate interests as a legal basis for processing.
Please note that you have the right to object to the processing of your personal data based on legitimate interests. If you wish to exercise this right, please contact us using the information provided in the “Contact Us” section.
We ensure that any processing of personal data is conducted in accordance with applicable data protection laws and respect for your privacy rights. The specific legal basis for processing your personal data will depend on the nature of the processing activities and the context in which the data is collected.
4. Data Retention
We retain cookies and temporary data for a specified period to fulfill the purposes outlined in this Privacy Policy. The retention period may vary depending on the type of data and its specific purpose. Here are the details:
- Cookies: We retain cookies for a period of 18 months from the date of their collection, or until a clearing is completed each October, whichever comes first. After this period, the cookies will be automatically deleted from your device.
- Temporary Data: Temporary data, such as server logs or temporary session data, may be stored for a similar duration of 18 months or until the clearing process each October. This data is used for troubleshooting, security monitoring, and ensuring the proper functioning of the website.
For membership data, we adhere to the retention periods outlined in ArcheryGB codes, which govern the retention of membership information. In the event that a member requests deletion of their account, their personal data will be promptly removed from our systems. However, please note that any content provided by the member, such as comments or posts, may continue to be displayed on the website unless removed by the member or as part of a website update or content management process.
It’s important to note that these retention periods are subject to legal requirements, ArcheryGB guidelines, and the necessity to fulfill the purposes for which the data was collected. We regularly review our data retention practices to ensure compliance with applicable laws and regulations.
Please keep in mind that certain data retention obligations may exist under different legal frameworks or specific circumstances. We will handle any personal data in accordance with applicable data protection laws and respect your privacy rights.
5. Data Sharing
We understand the importance of safeguarding your personal information and strive to limit the sharing of data to the extent necessary to operate our archery club and website. We may share your data in the following circumstances:
With ArcheryGB: As a member of Wearmouth Archers, certain membership data may be shared with ArcheryGB, as required by their regulations and to uphold our duty of care as an affiliated club. This sharing of data is limited to necessary information for membership management, event participation, and compliance with archery regulations. We ensure that any data shared with ArcheryGB is handled in accordance with their privacy policies and applicable data protection laws.
With Regional Archery Organizations: In line with ArcheryGB requirements, we may share relevant membership data with regional archery organizations to support regional activities, event participation, and the administration of archery within specific regions. This sharing of data is done in compliance with applicable data protection laws and with respect to your privacy rights.
With Other Bodies as Required: In certain cases, we may be required by ArcheryGB or other governing bodies to share necessary membership data for purposes such as insurance coverage, participation eligibility, or archery event registration. This data sharing is carried out in accordance with relevant regulations, data protection laws, and the privacy policies of the respective bodies.
With Service Providers: We may engage trusted third-party service providers who assist us in operating our website, providing membership services, or supporting our club activities. These service providers may have access to your personal data only to the extent necessary to perform their services for us and are obligated to handle it securely and in compliance with applicable data protection laws.
With Legal and Regulatory Authorities: We may disclose your personal data if required to do so by law or in response to valid legal requests, such as a court order, or governmental inquiry, or to comply with applicable laws, regulations, or legal processes.
In the Event of a Business Transfer: If there is a change in ownership or control of Wearmouth Archers, such as a merger, acquisition, or sale of assets, we may transfer your personal data to the new owner or entity. In such cases, we will ensure that the transfer is conducted in accordance with applicable data protection laws and that your privacy rights continue to be protected.
Anonymised Data for Analytics: We may share anonymized and aggregated data with trusted partners, including Google Analytics, for the purpose of analyzing website usage, improving our services, and understanding trends. This data does not personally identify individuals and is used in a manner that respects your privacy.
We do not sell, rent, or trade your personal data to third parties for marketing purposes.
Please note that any data sharing is conducted in compliance with applicable data protection laws, and we take appropriate measures to ensure that your personal information is protected and handled in a secure and confidential manner.
6. User Rights
You have the following rights under GDPR and UK data protection laws:
- Right to access: You can request access to the personal data we hold about you.
- Right to rectification: You can request the correction of inaccurate or incomplete personal data.
- Right to erasure: You can request the deletion of your personal data.
- Right to restrict processing: You can request limitations on how we process your personal data.
- Right to object: You can object to the processing of your personal data.
- Right to data portability: You can request a copy of your personal data in a structured, commonly used format.
- Right to lodge a complaint: You can lodge a complaint with a supervisory authority.
7. Cookies and Tracking Technologies
We use cookies and other tracking technologies on our website. These technologies are commonly used to enhance user experience, analyze website usage, and provide relevant content. By using our website, you consent to the use of these cookies and tracking technologies in accordance with this Privacy Policy.
Essential Cookies: These cookies are necessary for the functioning of our website and enable you to navigate the site and use its features. They are typically set in response to your actions, such as setting your privacy preferences, logging in, or filling out forms. You cannot opt out of these cookies as they are essential for the proper functioning of the website.
