Privacy Notice

Spelthorne Archers is an unincorporated archery club in the UK, which is non-profit and run by a committee of its members. We are committed to respecting and protecting the privacy of our members (“Members”) and website visitors (“Visitors”). This Privacy Notice explains how we collect, use, and protect your personal information in compliance with the Data Protection Act 2018.

“Personally Identifiable Information”

refers to any information that identifies or can be used to identify, contact, or locate the person to whom such information pertains, including, but not limited to, name, address, phone number, fax number, email address, financial profiles, social security number, and credit card information. Personally Identifiable Information does not include information that is collected anonymously (that is, without identification of the individual user) or demographic information not connected to an identified individual.

What personal information do we collect?

We collect the following personal information from our members or users of the club facilities

  • Name
  • Date of birth
  • Address
  • Email address
  • Health information related to archery injuries (with consent)
  • Payments made to the club
  • Social media information when used on the website

How do we use your personal information?

  • To manage your membership and participation in club activities
  • To communicate with you about club events, competitions, and updates
  • To process and record payments made to the club
  • To maintain and improve our website and services
  • To comply with legal obligations

We may also publish the names of members on our website when they have made a booking or entered a tournament. We may take and publish photos at our club events of participants and winners. You can object to your name or photo being published at any time by contacting us.

Why do we process your personal information?

  • Membership contract: The processing is necessary for the performance of a contract to which you are a party, i.e., your membership with Spelthorne Archers.
  • Legitimate interest: The processing is for the benefit for Spelthorne Archers or its governing bodies, i.e to understand the types of members participating in archery
  • Consent: We obtain your explicit consent for processing health information related to archery injuries. You can withdraw your consent at any time by contacting us.

Who do we share your personal information with?

  • Archery GB, Regional and County bodies: As the governing body for archery in the UK, we share your information for affiliation purposes and to comply with their regulations.
  • Webhost: Our web host and email service provider processes your personal information on our behalf to maintain our website and communication services.
  • Golden Records: This scoring records system processes your personal information to manage and record your archery performance.
  • Communications systems: We use email and newsletter services to send you emails about the club and its events

How long do we keep your personal information?

We retain your personal information for as long as you are a member of Spelthorne Archers and for a reasonable period thereafter to fulfill our legal obligations or to resolve disputes.


A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns.

We use “cookies” to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.

Are Cookies Used on the Site?

Cookies are used for a variety of reasons. We use Cookies to obtain information about the preferences of our Visitors and the services they select. We also use Cookies for security purposes to protect our Members. Visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using , with the drawback that certain features of website may not function properly without the aid of cookies.

Cookies used by our service providers

Our service providers use cookies and those cookies may be stored on your computer when you visit our website. You can find more details about which cookies are used in our cookies info page.

Your rights

These are summarised rights that you have under data protection law

  • The right to access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to object to processing
  • The right to data portability
  • The right to complain to a supervisory authority
  • The right to withdraw consent

You can exercise these rights by contacting us on or the club secretary

What happens if the Privacy Notice Changes?

We will let our Visitors and Members know about changes to our privacy policy by posting such changes on the Site. 

Links contains links to other websites. Please note that when you click on one of these links, you are moving to another website. We encourage you to read the privacy statements of these linked sites as their privacy policies may differ from ours.

Contact Us

If you have any questions about this Privacy Policy, please contact us at

Last Updated: April 12, 2023