Privacy Statement - Oundle Rifle and Pistol Club

ORPC Data Protection Policy

ORPC takes your privacy and the protection of your personal data very seriously. This document describes why and how we collect and use personal data and provides information about your rights in relation to that data. We aim to be transparent about what data we collect, why we collect it and what we use it for. Please see the relevant sections of this document for specific details.

What information do we collect?

In order to be a member of the Oundle Pistol and Rifle Club (ORPC), we need to collect certain personal information from you when you apply for membership and in your continuing interactions with us to maintain that membership.

We only ever collect information that is necessary for us to be able to process your membership application and to comply with legal and statutory obligations. We may also collect certain information when you contact or interact with us by way of email or by using our website ‘contact’ enquiry form. We will keep your information for as long as is needed and only for the following purposes:

statutory or legal obligations
auditing and regulatory purposes

When you apply for membership or to renew your membership of ORPC, we will require you to provide us with certain information. This may include, but is not limited to, some or all of the following:

full name
address
telephone numbers
email address(es)
firearm and/or shotgun certificate information
next of kin name and address
name and address of guardian (where applicable)

You have the right to request to see what information we hold on you as well as to request that that information is corrected or amended. Your rights are detailed further below in this document.

We do not share or pass any of your information on to any third parties and your information is always securely stored in our systems.

When you visit the OPRC website, we will collect certain data automatically. This may include (but isn’t limited to) the following:

your IP address
your device screen resolution
information about your browser software
geolocation data such as the city or region to which your IP address is allocated

We will also place cookies on your device in order to enable you to browse and make purchases from the website. Please see our Cookie Policy on the website for further details.

Please remember, that whilst we make every effort to secure your personal information, the internet is not 100% secure. We cannot guarantee the security of any information you send us online. We are also not responsible for any loss or damage you or others may suffer as a result of losing the confidentiality of your information.

How do we use the information we collect?

We use your information in order to be able to process application or renewal of your membership of ORPC. We may also collect necessary information if you interact with us through emails or through the website contact form.

Where your information has been collected as a result of your making an enquiry by way of email, telephone or the website contact form, we will use your information to contact you with a response to your enquiry.

What are the legal grounds for collecting and using your information?

Data protection laws require that in order to collect and process your personal data, we must have a legitimate reason for doing so. These reasons can be any one or more of the following:

to fulfil a contract we have with you
if we have a legal duty to use your data for a particular reason
when you consent to it
when it is in our legitimate interest

Contract

We use the basis of contract because you provide us with your personal data in order to be a member of ORPC. Our use of your information is therefore governed by contract terms. You choose to provide us with this information – if you choose not to provide it, you will not be elligible for membership of ORPC.

Under the basis of contract we process your data for the following purposes:

enabling you to be a member of ORPC and to utilise our facilities
advising you about changes to membership status, renewals, our facilities or membership requirements and obligations
sending you service related communications
responding to enquiries and complaints

Consent

When we collect other information from you, we will seek your consent. An example of this would be when you use our website, we will seek your consent to placing one or more cookies on your device to enable you to use our website. If you do not want to give consent, or you remove your consent at a later point, we may not be able to provide some of the functionality that you require.

Legitimate Interests

Legitimate interests are our organisational reasons for using your data. In the United Kingdom, the law allows this where the benefits of doing this are not outweighed by the interests or fundamental rights or freedoms of the individuals concerned.

Under the basis of Legitimate interests, we process personal data for the following purposes:

in order to comply with legal and regulatory requirements – we have a legal obligation to collect and hold certain information in order to comply with Home Office and police regulations, as well as statutory laws with respect to firearms and the use of firearms at ORPC
maintaining our records and other administrative purposes – to enable us to maintain up-to-date and accurate details
for the resolution of complaints and disputes – in th event of complaints or problems, we can investigate to resolve issues for our customers
tracking website activity – this helps us to understand how our members use our website and enable us to identify ways to improve our user experience

What are your rights?

You have the right to be informed about the collection and use of your personal data.

You have the right to access your personal data and supplementary information, and to amend and correct such data.

You have the right to obtain confirmation that your data is being processed access to your personal data other supplementary information.

You have the right to have your personal data erased if:

the personal data is no longer necessary for the purpose which it was originally collected
we rely upon consent as the lawful basis for holding the data and you withdraw consent
we rely upon legitimate interests as the lawful basis for processing, and you object to the processing of your data and there is no overriding legitimate interest to continue this processing
we have processed your personal data unlawfully
we have to do it to comply with a legal obligation

The right to erasure does not apply where processing is necessary for one of the following reasons:

to exercise the right of freedom of expression and information
to comply with a legal obligation
for the performance of a task carried out in the public interest or in the exercise of official authority
for the establishment, exercise or defence of legal claims

We will not charge for requests to provide information, but may charge a fee if requests for further copies of the same information are made. We will provide the requested information to you within a month of receiving your request.

Where a request is manifestly unfounded or excessive, particularly if it is repetitive, we may charge a fee to provide the information requested or refuse to respond. In such cases, we will inform you and explain our reason.

Before we proceed with any request, we will take steps to verify the identity of the person making the request.

To exercise any of your rights detailed above you can contact us as detailed below:

In writing:

Data Protection Officer
ORPC
Drill Hall Range
Benefield Road
Oundle
Northamptonshire
PE8 4EY

Email: dataprotection@orpc.org.uk

We take your privacy and the protection of your personal information very seriously. If you ever feel you need to complain about how we’ve handled your personal information and data you can contact us as follows:

In writing:

Complaints
ORPC
Drill Hall Range
Benefield Road
Oundle
Northamptonshire
PE8 4EY

Email: secretary@orpc.org.uk

How long to we keep your data?

We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.

We will regularly review the information we hold and when there is no longer a membership or legal need for us to hold it, we will either archive it securely or delete it entirely.

How do we keep your data safe?

We protect your personal data against unauthorised access, unlawful use, accidental loss, corruption or destruction.

We use technical measures such as encryption and password protection to protect your data and the systems they are held in. We also use organisational measures and controls to restrict and limit the number of people who have access to any personal information.

We constantly review these security measures and refer to industry security standards to keep up to date with current best practice.