Policies regarding Newhaven Archery Club (v2025). This page is currently being updated following the addition of a separate liability insurance policy for Newhaven Archery Club.
GDPR:
Newhaven Archery Club (NAC) is fully committed to compliance with the data protection legislation and to maintaining the confidentiality of personal information. The information set out below relates to the personal data given by NAC members to NAC only. If an archer also has Archery GB (AGB) membership please refer to the AGB Privacy Policy via their Resources page.
Identity & Contact data: All members of NAC are required to share the following information for insurance, and communication purposes: first name, last name, DOB, preferred gender, address, email address and phone number. This information is kept and maintained by the club secretary and may be shared with other members of NAC committee for the purpose of running the club. For example, the Records Officer will require certain profile data about each member such as name, gender, bow style and age for keeping a club record of scores and appropriately assign classifications and handicaps. Profile data is kept on a 3rd party database; Golden Records. Only Golden Records staff, the Records Officer and the club Secretary have access to all the information on Golden Records. Individual users will only be able to see and maintain their own profiles. The Golden Records Privacy Policy can be found here.
Any member of the club has a right to request, and be informed, about what information is stored about them.
NAC does not require its members to disclose information regarding race, religion, or sexual orientation. For the purposes of receiving classifications and/or handicaps under AGB regulations, an archer may be asked to disclose their gender at birth.
By agreeing to membership with NAC, members are also affiliating with Sussex County Archery Association (SCAA) and Southern Counties Archery Society (SCAS). Only relevant personal information regarding an archer will be shared with these affiliated organizations for the purposes of coaching, workshops, postal leagues or competitions.
Coaches and safeguarding officers are required to have a DBS, CRB and/or PVG check. The information from this check is shared with AGB, SCAS and SCAA. NAC will confirm or deny the presence of this check if requested by a member or outside party, but will not share the details without the consent of the owner of the check.
NAC does not share personal details to any other organization without the member’s consent. Where possible, this consent will be requested in written form whether this is an email, text or via social media.
Financial data: NAC does not keep any bank details of its members or visitors. Archers pay club fees by standing order, BACS payment or occasionally in cash. Following a refund by NAC, the treasurer does not keep bank details stored without the person’s consent, but transaction data may be retained for an indefinite period. This is to ensure that NAC retains a record of those archers who have made a returnable deposit for equipment.
Social media: NAC maintains a Facebook account, Whatsapp group and website. The Facebook is currently set to “Private” and members looking to join have to be approved by an admin. Contents of the Facebook page cannot be seen by those outside of the accepted group. The WhatsApp group is currently monitored by 2 admins from NAC committee. Joining members are informed that their phone number will appear to all members of the group. NAC does not collect any technical data from members of the WhatsApp group. Under 18s are not permitted to join the WhatsApp group. NAC also maintains its own website where members have their own separate log in area. This website is maintained by the NAC “Webmaster” who is a committee member.
Keeping records: Data kept by the secretary is stored on an encrypted USB stick and/or locked files on a PC. Financial data kept by the treasurer is stored in a locked file or via bank statements. The secretary and treasurer also have access to Sport80 and can see any data regarding archers who have affiliated with Newhaven Archery Club. Profile data kept by the Records Officer is stored in Golden Records (3rd party database).
Once an archer leaves NAC, that archer is removed from the membership list and email mailing list and will no longer receive regular contact from NAC. If this data is also on Sport80, that archer will be “archived”. It is not possible for NAC to delete archers from Sport80, but that information will no longer be seen by NAC when the archer changes club. NAC will retain the email address of the archer for up to 3 years for the purposes of (for example) dealing with follow up requests, reclaiming club property, dealing with refunds etc. That archer’s name may still be kept in the club scores record archives, but that archer has the right to request all information to be deleted. For Beginner’s course participants; names, DOB and email addresses may be retained by NAC for up to 3 years following the archer’s departure. This is so a reference can be supplied for another archery club who request evidence of experience.
An archer who has left NAC has the right for immediate deletion of all personal information, and maintain the ‘right to be forgotten‘.
Safeguarding:
NAC is committed to encouraging a welcoming, safe and open environment for all of its members, their friends and family.
NAC coaches and safeguarding officer are affiliated with AGB, have completed the “Safeguarding in Sports” training required every 3 years and follow the AGB Code of Conduct. They are also required to have a DBS, CRB and/or PVG check and this is updated every 3 years through AGB.
NAC has adopted the AGB Safeguarding Policy including the consent for Photographing/Filming Children/Young People in Sport.
Archers under the age of 18 and vulnerable adults are requested by NAC to have a responsible adult in attendance at all times. Under the AGB Rules of Shooting, these archers must be accompanied by at least 1 adult member of AGB (Rule 103cii). As not all of our members are registered with AGB, then NAC requests that at least 1 adult club member who is a keyholder must be in attendance.