Analytical/Performance Cookies: These cookies allow us to collect information about how visitors use our website. They help us understand which pages are the most and least popular, analyze user behavior and patterns, and improve the overall performance of our website. We may use common analytical cookies, such as Google Analytics, to gather anonymous statistical data about our website’s usage. The information collected is aggregated and does not personally identify individual users.
Functionality Cookies: Functionality cookies enable our website to remember choices you make and provide enhanced features and personalization. These cookies may be set by third-party services we have integrated into our website. For example, if we incorporate social media plugins, such as Facebook or Twitter, functionality cookies may be used to enable sharing or provide interactive features.
Advertising/Targeting Cookies: We do not currently use advertising or targeting cookies that track your browsing activities across different websites to deliver targeted advertising. However, please note that third-party services or advertisers may place cookies or utilize similar tracking technologies when you interact with their content or advertisements on our website.
Joomla 4 Cookies: As our website is powered by Joomla 4, some cookies may be associated with the Joomla 4 platform. These cookies are necessary for the proper functioning of the Joomla 4 system, session management, and security purposes. They may include cookies related to user authentication, managing user sessions, and ensuring the security of the website.
You can manage or disable cookies through your browser settings. Please note that by disabling certain cookies, some features of our website may not be accessible or may not function as intended.
For more information about the specific cookies used on our website, including their purposes, durations, and associated technologies, please refer to our Cookie Policy.
Please review our Cookie Policy for further details on how we use cookies and tracking technologies and how you can manage your preferences.
8. Security Measures
- Secure Sockets Layer (SSL) Certificate: Implementing an SSL certificate enables secure communication between the web server and users’ browsers, encrypting data transmitted over the network and protecting it from interception.
- Strong Authentication: Enforcing strong authentication measures, such as multi-factor authentication (MFA), adds an extra layer of security by requiring users to provide multiple forms of verification (e.g., password, SMS code, biometrics) to access their accounts.
- Robust Password Policies: We encourage users to create strong passwords and enforce password complexity requirements, including a combination of uppercase and lowercase letters, numbers, and special characters. Additionally, mechanisms may be in place to detect and prevent brute-force attacks.
- Regular Software Updates and Patching: We strive to keep all software, including the content management system (CMS), plugins, and other components, up to date with the latest security patches to protect against known vulnerabilities.
- Firewalls: We may utilize firewalls, both at the network level (hardware firewalls) and the application level (software firewalls), to monitor and control incoming and outgoing network traffic, preventing unauthorized access and protecting against malicious activities.
- Intrusion Detection and Prevention Systems (IDPS): We may implement IDPS tools that monitor network and system activity for potential security breaches or suspicious behavior, enabling real-time detection and blocking of intrusion attempts.
- Secure File Uploads: We take precautions to validate and sanitize any file uploads to prevent potential security risks, such as executing malicious code or overwriting critical files.
- Regular Data Backups: We perform regular backups of our website’s data to ensure that we can recover in case of data loss or security incidents. Backups are stored in a secure location separate from the production environment.
- Security Headers: We implement appropriate security headers in our website’s HTTP response to provide additional protection against cross-site scripting (XSS), clickjacking, and other common web vulnerabilities.
- Security Testing: We conduct regular security testing, including vulnerability scanning and penetration testing, to identify and address any weaknesses or vulnerabilities in our website’s infrastructure and code.
9. Children’s Privacy
Children are allowed to access the Website; however, we require verifiable parental consent in accordance with applicable data protection laws. If your child is below the age of consent (which may vary depending on your jurisdiction), please follow the steps below:
- To confirm suitability for your child’s use of the Website, please send an email to admin@wearmoutharchers.co.uk from the parent or guardian’s email address.
- We will provide a consent form for the parent or guardian to review and complete.
- Once we receive the completed consent form, we will verify parental consent and allow the child to access the Website.
- Parents or guardians have the right to review, modify, or delete their child’s personal data and exercise their rights on behalf of their child.
We take the privacy and safety of children seriously and encourage parents or guardians to be actively involved in their child’s online activities. If you believe that we have inadvertently collected personal data from a child without appropriate consent, please contact us immediately, and we will take steps to delete the information.
Please note that our services and content are primarily intended for adults and individuals above the age of consent. We encourage parents or guardians to supervise their children’s online activities and to educate them about privacy and responsible internet usage.
10. Data Controller
The Data Controller is the entity that determines the purposes and means of the processing of personal data. For the purposes of this privacy policy, Weamouth Archers acts as the Data Controller.
Contact Information:
If you have any questions, concerns, or requests regarding the processing of your personal data or if you wish to exercise any of your rights as described in this privacy policy, please contact us at:
Weamouth Archers Data Controller
9 Hollinside Square
Sunderland,
SR4 8AU
United Kingdom
Email: admin@wearmoutharchers.co.uk
Phone: 07494026711
Please note that any communication regarding data protection and privacy matters should be directed to the contact information provided above.
If there are any changes to the Data Controller’s contact information, we will update this section of the privacy policy accordingly.