What we need

Links Archers will be a “controller” of the personal information that you provide to us through your membership application form, on our website and through the various media channels that Links Archers utilises unless otherwise stated 

Members’ personal data:

When you register as a member of Links Archers or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we may ask you for the following personal information:

  • contact details – name, address, email address, date of birth;
  • membership criteria / category ;
  • payment details – bank account number, sort code;
  • equality information – for example:, disability, ethnicity, gender;
  • other specific personal information that Links Archers may request from time to time, for example, PVG membership number, IPaddress;
  • relevant medical conditions.

Why we need your personal information – contractual purposes

Members’ personal data:

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:

  • provide you with core member services, including notices of General Meetings, competition entries and results, voting rights at meetings, minutes of Links Archers meetings;
  • set up your membership account;
  • send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fee information, and news.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits. 

Why we need your personal information – legitimate purposes

Members’ personal data:

We also process our members’ personal information in pursuit of our legitimate interests to:

  • Our competitions & events may be photographed or filmed for live streaming purposes & your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
  • provide competition in Archery in Scotland by accepting/managing entries for our competitions. Checking your personal information to ensure you are entered into the correct category;
  • provide tracking for coaching and member development purposes;
  • develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection / safeguarding requirements;
  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Archery in Scotland including Links Archers’s complaints and disciplinary procedures.  For example, we may use your personal information to investigate your complaint, to suspend membership, or to take disciplinary action where necessary and relevant.

You have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on secretary@linksarchers.org.uk.  If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members, volunteers, participants and performance athletes for the purposes of complying with our obligations under:

  • the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and specific volunteers and staff are able to undertake regulated work with children and vulnerable adults;
  • the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.

Why we need your personal information – equality monitoring requirements

We are required to use our members’ personal information relating to your health, racial or ethnic origin, and other areas of ‘protected characteristics’ for equality monitoring purposes as required by sportscotland.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. For example, for members to receive Newsletters or specific promotional material. Where we do so we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

We will share your information with Scottish Archery Association and Archery GB to enable them to provide their membership services to you.  Their privacy notices are available on their websites.  Please take some time to look at them.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Volunteer Scotland Disclosure Services, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and reporting on any accidents or incidents leading to serious injury or death.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

Links Archers employs third party suppliers to provide services, including email, website, and coaching services. These suppliers may process personal information on our behalf as ‘processors’ and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How we protect your personal information

Your personal information is stored on paper and in electronic filing systems based in the UK, and is accessed by our officers and volunteers for the purposes set out above. 

How long we keep your personal information

Members’ personal data

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 2 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Links Archers and for how long. We need to do this to keep a register of members for an indefinite period or in the event of a claim against Links Archers.

Your rights

You can exercise any of the following rights by writing to us at secretary@linksarchers.org.uk.

Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a ‘subject access request’;
  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;
  • you have a right to request that we restrict the processing of your personal information for specific purposes; and if you wish us to delete your personal information, you may request that we do so.

Any requests received by Links Archers will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk


Document Title

Links Archers Privacy Policy



Publish Date

18th September 2018

Review Date

18th September 2021