Who is responsible
Bowmen of the Tors is responsible for club information
The club is the data controller. The Committee is collectively responsible for compliance, and the Club Secretary is the policy owner and manages day-to-day privacy enquiries on the Committee's behalf.
Questions, rights requests or data-protection complaints can be sent to contact@bowmenofthetors.co.uk.
What we keep
Only the information needed for a clear purpose
The online club system may hold your name, club number, membership type and status, joining and renewal dates, and the secure identifier that links your membership to your login.
You may choose to add your Archery GB number, broad age category and usual bowstyle. Score submissions may include round details, scores, comments and a privately stored score sheet.
The website membership database does not store your postal address, telephone number, date of birth or a duplicate contact email address.
Supabase Authentication must hold the email address used to operate your login. If an officer enters an email to send an invitation, the club membership database does not save that address.
The general system does not store card or bank details, identity documents, DBS certificates, medical histories or safeguarding case files.
Information used for other club activities
Depending on the activity, the club may also use:
- membership and contact information held in Sport80;
- course, taster-session or shooting-session booking information;
- the information included in an email enquiry;
- tournament entry, target-list and result information;
- photographs or coaching video where the appropriate information and permissions have been provided; and
- scores, handicaps, classifications, postal competitions and progress awards.
Health, disability or accessibility information is collected only when genuinely needed. Detailed medical and safeguarding information must not be entered in general member profiles, score notes or uploaded score sheets.
Why we use it
To provide membership services and maintain club records
We use personal information to administer membership and subscriptions, register members with Archery GB and affiliated bodies, organise courses and tournaments, answer enquiries, provide secure member access, review submitted scores and maintain necessary sporting records.
The lawful basis depends on the activity. It may be contract for membership services, legitimate interests for proportionate club administration and sporting records, legal obligation where the law requires a record or disclosure, or consent for a genuinely optional use such as promotional photographs.
We do not plan to make legal or similarly important decisions about members using solely automated processing.
How long we keep it
Not for longer than it is needed
These are the club's normal maximum periods. A record may be kept for less time, or longer where the law, an active complaint, a dispute, safeguarding, insurance or another recorded reason requires it.
- Membership paper forms: until the next renewal or for up to 12 months after membership ends.
- Finance and subscription records: normally 6 years after the end of the relevant financial year where required.
- Beginners' course paper forms: held securely by the lead coach while the course is running and securely destroyed when the course ends.
- People who do not take a course place: deleted within 2 weeks after the course starts.
- Electronic booking information: no more than 12 months from booking.
- Email enquiries: when resolved and within 6 months, unless they become part of another justified record.
- Tournament records: paper entries for up to 12 months; electronic contact lists until the next event or no more than 24 months; club-controlled target lists and results normally for 36 months.
- Portal profile and login: while membership and portal access are required, then disabled, deleted or anonymised promptly after necessary checks.
- Score-sheet evidence: normally deleted within 12 months after the final review decision, unless temporarily needed for a query, appeal, verification or legal claim.
- Approved scores: may be retained as club sporting history while that purpose remains justified. Rejected test or withdrawn scores are deleted or anonymised no later than 12 months after the final decision.
Information is securely destroyed, deleted or anonymised when there is no longer a reason to keep it.
Your rights
You can ask us about your information
Depending on why information is used, you may have rights to receive a copy, correct it, ask for deletion or restriction, object to processing, or receive portable data. You may withdraw consent where consent is the basis used.
Email contact@bowmenofthetors.co.uk. We will normally respond within one month. If you remain unhappy, you can complain to the Information Commissioner's Office or telephone 0303 123 1113.
Security and incidents
Access is restricted by account and club role
The system uses individual accounts, database row-level security, role-based access, private score-evidence storage and server-side protection for privileged credentials. Access is removed when it is no longer needed and reviewed within 2 weeks of a Committee change.
Suspected loss, disclosure, alteration or unauthorised access should be reported immediately to the Club Secretary or Chair. We will contain and record the incident, assess the risk, and notify the ICO and affected people where the law requires it.
Review status
Plain-English notice updated 15 September 2026 to match the club's Data Protection Policy version 3 committee approval draft. The approval date, effective date and committee minute reference will be added when the policy is formally approved.
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