Data Protection Statement, 5 April 2019
What personal data does Candleford Bridge collect?
The data we routinely collect includes members’ names, email addresses and telephone numbers, and, for members claiming age privileges, dates of birth. We collect this data direct from our members when they join the club. We collect names, email addresses and telephone numbers from non-members who ask for ongoing information.
For some of our members we may have additional information such as teaching qualifications, DBS checks, and tournament director roles.
We collect the scores from games that members and visitors play, which are displayed on our results pages and forwarded to the English Bridge Union (EBU) for use in connection with the National Grading Scheme and the Master Point scheme.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide some data to the EBU as required by the terms of our affiliation. We use non-member information for the communication of information.
Who is your data shared with?
Membership data is passed on to the EBU. The EBU shares data with its associated charity, English Bridge Education and Development (EBED) with which it shares offices and data systems, and also with the Oxfordshire Bridge Association or any other county that you may have nominated as your county of allegiance.
Information from results is also passed on to the EBU for use in its master point and NGS schemes and, unless a data subject has chosen to keep their NGS grade kept private, this may also be used for stratification and handicap purposes,.
Some data will be available for use by Bridgewebs, and BriAn or other scoring support, each acting as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with Candleford Bridge.
Your personal data is not passed on by us to organisations other than those indicated above, whether or not connected with bridge.
Where does this data come from?
Data for most of our members comes from them when they join Candleford Bridge or when they update their information either directly or via their EBU record.
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.
Scoring data comes directly from the results of the club games in which you play.
How is your data stored?
This information is mainly stored in digital form on computers. We use Bridgewebs and BriAn as data processor for this purpose. Any information that is stored remotely is stored in compliance with the General Data Protection Regulation (GDPR).
Who is responsible for ensuring compliance with the relevant laws and regulations?
The person who is responsible for ensuring Candleford Bridge discharges its obligations under the GDPR (our “Responsible Person”) is the proprietor or a person appointed by the proprietor to carry out those duties and named on the website (www.BridgeWebs.com/candleford).
Who has access to your data?
Staff of Candleford Bridge have access to members’ data in order for them to carry out their legitimate tasks for the organisations.
Sub-contractors of Candleford Bridge 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?
Candleford Bridge collects personal data that is necessary for the purposes of its legitimate interests as an organisation participating 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.
For data that may be made publicly available and which is not covered by the two bases above, consent will be sought and will provide the lawful basis for its processing
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 Responsible Person.
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 if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does Candleford Bridge collect any “sensitive personal data”?
How can you ask for data to be removed, limited or corrected?
You may choose not to receive information emails from Candleford Bridge. To exercise that choice, contact the Responsible Person.
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 on request, except as follows:
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 Candleford Bridge.
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 preserve members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.