Privacy Policy

Introduction

Reigate Miniature Rifle and Pistol Club ("RMRPC", "we", "us") takes your privacy very seriously. This Privacy Notice is intended to set out your rights and answer any questions you may have about how we handle your personal data. If you need more information, please contact us at info@rmrpc.club.

RMRPC is the data controller for personal information held within the RMRPC Members app. Our data handling practices have been developed in line with the requirements of UK GDPR (the UK General Data Protection Regulation) and the Data Protection Act 2018.

Personal data is any information relating to a living person from which they may be identified. Processing includes activities such as collection, storage, transmission, and deletion. RMRPC will only process personal data that is relevant and necessary for the purposes described in this notice.

What Data We Collect

RMRPC collects and processes personal data when you join the club, use the Members app, or interact with us. The personal data we process includes:

• Full name and preferred name
• Home address, email address, and phone number(s)
• Date of birth
• Profile photograph (if uploaded)
• Identity document details (type, number, expiry) — required for club membership verification
• Firearms certificate details (issuing authority, number, expiry) — where applicable
• Any relevant medical conditions or medications that you voluntarily disclose, where these may affect your safe participation in shooting activities
• Next of kin name, relationship, and contact details
• Membership status, probation records, and renewal dates
• Event attendance, range session participation, and shooting records
• Firearm registration details (make, model, calibre, serial number) for firearms you register with the club
• Payment records for membership fees and event costs
• Course attendance and qualification records
• Any other information you provide to us directly

We do not collect data about your device, your location, or your general behaviour within the app. We do not use advertising or behavioural tracking technologies of any kind.

How We Use Your Data & the Lawful Basis

We process your personal data solely for the purpose of administering your membership of RMRPC. This includes:

• Verifying your identity and membership status at events and on the range
• Communicating with you about club events, renewals, course bookings, and news
• Maintaining accurate club records as required by our governing bodies (e.g. the National Rifle Association)
• Processing membership fees and event payments
• Recording attendance and shooting participation for safety and compliance purposes
• Complying with applicable law and regulation, including firearms legislation
• Protecting the club's legitimate interests, including investigating complaints or safety incidents
• Sending you direct communications about club activities — you can opt out at any time by contacting us at info@rmrpc.club or using the unsubscribe link in any email we send

The primary legal bases for processing your data are: performance of a membership contract; compliance with a legal obligation (particularly in relation to firearms legislation); and our legitimate interests as a sports club in administering membership safely and effectively. Where we process sensitive data such as medical information, the basis is your explicit consent or the vital interests of the member.

Where we take payments by card at club events, these are processed via SumUp. Card details are handled entirely by SumUp and are never stored by RMRPC.

Cookies

The RMRPC Members app uses session cookies to keep you securely logged in. These cookies are strictly necessary for the app to function and do not track your behaviour or share data with third parties.

The RMRPC website (rmrpc.club) uses Cloudflare services for security and performance, which may set technical cookies on your device. The support form on this website uses Cloudflare Turnstile to verify that submissions are made by humans — this uses a short-lived token stored in your browser session and does not persist or track you across sites.

We do not use analytics cookies, advertising cookies, or any third-party tracking on this website.

Who We Share Your Data With

Your personal data is accessible only to you (via the app) and to RMRPC committee members who require access to carry out their club duties. We do not sell your personal data to any third party.

We use a small number of trusted third-party processors to operate our systems. Each is bound by data processing agreements and handles your data only as instructed by us:

We may also disclose your personal data to government authorities or law enforcement if required by law, or where necessary to protect the safety of club members.

How Long We Keep Your Data

We will not keep your personal data for longer than is necessary. As a general rule:

• Active members — data is retained for the duration of your membership
• After membership ends — data is retained for 12 months to allow for any queries, disputes, or obligations arising from your membership
• Shooting and attendance records — retained for the period required by our governing bodies
• Payment records — retained for 7 years in line with financial record-keeping requirements
• Support enquiries — retained for two weeks after a query is resolved

Some information may be retained for longer if required by law or for the purposes of ongoing legal or regulatory obligations. If you would like your data removed sooner, please contact us at info@rmrpc.club.

Where Your Data Is Stored

All member data is stored in secure cloud infrastructure hosted within the European Union, operated by Supabase. Data is protected by authentication, role-based access controls, and is transmitted using industry-standard TLS encryption. Access to the database is restricted to authorised committee members only.

Your Rights

Under UK GDPR you have the following rights in relation to your personal data:

• Right to be informed — to know what data we hold and how we use it (this notice fulfils that obligation)
• Right of access — to request a copy of the personal data we hold about you, free of charge (we may charge a reasonable fee for manifestly unfounded, excessive, or repetitive requests)
• Right to rectification — to ask us to correct inaccurate or incomplete data
• Right to erasure — to ask us to delete your data where it is no longer necessary, where you withdraw consent, or where we have no lawful basis to retain it (subject to legal obligations)
• Right to restrict processing — to ask us to limit how we use your data in certain circumstances
• Right to data portability — to receive a copy of data you have provided to us in a structured, machine-readable format, where processing is based on consent or contract
• Right to object — to object to processing based on legitimate interests, including opting out of direct communications
• Rights related to automated decision-making — we do not make solely automated decisions about you

Contact & Complaints

For any questions about this Privacy Notice or about how RMRPC handles your personal data, please contact us at info@rmrpc.club.

If you are not satisfied with our response, you have the right to lodge a complaint directly with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Under certain circumstances, if you are dissatisfied with the decision of the ICO, you also have the right to apply for a judicial remedy through the courts.