Privacy Policy
How we collect, use, and protect your personal data
Last updated: February 2026
Your Privacy Matters
Pinhoe Target Shooting Club is committed to protecting your privacy and personal data. This policy explains when and why we collect personal information about you, how we use it, the conditions under which we may disclose it to others, and how we keep it secure.
Who We Are
Pinhoe Target Shooting Club is a Home Office Approved Rifle Club operating under the Firearms Amendment Act 1988. The Club Secretary acts as the “data controller” of all personal data we hold about members, probationary members, social members, visitors, and guests.
Contact Details:
- Club Secretary: Pinhoe Target Shooting Club
- Email: secretary@pinhoe-tsc.org.uk
- Phone: 01392 648022
- Address: Pinnbrook Road, Pinhoe, Exeter EX4 9EZ
What Personal Data We Collect
We collect and process the following types of personal information:
Member Information
- Identity Data: Full name, date of birth, gender
- Contact Data: Address, email address, telephone numbers
- Membership Data: Membership type, start and renewal dates, membership number
- Firearm Certificate Data: FAC number and details (for certificate holders)
- Attendance Records: Range attendance dates and firearm details used
- Qualification Data: Shooting qualifications, coaching certificates, RCO status
- Accessibility Data: Disability information (where provided) to ensure appropriate facilities
Competition & Activity Data
- Competition scores and results
- Event participation records
- Training course attendance
- Photographs and videos from club activities
Financial Data
- Membership fees and payment records
- Competition entry fees
- Insurance policy information
Why We Collect This Data
We collect and process your personal data for the following purposes:
Legal Obligations (Firearm Amendment Act 1988)
As a Home Office Approved Rifle Club, we are legally required to:
- Notify the police when members join or leave the club
- Maintain a register of attendance of all members with details of the firearm used
- Keep records for police inspection as part of our approved club status
Membership Management (Contract)
To administer your membership, we need to:
- Process membership applications and renewals
- Communicate with you about club matters, competitions, and events
- Manage range access and booking systems
- Provide appropriate facilities based on accessibility requirements
- Maintain insurance cover for members
With Your Consent
Where you have given explicit permission, we:
- Share your name and scores with the National Smallbore Rifle Association (NSRA)
- Submit competition scores to other shooting organisations and leagues
- Publish photographs and competition results on our website and social media
- Share contact details with competition organisers for entry processing
Legitimate Interests
We process some data based on our legitimate interests as a sports club:
- Maintaining historical records and competition archives
- Managing club communications and newsletters
- Operating CCTV for security and safety purposes
How We Protect Your Data
Electronic Data
- • Password-protected databases
- • Regular encrypted backups
- • Secure hosting infrastructure
- • Limited access to authorised committee members only
Physical Documents
- • Secure storage at club premises
- • Documents kept secure during transport
- • Access restricted to committee members
- • Secure disposal when no longer needed
CCTV
- • Range surveillance for safety and security
- • Footage retained for 3 months
- • Automatically overwritten unless incident occurs
- • Transferred to protected storage if needed for investigation
Website Security
- • HTTPS encryption for all pages
- • Secure authentication system
- • Regular security updates
- • Secure session management
Who We Share Your Data With
We do not sell or rent your personal data to third parties. We only share your data in the following limited circumstances:
Organisations We May Share With
National Smallbore Rifle Association (NSRA): Membership records and competition scores (with your consent)
Police: Membership records and attendance registers (legal requirement for approved club status)
Insurance Provider: Basic membership information for insurance purposes
Competition Organisers: Name and contact details for external competition entries (with your consent)
Other Shooting Clubs/Leagues: Scores and results for inter-club competitions (with your consent)
Important
Your personal data will not be passed to anyone else outside the club without your explicit permission or where we are legally required to do so.
How Long We Keep Your Data
We retain personal data for different periods depending on the type of data and legal requirements:
| Data Type | Retention Period |
|---|---|
| General membership records | 7 years after membership ends |
| Financial records | 7 years (HMRC requirement) |
| Insurance-related data | 30 years (insurance claims period) |
| Competition scores (historical records) | Indefinitely (legitimate interest in club history) |
| CCTV footage | 3 months (unless incident requires retention) |
| Firearm certificate attendance records | Duration required by Home Office regulations |
Your Rights Under GDPR
Under the General Data Protection Regulation (GDPR) and UK Data Protection Act 2018, you have the following rights:
Right to Access
You can request a copy of all personal data we hold about you.
Right to Rectification
You can request correction of inaccurate or incomplete information.
Right to Erasure
You can request deletion of your data in certain circumstances (note: some data must be retained for legal reasons).
Right to Object
You can object to processing based on legitimate interests or for marketing purposes.
Right to Restrict Processing
You can request limitation of processing under specific conditions.
Right to Data Portability
You can request your data in a commonly used format to transfer to another organisation.
Making a Data Subject Request
To exercise any of these rights, please contact the Club Secretary:
- Email: secretary@pinhoe-tsc.org.uk
- Phone: 01392 648022
- Post: Club Secretary, Pinhoe TSC, Pinnbrook Road, Pinhoe, Exeter EX4 9EZ
We will respond to all requests within 14 days where possible, and no later than one month as required by law.
Cookies and Website Data
Our website uses cookies to provide functionality and collect anonymous usage statistics. For detailed information about how we use cookies, please see our Cookie Policy.
Changes to This Policy
We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. We will notify members of any significant changes via email or club notices. The current version is always available on our website.
Questions or Concerns
If you have any questions about this privacy policy or concerns about how we handle your personal data, please contact:
Data Protection Contact
Club Secretary
Pinhoe Target Shooting Club
Email: secretary@pinhoe-tsc.org.uk
Phone: 01392 648022
Right to Complain
If you are not satisfied with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk