Brunton Bridge Club Privacy Policy and Notice Date First Drafted May 14^th 2018

What personal data does Brunton Bridge Club collect, where does this data come from and what is it used for­­­?

We collect data directly from our members when they join the club, renew their memberships or when they update their information with us directly or via their EBU record. It consists of members’ names, addresses, email addresses and telephone numbers. The information held by the EBU will be updated by Brunton if you have given us permission to change your record. You can change this permission on My EBU by going to Account -> My Details.

Scoring data comes directly from the results of the games in which you play. Scores from games are displayed in the results book and website results section. They are used to maintain the EBU’s National Grading Scheme (NGS) and the Master Point scheme. Scoring data is provided to the EBU electronically by uploading the file to Bridgewebs.

Photographs of prize winners and events are displayed on the website if members have signed the permission sheet.

Who is your data shared with?

Your membership data is passed on to the EBU, of which you become a member when you join Brunton. The EBU shares data with its associated charity, English Bridge Education and Development (EBED), and with the North Eastern Bridge Association (NEBA) as the area of allegiance of our members. Information from your results is also passed on to the EBU for use in its master point and NGS schemes unless you have chosen to have your NGS grade kept private, and is also used by Brunton for handicap purposes.

Some of your data will be available for use by organisations, such as Pianola and Bridgewebs that act as Data Processors on behalf of the EBU. They are not free to pass this on to other organisations that are not connected with the EBU. Your personal data is not passed on by us to organisations other than indicated. Your personal data is not provided by us for use by any organisations other than those indicated above, even if connected with bridge.

How is your data stored?

If permission has been given by members, their email addresses and telephone number are also stored in the administrations section of Brunton’s Bridgewebs site. This allows only people authorised to use this section, using the password, to contact members and are therefore are not held in the public domain. Otherwise, data is held by the Club secretary on a personal computer and all the above is held in compliance with the General Data Protection Regulation (GDPR). Committee Members who have agreed that their email addresses and telephone numbers may be on public display are shown on the website.

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 CMBC discharges its obligations under the GDPR is the Chairman.

Who has access to your data?

Members of the committee of Brunton Bridge Club have access to members’ data in order for them to carry out their legitimate tasks for the organisation.

What is the legal basis for collecting this data?

We collect personal data that is necessary for the purposes of its purposes of its legitimate interests as a membership organisation 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 our Club Secretary.

You can contact the EBU with a “Subject Access Request” if you want to ask them to provide you with any information they hold about you. If you are interested in any particular aspects, being specific will help them to provide you with what you need quickly and efficiently. They are required to provide information to you within one month. There is not usually a fee for this, though they 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 Brunton Bridge Club collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”. Of these categories, the only data the EBU records relates to the disabilities of some members when they 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).

At Brunton, we do not have records any such special data.

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

By contacting the club secretary, there are a variety of ways in which you can limit how your data is used. You may wish to use your EBU membership - 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 Brunton Bridge Club to have . If you need any assistance in doing this you may contact the Office Manager karend@ebu.co.uk . You may wish to consider -

• Using a pseudonym with an EBU number under which you would play. This means you would not be able to access any EBU membership benefits such as the magazine or playing in EBU tournaments.

• Providing the club with your correct name but with limited contact details. However, if you do not supply a postal address this would limit what we and the EBU are able to provide you with in the way of written information eg you would not be able to get English Bridge in printed form. You may withhold your email address and/or your telephone number.

• Requesting that your NGS grade is kept private.

• Opting not to appear in master point promotions lists.

• You may ask that any photograph of you that appears on the EBU website be deleted by contacting the Office Manager at membership@ebu.co.uk.

• You may choose to have your details removed from the EBU Pianola database by contacting support@pianola.net – this is only relevant for a relatively small number of members who play in EBU competitions and receive emails giving them their results.

• You may choose to have your details (other than those relating to transactions) removed from the Bridge Warehouse database by contacting them directly

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses for six months 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, results from events used for the NGS are not deleted by Brunton 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.

What happens if a member dies?

We normally remove members’ information after they die.

Can you download your data to use it elsewhere?

Your results 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”.

To access data held by Brunton, contact the Club Secretary.