Compliance with General Data Protection Regulations (GDPR)
How we Protect your Privacy
Broadway Bowling Club has three pertinent documents on how we protect your Privacy as a club member in conformity to GDPR. These Privacy documents apply to all members of the club including Life Members, Full Members and Social Members.
Data Protection Form
This form needs to be completed and duly signed by you.
For new members applying for membership this form will accompany the clubs Membership Application Form.
For existing members this form will be emailed to each for completion and signing and handing back to the Club Secretary.
Spare copies of the Data Protection Form will be available on the club premises.
About Broadway Bowling Club’s Data Policy
This policy explains when and why we collect personal information about our members and how we use it and how we keep it secure and your rights in relation to it.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, the Club’s Hon. Secretary will be the “Data Controller” of all personal data we hold about you and can be contacted by phone or email.
The Information we collect and why
- Member’s name, address, telephone numbers, e-mail address(es)
Purpose – Managing the Member’s membership of the Club and participation in Club Fixtures and Events. Some information is shared with Worcestershire Bowling Club of which Broadway Bowling Club has an affiliation and may on occasion with Bowls England.
Legal Basis – Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.
- Emergency contact details
Purpose – Contacting next of kin in the event of emergency
Legal Basis – Protecting the Member’s vital interests and those of their dependants
- Date of birth / age related information
Purpose – Managing welfare.
Legal Basis – Performing the Club’s contract with the member.
Purpose – Providing adequate facilities for club members
Legal Basis – For the purposes of the Club’s legitimate interests in making sure that sufficient and suitable facilities are provided (including changing rooms and toilets) for each gender.
- Photos and videos of Members
Purpose – Putting on the Club’s website and social media pages and using in press releases.
Legal Basis – We will seek the Member’s consent on the Data Protection form on each membership yearly renewal and the Member may withdraw their consent at any time by contacting the Hon. Secretary by e-mail or letter.
- Representatives of Suppliers to the Club
Purpose – Entering into and managing arrangements with suppliers
Legal Basis – Entering into and performing contracts with suppliers
How the Club protects your Personal Data
We will never transfer or sell your personal data to Third Parties other than aforementioned without your prior consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Any electronic Data Base, under the sole supervision of the Hon. Secretary, with your stored information, is password protected. The computer holding your information is regularly kept updated with the latest software and anti-virus protection.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments you make to us online (e.g. BACS payments) will go to HSBC Bank using their online secure payment system.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
How long do we keep your information
We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it.
You have rights under the GDPR
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
You have the right to take any complaints about how Broadway Bowling Club process your personal data to the Information Commissioner: https://ico.org.uk/concerns/, tel . 0303 123 1113.
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to the Club’s Hon. Secretary.
This document is one of four relating to GDPR as it concerns your membership of Broadway Bowling Club.
The other three Data Protection documents you need to read are:-
How we Protect your Privacy
Data Protection Form and Your Consents
Website Privacy of Use Policy
These documents are available on the Club Premises
This policy explains areas of the website that may affect your privacy and personal details, how we process, collect, manage and store those details and how your rights under the GDPR are adhered to.
Cookies are small files saved to a website users computer / device that track, save and store information about the user’s interactions and usage of the website. This allows the website to provide the users with a more tailored experience. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.
Website Visitor Tracking
This website may use tracking software to better understand how it is being used. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Any downloadable documents, files or media made available on the club’s website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available, users are advised to verify their authenticity using third party anti-virus software or similar applications. We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti-virus software or similar applications.
Contact & Communication with us
Users contacting us through our website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you additional information through a mailing list system. This is done in accordance with the regulations named in ‘The policy’ above.
Email Mailing List & Marketing Messages
The Club operate an email mailing list and program (‘MailChimp’), used to inform members about events, services and/or news we supply/publish.
Members can unsubscribe at any time through an automated online service, or if not available, by other means as detailed in individual messages sent.
Associated GDPR Documents
This document should be read in conjunction with the following documents:-
- Data Protection Form
- Website Privacy of Use