Privacy Notice for Broxbourne Bridge Club (BBC)
- What personal data does BBC collect?
The data we routinely collect includes members’ names, postal addresses and email addresses. We collect this data directly from our members when they join the club.
For some of our members we may have additional information such as committee memberships or tournament director roles. We will also keep information relating to disciplinary matters and sanctions.
We collect the scores from BBC playing sessions, which are displayed on our results pages and used in maintaining the EBU’s National Grading Scheme (NGS) and the Master Point scheme.
- What is this personal data used for?
We use members’ data for the administration of membership; the communication of information, and the organisation of events. We provide members’ data to the English Bridge Union (EBU) and to the Hertfordshire Bridge Association (HBA) for their use as explained in the section below.
- Who is your data shared with?
Your membership data is passed on to the EBU of which you become a member when you join BBC. The EBU shares data with its associated charity, English Bridge Education and Development (EBED), since it shares offices and data systems with them, and also with HBA or any other county that you may have nominated as your county of allegiance. In addition, BBC also co-operates directly with the HBA in maintaining your personal data accurately.
Information from your results is passed on to the EBU for use in its master point and NGS schemes, and this information may also be used for stratification and handicap purposes. You can choose to keep private some items of data (including your NGS percentage) by setting options in My EBU by going to Account -> My Details.
Some of your data will be used by Bridgewebs acting as a Data Processor on behalf of BBC. Such Data Processors are not permitted to pass your data on to other organisations that are not connected with BBC.
Your personal data is not passed on by BBC to organisations other than those indicated above, whether or not connected with bridge.
- Where does this data come from?
Data for our members comes from them when they join BBC.
Your personal information held by the EBU may be updated by BBC if you have given us permission to change your record. You can change this permission on My EBU by going to Account -> My Details.
If you are a direct member of the EBU, you will instead have provided your personal data directly to the EBU when you joined BBC, or when you updated your record with the EBU.
Scoring data comes directly from the results of the club games in which you play.
- How is your data stored?
BBC maintains your information in digital form on computers and in the form of paper documents stored by the Membership Secretary. We use Bridgewebs / ScoreBridge / EBUScore as our data processors for this purpose. Any information stored remotely is stored in compliance with the GDPR (General Data Protection Regulation).
- Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory duty to have a Data Protection Officer. The BBC Chairperson is responsible for ensuring BBC discharges its obligations correctly under the GDPR.
- Who has access to your data?
Members of the BBC committee have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
Sub-contractors of BBC may be given access to data for specific tasks, such as sending mailings. They are not permitted to use members’ data for any other purpose.
- What is the legal basis for collecting this data?
BBC 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, 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 the Secretary.
You can make a ‘Subject Access Request’ to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying those aspects will help us to provide you with the appropriate information quickly and efficiently. We are required to provide this to you within one month.
There is not usually a fee for this, although 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 BBC collect any ‘special’ data?
The GDPR refers to sensitive personal data as ‘special categories of personal data’.
The only data we record relates to the disabilities of members who have explicitly requested it to be recorded for the purpose of giving them stationary positions in our competitions (which we aim to do wherever feasible). If you wish to change this data on your record you can do so at any time by contacting the Secretary.
We do not record any other data in these special categories.
- How can you ask for data to be removed, limited or corrected by BBC or HBA or the EBU?
There are various ways in which you can limit how your data is used.
- If you wish you could become an “anonymous” member of the EBU. This would involve you having a pseudonym with an EBU number under which you would play. If you do this however, you would not be able to access any EBU membership benefits such as the magazine or participation in EBU tournaments.
- You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what BBC and the EBU are able to provide you with in the way of written information, so you would not be able to get English Bridge in printed form or any other benefits that require a mailing address.
- You do not need to provide the EBU with your date of birth unless you wish to enter age-limited (junior or seniors) events or gain concessions based on age.
- If you do not want your NGS grade to be public, you may choose for it to be kept private. You can change this option as often as you wish.
- You may choose not to appear in master point promotions lists.
- You may choose not to receive information emails from BBC (we do not send any out on behalf of other organisations).
- Any of these options can be implemented for your club membership by contacting the BBC Membership Secretary.
- Any of these options can be implemented for your EBU membership by logging on to My EBU, going to Account –> My Details and editing your record there, either to correct erroneous data or to delete information you do not wish the EBU to have. If you need any assistance with this you may contact the EBU’s Office Manager firstname.lastname@example.org.
- How long do we keep your data for, and why?
BBC 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, such as 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 BBC or the EBU although they will no longer be attributed to a player who does not want his or her 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.
- What happens if a member dies?
We normally keep members’ information after he or she dies. If requested by his or her next-of-kin we will delete it on the same basis as when requested to remove data by a former member.
14. Can you download your data to use it elsewhere?
Your session data that is held by the EBU can be downloaded as a csv spreadsheet. You can do this by logging on to My EBU and in your Sessions list, clicking on 'Download as CSV'.