What Personal Data Does Mapledurham Bridge Club Collect?

Mapledurham Bridge Club (MBC) collects the following personal data:

Name (First and Last Names)

Postal Address

Email Address

Telephone Number – Mobile and Home

This is the only personal data collected and used by MBC.

Our legal basis for holding this information is our legitimate interest as a bridge club.

What is this personal data used for?

We use members’ data for the administration of the Club, the communication of information, including sending out the results of the weekly pairs events, and the organisation of competitions and other events.  A limited amount of data is used by scoring programs to ensure members’ results are correctly attributed.

Who is your data shared with?

Your data is used for internal Club matters only.  It is not shared by us with any other organisation, even if connected with bridge.

A limited amount of information (name only) is made available for use by scoring programs.  If you consent to your email address being used, the results can be emailed to you.

Where does this data come from?

Data is supplied by members, primarily from the Club’s Membership Application/Renewal Form, and as advised subsequently.

If any of your data held by MBC changes, your data can be updated, either by you updating it in the MBC web site directly, or by contacting the Club Secretary and advising what information needs to be updated.

Scoring data from all the games you play in at MBC is provided to the MBC web site electronically by the scorer of the session in question. This is done by uploading a scoring file directly from the scoring program to the MBC website.

How is your data stored?

Most of the data, including our main membership database, is stored in digital form on computers, and we operate in “the cloud” using Bridgewebs website.

We also have a few other small databases for specific purposes:

1.     Scorers hold a database with members’ names only.  This is held on the scorers’ private pcs.  They also have details of members’ email addresses.

2.     The Treasurer has a database with members’ names only.  This is held on a private pc and records payment of subscriptions only.

3.     The Secretary holds the data on a private pc, in spreadsheet format, and as hard copy.  The hard copy is kept locked in a private residence.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring MBC discharges its obligations under the GDPR is the Club Chairman.

Who has access to your data?

Committee members and scorers who have a legitimate use for the information, in relation to their roles as officers of MBC, will be given access to the relevant data, but will not be free to pass it on to any other organisation.

For those members who agree, some of their information will be available to other Club members to facilitate requests for partners. All members of the Club are bound by the GDPR and cannot pass on any such information they receive as members of MBC.

What is the legal basis for collecting this data?

The MBC collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.

Personal data is kept in compliance with our legal obligations.

How you can check what data we have about you?

If you want to see the data MBC holds about you, log in to the MBC website and go to “Member Area > Account”. 

Does MBC collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. MBC does not hold any such data.

How can you ask for data to be removed, limited or corrected?

To have data removed from records or limit/remove data available to other MBC members, you must advise MBC, in writing, that you wish data to be removed. This will ensure that data is properly removed from all locations where it is held.

How long do we keep your data for, and why?

We would not normally keep members’ data after they resign or their membership lapses, unless advised that there would be an intention to re-join at some point in the not too distant future.

Underlying statistical data, e.g. scores from bridge games, continues to be necessary in relation to the purpose for which it was originally collected and processed, will not be deleted, although they will no longer be attributed to a member who does not want their data kept.

Historical hard copy data of previous members, names only, will not be deleted from MBC records.

What happens if a member dies?

We would normally delete members’ information, other than name for archived records after a member dies.

Can you download your data to use it elsewhere?

You can download a csv spreadsheet with data from all sessions.  You can do this by logging on to the MBC website and in the members area go to the “Download” tab.