Mercia Archers Privacy Notice & Data Protection Policy

Last updated: January 2026

Who We Are

Mercia Archers is a not-for-profit organisation dedicated to providing archery facilities to its members and archery-related sporting opportunities to the community.

In this notice, “Mercia Archers”, “the club”, “we”, or “us” refers to the organisation.

We are committed to protecting your personal data and ensuring it is only used in ways you would reasonably expect. We will never sell or share your data with third parties, except where required for the administration of the club and affiliation to governing bodies.

Information We Collect and Why

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. The lawful bases we rely on include:

Legitimate interests – where processing is necessary for the running of the club.
Consent – where you have opted in (e.g. mailing lists).
Legal obligation – where we must provide information to governing bodies for insurance or safeguarding.

Contact Enquiries

Data collected: Name, email, phone (if provided).
Use: To respond to your enquiry.
Retention: Deleted once the enquiry is closed, unless you consent to join a waiting list.

Membership Details

Data collected: Name, address, phone number(s), email, date of birth, Archery GB number (if applicable).
Use: Membership administration, eligibility checks, renewals, and contacting you regarding club matters.
Sharing: Required details are shared with Archery GB, East Midlands Archery Society, and Derbyshire County Archery Association for affiliation and insurance purposes.
Retention: Member records are retained for up to two years after leaving unless you request deletion sooner.

Beginners’ Courses

Data collected: Name, address, contact details, gender, age (for juniors, with parental/guardian consent).
Use: To administer and confirm course attendance and completion.
Retention: Retained for up to three years for verification purposes.

“Have-a-Go” Events

Data collected: Name, address, contact details, and age category (where required).
Use: To administer participation and ensure safety.
Retention: Deleted within six months after the event.

Club Mailing List

Data collected: Email address.
Use: To send members updates about club activities and events.
Lawful basis: Consent (you must opt in).
Retention: Until you unsubscribe or cease membership.

Club Records (Scores & Competitions)

Data collected: Name, gender, age category, competition details, and scores.
Use: To record and publish competition results.
Retention: Indefinitely, unless you request removal.
Note: Inclusion is optional.

Juniors (Under 18s)

All junior member data requires parental or guardian consent.
Contact details will be recorded for parents/guardians, not children directly.
Safeguarding best practice applies in line with Archery GB guidance.

Website and Cookies

Our website (www.merciaarchers.co.uk):

Uses essential cookies for functionality (e.g., login sessions).
May use analytics cookies (e.g., Google Analytics) to monitor website usage – these are optional, and you will be asked to consent via a cookie banner.
Stores usernames, email addresses, and passwords for members who have a login.
Logs IP addresses for security and statistical purposes.

You can control cookies through your browser settings.

How We Protect Your Data

Data is stored securely (password-protected systems and restricted access).
Paper forms are securely stored and destroyed once digitised or no longer required.
Passwords are encrypted where stored digitally.

Your Rights Under UK GDPR

You have the following rights over your personal data:

Right to be informed – about how your data is used.
Right of access – to request copies of your data.
Right to rectification – to correct inaccurate or incomplete data.
Right to erasure – to request deletion (“right to be forgotten”), subject to legal/contractual limits.
Right to restrict processing – to limit how your data is used.
Right to data portability – to request a copy in a transferable format.
Right to object – to certain processing, such as marketing.
Rights in relation to automated decision making and profiling – not currently used by the club.

If you wish to exercise any of these rights, contact us (see below).

Contact Us

If you have any questions, requests, or concerns regarding your personal data, please contact:

Secretary Mercia Archers

secretary@mercia-archers.co.uk

Gresley Old Hall Miners Club, Gresley Wood Rd, Church Gresley, Swadlincote DE11 9QW

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk