What personal data does the Club collect?
The data we routinely collect includes the names, residential addresses, email addresses, and telephone numbers of club members. We collect this data directly from our members when they join the club. From time to time we ask members to update this information.
For some of our members we may have additional information such as committee memberships, teaching qualifications or tournament director roles. We also keep information relating to disciplinary matters and sanctions.
We collect the scores from games you play, which are displayed on our results pages. This data is linked to the names of all persons who play in the Club’s bridge sessions, including visitors.
What is this personal data used for?
We use this data only for the normal purposes of operating a bridge club. This includes the administration of your membership, the communication of information relating to the Club, and the organisation of events. We provide your data to the following third parties: in each case this is done for the use of the data by the recipient as explained in the next section.
(a) Club members can access a list of the telephone numbers and email addresses of Club members generally.
(b) The Greyfriars Community Centre receive from time to time a list of the names of club members.
Who is your data shared with?
(a) Membership data is passed on to the Greyfriars Community Centre, who require you become a member when you join the Club as it has affiliated status.
(b) Members’ telephone numbers and email addresses are made available to other members of the Club in order to facilitate communication between the members. This information is provided to members only, and only for use in connection with matters relating to the operation of the club, for example facilitating the arrangement of individual and team partnerships at bridge sessions, the arrangement of shared transport, and reporting matters to, and seeking information from members of the committee. This information is provided to the members on the basis that it should not be used for marketing or other purposes which are unconnected with the activities of the Club.
Some of your data will be available for use by 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 the Club .
Your personal data is not passed on by us to individuals or organisations, other than those indicated in this notice, whether or not connected with bridge.
Where does this data come from?
The data comes from the members themselves, either when they join the Club or they supply us this information..
Scoring data comes directly from the results of the club games in which you play.
How is your data stored?
This data is stored
- in digital form on computers: we use Bridgewebs as our data processor for this purpose; and
- in the form of written documents, which are stored either at the Club premises, situated within the Greyfriars Community Centre or at the address of the Secretary Sue Bodiley Fircroft 75 Footners Lane Burton BH23 7NR and at the address of the Membership Secretary Sylvia Berville 80 Lake Road Verwood BH31 6BX
Any information is stored in compliance with the General Data Protection Regulation (“GDPR”).
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that the Club discharges its obligations under the GDPR is Sylvia Berville whose address is stated above.
Who has access to your data?
Members of the committee of the Club, and other club members discharging particular functions on behalf of the Club, such as disciplinary matters, and the conduct of the bridge classes, have access to members’ data in order for them to carry out their legitimate tasks on behalf of the Club.
Members of the club generally have access to the list of members’ email addresses and telephone numbers which is referred above. The list of members who are looking for partners is available generally.
Sub-contractors of the Club may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?
The Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive mind sport.
For some data, such as that relating to financial matters including taxation, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact Sylvia Berville
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 information 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 if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does the Club collect any “special categories of personal data”?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not hold any such data.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
- You could maintain your club membership with limited contact details. However, we do need to have at least your correct name and residential address, in order to be sure of being able to contact you.
- You may choose not to receive information emails from the Club (we do not send any out on behalf of other organisations).
- You may choose not to allow your telephone number and/or your email address to be made available to other members.
- Any of these options can be implemented for your club membership by contacting Sylvia Berville
How long we keep your data for, and why?
We normally keep members’ data after they resign or their membership lapses, in case they later wish to re-join. However, we will delete any former member’s contact details entirely 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, this will be retained.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.
What happens if a member dies?
We only keep a member’s name, after we have become aware that they have died. If requested by their next-of-kin to delete the name from our records, we will do so.
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