HEXHAM BRIDGE CLUB
DATA PROTECTION POLICY
1. Data Collected The data we routinely collect includes members’ names, addresses, email addresses and telephone numbers. We collect this data directly from members when they join the Club or when they update. We may also keep additional information for Committee Members, Club Directors and Bridge Teachers in order for them to carry out their legitimate tasks; and photographs of trophy-winners and club events for our archives. This is done with the members’ knowledge and permission and only used appropriately. We do not keep any sensitive personal data.
We collect the scores from games you play, which are displayed on our results pages and used in
maintaining the EBU’s National Grading Scheme (NGS) and the Master Point Scheme.
We use members’ data for the administration of membership, in teaching bridge, the communication of infomation and the organisation of events. We provide your data to the English Bridge Union for their use as explained. For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
2. Use of Data Your membership data is passed on to the EBU, of which you become a member when you join Hexham Bridge Club. The EBU shares data with its associated charity, English Bridge Education and Development (EBED) and also with NEBA or any other county that you many have nominated as your county of allegiance. The information held by the EBU may be updated by your club if you have given it permission to change your record. You can change this permission on MY EBU by going to Account->My Details.
Information from your results is also passed on to the EBU for use in its master point and NGS schemes, and unless you have chosen to have your NS grade kept private, this may also be used for stratification and handicap purposes.
Some of your data will be available for used by Scorebridge and Bridgewebs acting as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with Hexham Bridge Club. Your personal data is not passed on by us to organisations other than those indicated above.
3. Storage of Data This information is mainly stored in digital form on computers and in the form of written documents stored at the Secretary’s home, the Scorers’ homes, the Bridge Teachers’ homes, the Webmaster’s home, and other Committee members’ homes.
We use Scorebridge/ Bridgewebs and other appropriate software as our data processor for this purpose. Any information that is stored remotely is stored in compliance with the GDPR (General Data Protection Regulation).
We delete members’ personal data, after they resign or their membership lapses, from membership lists, but we maintain an archive of the Club’s history. However, we will delete any former member’s details on request.
Since underlying statistical data, like scores from bridge games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the NGS are not deleted by Hexham Bridge Club or the EBU although they will no longer be attributed to a player who does not want their data to be kept.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
4. Responsibility for Compliance Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring Hexham Bridge Club discharges its obligations under the GDPR is the Secretary.
5. Access to Data If you want to see the basic membership data held by Hexham Bridge Club you should contact the Secretary.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information.
Your session data that is held by the EBU can be down loaded as a csv spreadsheet. You can do this by logging on to My EBU and in your Sessions list, clicking on “Download as CSV”.
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