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WFAA Data Protection and Privacy Policy 2018

The Welsh Field Archery Association ( WFAA ) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, the Data Controller  ie  membership secretary , general secretary ,records officer ,website controller ,coaching director  are responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

For the purpose of this form the terms Club and Association have been linked together to be more encompassing and managable. This relates to all club activities that are under the umbrella of the WFAA . For Example training a potential new member at a club would come under the WFAA so only if that coach was a WFAA /IFAA  certified Coach and the training related to potential WFAA membership.

What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club/Association, [subscribe to our newsletter, or participate in discussion boards on our website . The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the WFAA affiliated Clubs with which you are registered and gender (Archery  Data). [We may also ask for relevant [health information, other data   which is classed as special category personal data.]


Why we need your personal data
The reason we need your Data for the WFAA is to be able to administer your membership, and provide the membership services you are signing up to when you register with a club and the association .If you are independent no extra information will be stored. Our lawful basis for processing your personal details is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:
For training and competition entry  

  • sharing  personal data with club coaches or officials to administer training sessions;

  • sharing personal data with club team managers to enter events;

  • sharing personal data with facility providers to manage access to events

  • sharing personal data for FMTs , IFAA Shoots   and other competition providers for entry in events and subsequent  posted results.

For funding and reporting purposes

  • sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;

  • analysing anonymised data to monitor club trends; and

  • sending an annual club survey to improve your experience as a club member

For membership of the Association  and club management  

  • processing of membership forms and payments;

  • sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;

  • club newsletter promoting club activity; and

  • publishing of Shoots and competition results

Marketing and communications (where separate consent is provided)

  • sending information about promotions and offers from sponsors;

  • sending information about selling club kit, merchandise or fundraising.

[Any special category health data [e.g. fitness/ health checks] we hold on you is only processed for the purpose(s) of passing health data to coaches to allow the safe running of training sessions - We process this data on the lawful basis of consent.  Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it. Dependants or next of kin can be kept in case of an emergency ie. Diabetics, people with heart conditions ]
[Note: As we stand, guidance is that consent is required from individuals to process any medical or health information. 


On occasion we may collect personal data from non-members [e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event] -  This information will be stored for 14 days after an event and then destroyed securely.  Our lawful basis for processing data is consent.  Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The Welsh Field Archery Association has the following social media pages; Facebook.
All members are free to join these pages.  If you join one of the Social Media pages, please note that providers of the social media platform(s) have their own privacy policies and that The Welsh Field Archery Association do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.
We do not share your data with anyone
However records and shoot reports are on our website for all to see and membership of the WFAA implies consent for scores/records to be posted.
The Association does not supply any personal data it holds for to any other third party. With the exception of sharing shoot results on its website and possibly its social media outlets.     
The WFAA does not store or transfer your personal data outside of the UK unless they are hosting any International event where the results will be shared with any relevant, IFAA affiliated bodies.

How long we hold your personal data:
We will hold your personal data on file for as long as you are a member with us.  The WFAA membership database is updated every year on annual membership forms.  Any personal data we hold on you will be securely destroyed after four years of inactivity on your account.  Your data is not processed for any further purposes other than those detailed in this policy.  Results and records however will remain as Historic data on various platforms, such as the WFAA Website and Social Media outlets.

Your rights regarding your personal data:
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the WFAA.  If you choose not to share your personal data with us we may not be able to register or administer your membership.

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