FOR VISITORS TO THE WEBSITE (NON MEMBERS)
Who we are
Our website address is: https://monmouthrifleclub.co.uk.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.
FOR MEMBERS
The Data Protection Act 2018 incorporating the GDPR places an obligation on any organisation that stores personal data about natural living persons to ensure that they understand what data is being stored, why it is being stored and what is done with it. This document serves to inform Members and Guests of the nature of the data processing activities of the Monmouth & District Rifle Club
The Monmouth & District Rifle Club recognises the Information Commissioner’s Office in the UK as its lead authority . The Monmouth & District Rifle Club is registered with the ICO as a data controller reg No: ZA425400.
For clarity the Monmouth & District Rifle Club is the data controller of data pertaining to Members and Guests (hereafter “you”, “your”), The Monmouth & District Rifle Club (hereafter “we”, “our”, “us”) may make use of third party service providers or data processors such as online membership systems, online forums, email management services, print and mailing houses and online backup/storage facilities.
The use of these processors may warrant the transfer your personal information outside of the UK or EU. Where this is necessary this may be to countries or territories around the world. We are required to ensure that when we need to do this we comply fully with all aspects of the GDPR to ensure your data is suitably protected.
We will undertake to store personal data securely in accordance with UK Law and EU data security principles.
By way of this document we will inform you what information is stored about you and for what purpose it shall be used. We will only collect and store data for which we have a legitimate and proportional use.
Our legal bases for processing your data are:
1) Fulfilment of contract. By agreeing to be a member or guest you have entered into a contract with us.
2) Legal Obligation. (in the case of members and shooting guests only) As a home office registered club we are bound by law to report to our controlling police force when an application to join is made. We are also obliged to report when a member leaves. We are also compelled to maintain records of your (including guests) attendance at firearms related events such as range days and also details of any firearms used.
3) Consent. You will be asked to consent to us using your images for use in publicity related material. You may withdraw this consent at any time but should be aware that if released in print your image will enter the public domain. This does not apply to membership card photographs.
4) Legitimate interest. We may share your details with 3rd parties should we need to recover monies or goods etc or to defend any legal action.
Your rights:
You have the rights to the following:
- The right to be informed (this is the purpose of this document along with any consent you give)
- The right of access (you may request a copy of your data. We will deliver this within one calendar month unless your request is very complex. We will inform you if this is the case)
- The right to rectification (you may ask us to correct your data at any time)
- The right to erasure (where consent is the legal basis of processing)
- The right to restrict processing (you may ask us not to process your data but not erase it)
- The right to data portability (you may ask us for a copy of the data in an appropriate format)
- The right to object (where data is not being processed for legal obligation or legitimate interests)
- Rights in relation to automated decision making and profiling. (We do not engage in this)
We will erase your data in a timely fashion subject to UK firearms legislation and guidance from the Home Office in respect of the operating of a Home Office Approved Club. These timings are given in the table below.
Contacting us:
We have appointed a data protection officer who will be the point of contact for data privacy related enquiries, who can be reached at secretary@monmouthrifleclub.co.uk. We will respond within one calendar month of receiving your request.
We may take steps to ensure your identity before responding to you. Normal updates and other membership requests may still be directed to the membership secretary at: deputysec@monmouthrifleclub.co.uk
Your right to complain:
If we fail to comply with any of your requests within the prescribed time limits you may complain to the Information Commissioner.
Why we need your data:
We will use the data collected in order to process membership applications, membership renewals, collect monies due, issue membership cards and maintain contact electronically and via printed publications. You may opt out of email bulletins but not membership renewal related emails unless you have resigned. You may request that we do not send you our publications. We will also use your data in the execution of normal club activities such as lectures, publications and competitions. (Membership activities)
We will also use the data collected in order to comply with reporting requirements or in order to comply with relevant firearms legislation and guidance from the Home Office in respect of the operating of a Home Office Approved Club. (Legal, Legal reporting)
We may also release members’ and guests’ names as part of competition results (this may contain details of firearms used), as well as other activities such as social gatherings as well as on occasion photographs and/or moving images of activities into the public domain. We will seek your permission before using your images.
