Candleford Bridge: Safeguarding Policy

for people under age 18 and vulnerable adults

A “vulnerable person” is any person under the age of 18 or a vulnerable adult.

“Guardian” means a parent, carers and legal guardian or other person having responsibility for a vulnerable person.

This policy applies to Candleford Bridge and events for which it is solely or jointly responsible. The policy applies all members and visiting players who may come into contact with vulnerable persons.

Our policy is that we will:

1. Follow the principles of the English Bridge Union’s Safeguarding Policy and Good Practice Guide 2017 http://www.ebu.co.uk/documents/official-documents/safeguarding-policy2017v3.pdf.

2. Ensure bridge is enjoyable by treating all vulnerable persons with respect, dignity and equality to other persons; by confronting and dealing with bullying; and by promoting fair play.

3. Promote and prioritise the safety and wellbeing of vulnerable persons by ensuring that robust safeguarding arrangements and procedures are in operation.

4. Take all reasonable steps to ensure that members understand their roles and responsibilities in respect of safeguarding and best behaviour at bridge, as circumstances require.

5. Ensure players maintain a safe and appropriate distance from vulnerable persons. It is inappropriate for players to have an intimate relationship with vulnerable persons. It is considered bad practice to approach a vulnerable person direct to offer support, or to offer to partner them in a game of bridge. All approaches, including requests for personal details, must be made through a guardian.

6. Ensure that employees and volunteers who may work with vulnerable persons are carefully selected, informed about their responsibilities and provided with guidance and/or training in good practice and safeguarding procedures.

7. Ensure that appropriate and prompt action is taken in the event of incidents or concerns of abuse or bullying and that support is provided to persons affected.

8. Ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and stored securely.

9. Do its utmost to provide a safe environment for vulnerable persons to enjoy the game even when a guardian is not present. However, Candleford Bridge does not accept any responsibility for private arrangements made by a guardian with another person.

10. Ensure that anyone known to be on any relevant database of offenders is not present at any event in any capacity unless an appropriate risk management plan is in place.

Procedures

1. The Safeguarding Officer is the proprietor of Candleford Bridge or a person appointed by the proprietor to that role. The Safeguarding Officer is responsible for safeguarding policy and procedures.

2. The Safeguarding Officer is responsible for ensuring appropriate recording of incidents, concerns and referrals and for storing these securely in compliance with relevant legislation and kept for a time specified by our insurance company.

3. Disclosure and Barring Service (DBS) checks will be carried out, in the light of current legislation and regulation, for any adult involved in providing bridge classes or seminars on behalf of Candleford Bridge especially for vulnerable persons.

4. Any Candleford Bridge member who has concerns about potential risks to a vulnerable person should report their concerns immediately to the Director of the bridge session, the Safeguarding Officer or another person who will record relevant details factually.

5. If an individual is not sure whether an action constitutes bullying, poor practice or abuse, the individual should discuss the situation in confidence with the Safeguarding Officer.

6. The Safeguarding Officer must investigate concerns and take appropriate action.

7. If a vulnerable person is at risk of harm, immediate action to safeguard that person must be taken. Relevant authorities should be consulted as time allows.

8. Every effort must be made to maintain confidentiality of information that could harm the vulnerable person if disclosed. Information must be handled and disseminated on a need-to-know basis.

The policy and procedures are mandatory for everyone involved in Candleford Bridge and its events. Failure to comply must be addressed without delay and may ultimately result in further action in accordance with the English Bridge Union’s Safeguarding Policy and Good Practice Guide http://www.ebu.co.uk/documents/official-documents/safeguarding-policy-2017v3.pdf. The Safeguarding Officer must review the safeguarding policy and procedures annually or in the following circumstances: changes in legislation and/or government guidance; as required by the English Bridge Union; or as a result of any other significant change or event.

Candleford Bridge, April 2019

Note: The details to be recorded about an incident or concern include, as relevant:

• The nature of the incident or concern.

• Date and time.

• Persons who were involved, and witnesses to an event.

• What was said or done and by whom.

• Action taken to investigate or resolve the matter.

• The reasons why a decision was taken not to refer those concerns to a relevant statutory agency (if any). Examples include the police and the Local Authority Designated Officer.

• Name of person reporting the concern.

• Name, designation and contact details of the person to whom the concern was reported.

The record should be signed and dated. It should not record opinion or hearsay.

Candleford Bridge

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”?

No.

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.

Constitution of Candleford Bridge

10 April 2019

Every person who applies for membership is subject to the rules of this constitution, and any bye-laws and policies of Candleford Bridge from time to time.

Every member of the club must abide by the Laws of Bridge and the bye-laws of the English Bridge Union.

Definitions

The “Proprietor” of Candleford Bridge is Lawrence Haines. The body of members as a whole constitutes the “Club".

Object

The object of the Club is the furtherance of bridge and associated activities for the betterment and enjoyment of its members and visitors.

Management

The general management of the affairs of the Club in all matters is under the control of the Proprietor, or the appointed representative of the Proprietor.

Membership

The Proprietor may offer such categories of membership of the Club with such qualifications, application procedures, fees, conditions and privileges and in such numbers as it may from time to time decide.

Details of membership categories with any charges are as displayed from time to time on the Club’s web pages on Bridgewebs.

The Proprietor has the discretion to accept, or reject without reason, any application for membership. Similarly the Proprietor may at any time cancel a membership; if that is done, any membership fee paid by the member for the year then current must be refunded.

Membership is annual. Renewal of membership is at the discretion of the Proprietor.

Membership fee and termination

Each member must pay to Candleford Bridge the annual fee appropriate to the applicable membership category. The membership year starts on 1 April. Members joining on or after 1 January may pay half the fee for that membership year.

Membership fees for renewal are due in April. Any member whose membership fee is in arrears on 1 May ceases to be a member unless the proprietor waives this rule.

Otherwise, membership ends:

• When a member notifies the Proprietor that he or she resigns;

• The Proprietor expels a member for conduct prejudicial to the Club, its premises or the Proprietor;

and in those cases the member or former member has no entitlement to return of any part membership fees paid.

Liability

Nothing in this clause restricts in any way any person’s rights in the event of fraud, or of personal injury or death caused by negligence.

In other circumstances, neither the Proprietor nor the Club shall be liable for any loss or damage to person or property of a member, guest or visitor, howsoever caused.

Bye-laws

Bye-laws are sometimes called 'Club Standards'.

The Proprietor may display on Candleford Bridge web pages, and in any other form of written communication, such Bye-laws as the Proprietor may from time to time consider desirable for the regulation of play, conduct and usage. Bye-laws are binding on all members and visitors.

Alteration of rules

The Proprietor may revoke, supplement or alter these Membership Rules by displaying updates on the Candleford Bridge web pages not less than twenty-eight days prior to the date they shall take effect.