Data Policy

Data Controller

Graeme Cooper

The Data Controller for Stourport-on-Severn Pistol & Rifle Club, hereafter referred to as ‘The Club’, is the Honorary Secretary of The Club.

The Club acquires and keeps members’ personal data from the information provided on the membership or visitor application form and from attendance and shooting records and other activities within the Club.

This information will be held on a Club owned laptop, however some information, including personal information including address, telephone number or email address, may be shared with members of the Committee onto their personal computers for specific purposes.  In addition, the club may store data externally as required for administration purposes.

The Club keeps any collected data for the purpose of administering membership contracts, communications within and about The Club and its National Governing Bodies, shooting matters, provision of security and facilities at The Club and compliance with the requirements of the Home Office and Police. The Club reserves the right to use this collected data for any legitimate purpose that may be required by changes in law or legislation.

The Club uses closed circuit television (CCTV) to provide a safe and secure environment for members, guests, and visitors to The Club’s premises, such as clients, customers, contractors, and suppliers, and to protect the Club’s property.

The Club is committed to ensuring that its members’ personal data is stored securely and puts in place physical, electronic, and managerial procedures to safeguard that data.  Members must ensure that their personal information is kept up to date.

Personal Data is stored and used during membership of The Club and for six years after membership ends.  CCTV images are kept for one calendar month unless lawfully required for a longer period.

The Club will not distribute personal data or CCTV images to other organisations outside The Club unless lawfully required to do so, or the images are the subject of any ongoing investigation or similar issue.

Members have the right to request to see what information, including identifiable CCTV images, is held about them by The Club and may request to have details altered if they believe these are inaccurate.  The request must be in writing to the Secretary and The Club may charge fee of £10 to provide the information.

The Club’s CCTV Policy complies with The Data Protection Act 1998 and with the Information Commissioner’s Code of Practice. It may be viewed by request to The Club Secretary

CCTV Images may be used for:

Deter crime

Increase personal safety and reduce the fear of crime

Assist in the prevention and detection of crime

Assist with the potential investigation and identification of breaches of club rules

Protect the Club buildings and property

Assist with the identification of actions that might result in disciplinary proceedings against members and visitors whose actions may jeopardise the safety of other members or break club rules that could breach the terms and conditions of the Club’s Insurance or License to operate.

Assist in the management and monitoring of Club facilities including the investigation of accidents

As a means of assistance to Members and Visitors in case of emergency situations.

To assist a third part investigation into any incidents at the club where evidence may be captured on CCTV.

CCTV Images are retained on the system for 90 days before being recorded over, but older images may be recovered from the system by specialists if required.

Home Office requirements for member’s records

To comply with the Firearms Act and to retain Home Office approval, the Club must keep clear, accurate records of members' attendance, of the guns they use and of the competitions (if any) in which the members take part. Members must submit their Shooting Record which must be fully and correctly completed with details of each attendance including the details of the guns they use, weight and amount of ammunition and the nature of their visit (i.e., practice, competition, probation).

The firearm details must show: the calibre and type of firearm and its serial number (if any).

Shotgun and air powered gun details must show type of gun and calibre and nature of use.

The Club must keep these records for six years

The Police may request these details from the Club.

Failure by a member to make clear, accurate entries on the Shooting Record may result in a verbal warning.  A subsequent failure may incur a written warning.  This may also result in disciplinary action being taken and possibly withdrawal of membership.

Members must keep a record of any shooting competitions which they enter, be they at this Club or at another club.

The record should be returned to the Secretary by 15th July and 15th January to cover the preceding 6 months attendance.  The member must also keep this information for at least 6 years and resubmit if required.