We may on occasion process and produce anonymised data for the purposes of statistical analysis for our own uses or to make public.
Sources of data:
The majority of the data we collect is given by you but we may also record data such as range and event attendances as well as decisions made by us concerning your acceptance for or continued membership.
Minors:
We do allow minors to join us as junior members, and in these circumstances a parent or guardian must give consent for us to hold their data. Due to other legal restrictions we do not permit direct access to any form of social media that we may use.
Who we share data with:
Gwent Police: To comply with Home Office guidance on registered club status and to confirm membership details for FAC grant and renewals.
Other police forces: To confirm membership details and supply shooting records for FAC grant and renewals.
Other government agencies: In connection with the status of Home Office approved club.
MOD / Landmarc: We will pass your name and club membership number to the MOD and their agents (Landmarc) if you take part in a shoot on MOD premises.
Black Box Data Imaging Solutions LLP: We use cloud storage provided by Black Box to securely store all of our data and share between our officers. Black Box has no access to this data.
Mailchimp Inc – used to manage our emails to you. We receive performance information based on you opening or forwarding any emails sent.
Legal representatives and collections agencies: We may on occasion share specific and proportional data in order to pursue our legitimate interests.
NRA of the UK: If you request a shooter’s certificate of competency from us we will pass your contact details along with any required assessment records to the NRA in order that they can issue a certificate.
Should our officers and/or directors decide to make use of any new processor or change the way in which we use the data we will update this document and inform you by email and on our website. You may object by contacting the data protection officer.
Personal Data to be processed for all full and probationary members:
|
Data Description |
Reason for processing |
Retention Period *
|
|
|
|
|
|
Full Name |
Legal reporting, membership activities |
6 Years |
|
Title |
Legal reporting, membership activities |
6 Years |
|
Date of Birth |
Legal reporting, membership activities |
6 Years |
|
Place of birth |
Legal reporting |
6 Years |
|
Address |
Legal reporting, membership activities |
6 Years |
|
Date of Application |
Legal reporting, membership activities |
|
|
Membership Grade |
Membership activities |
6 Years |
|
Date of Joining |
Legal reporting, membership activities |
6 Years |
|
Membership ID Photograph |
Membership activities |
6 Years |
|
Email Address |
Membership activities |
3 Years |
|
Phone numbers |
Membership activities |
3 Years |
|
FAC Details |
Legal |
3 Years |
|
SGC Details |
Legal |
3 Years |
|
Areas of Interest |
Membership activities |
3 Years |
|
Areas of Expertise |
Membership activities |
3 Years |
|
1066 SCC supply |
Membership activities |
3 Years |
|
Relevant Qualifications (NRA/MOD rco etc) |
Membership activities |
3 Years |
|
NRA Membership |
Membership activities |
1 Year |
|
Function/Position in the 1066 |
Membership activities |
6 Years |
|
Attendance details |
Legal reporting, Membership activities |
6 Years |
|
Firearms used details |
Legal reporting |
6 Years |
|
Date of Leaving |
Membership activities |
6 Years |
|
Reason for Leaving |
Membership activities |
6 Years |
|
Financial details in relation to membership payments |
Membership activities |
1 Year |
|
Interview notes |
Membership activities |
1 Year |
|
Competition results |
Membership activities |
Released to Public Domain |
* At end of year on the year of resignation.
Personal Data to be processed for Guests
|
Data Description |
Reason for processing |
Retention Period *
|
|
|
|
|
|
Full Name |
Legal Reporting |
6 Years |
|
Title |
Legal Reporting |
6 Years |
|
Date of Birth |
Legal Reporting |
6 Years |
|
Date of Attendance |
Legal Reporting |
6 Years |
|
Nature of event |
Legal Reporting |
6 Years |
|
Address |
Legal Reporting |
6 Years |
|
FAC/SGC/SCC held |
Legal Reporting |
6 Years |
|
Firearms used details |
Legal Reporting |
6 Years |
|
Email Address |
Membership activities |
1 Year |
|
Phone numbers |
Membership activities |
1 Year |
|
Financial details in relation to payments |
Membership activities |
1 Year |
|
Competition results |
Membership activities |
Released to public domain |
* At end of year on the year attendance.