Privacy Policy

Who is responsible for your information?

St Nicholas Rifle & Pistol Club is the data controller responsible for the personal information described in this policy.

Information we collect

Depending on your relationship with the club, we may collect and maintain:

Google authentication

Access to member accounts is provided through Google authentication. An account is not automatically connected to a club membership merely because somebody signs in with Google. Access must first be invited or authorised by the club.

When an invited member signs in successfully, we receive limited identity information from Google. This may include the member’s Google account identifier, name, email address, and profile information made available through the authentication process.

We store Google’s verified unique account identifier against the corresponding internal member record. This allows us to recognise the authorised account during future sign-ins without storing or receiving the member’s Google password.

Google processes information independently in accordance with its own privacy terms. Signing in through Google does not give the club access to the contents of a member’s Gmail, Google Drive, contacts, calendar, or other Google services unless a separate feature explicitly requests such access. This service does not request that additional access merely for authentication.

Member self-service features

Authorised members may use this service to:

• Review and update permitted personal and contact details.
• Review their recorded attendance at the club.
• Review shooting activity and firearms-use records associated with their membership.
• Contact the club where information appears incomplete or incorrect.

Why we process personal information

We process personal information where necessary to:

• Create, administer, and maintain club memberships.
• Verify that an authenticated user is authorised to access a particular member record.
• Record attendance and shooting activity.
• Manage firearms-related records and respond to lawful requests from the police or other competent authorities.
• Protect members and meet safety, safeguarding, insurance, and incident-management responsibilities.
• Maintain the security, integrity, auditability, and availability of the service.
• Establish, exercise, or defend legal claims.

Depending on the particular activity, our lawful basis may be performance of a contract, compliance with a legal obligation, protection of vital interests, our legitimate interests in safely and lawfully operating the club, or consent where consent is the appropriate basis. We do not rely on consent where the processing is actually required by law or necessary to administer membership.

Sharing personal information

We do not sell or rent personal information.

We may disclose relevant and proportionate information to:

• Police firearms licensing departments and other law-enforcement bodies where required or lawfully requested.
• The Home Office, governing bodies, insurers, professional advisers, courts, regulators, or public authorities where appropriate.
• Emergency services or safeguarding organisations where somebody may be at risk.
• Carefully selected technology providers acting on our instructions, including hosting, authentication, email, monitoring, backup, and support providers.
• Another party where the member has asked us to disclose the information or has given valid consent.

We aim to disclose only the minimum information reasonably required for the relevant purpose.

Retention and deleted accounts

Closing an online account does not necessarily require or permit us to delete the underlying club membership record.

When a membership ends, the member record and related regulatory records may be marked as inactive or deleted within the live system while remaining securely retained and available only to authorised personnel.

We normally retain former members’ details, attendance information, and associated club records for at least six years following the cancellation or termination of membership , or for a longer period where required by law, police or Home Office requirements, safeguarding obligations, insurance requirements, an active investigation, or legal proceedings.

At the end of the relevant retention period, records are securely deleted or anonymised unless a documented reason requires continued retention. Authentication and security records may have different, usually shorter, retention periods.

Security

We use proportionate technical and organisational measures designed to protect personal information from accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.

Your data-protection rights

Subject to applicable law, you may have the right to:

• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Request erasure of information that we no longer have a lawful reason to retain.
• Ask us to restrict certain processing.
• Object to processing based on legitimate interests.
• Request portable copies of qualifying information.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office.

International processing

Some technology providers, including Google, may process information outside the United Kingdom. Where required, we use providers and contractual arrangements intended to provide appropriate safeguards for international transfers.

Cookies

The service uses cookies or similar technologies that are necessary for authentication, account security, session management, and core website functionality. Any non-essential analytics or other optional cookies should be described in a separate Cookie Policy and used only with consent where consent is required.