Privacy Notice for Cringleford Bridge Club

What personal data does Cringleford Bridge Club collect?

The data we routinely collect includes members’ names, addresses, telephone numbers and email addresses. We collect this data directly from our members when they join the club.

We also collect the e-mail addresses of guests to the Club to provide them with the results.

We collect the scores from games you play and e-mail them to our members and guest players.  Soon the results will also be on our website.

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. 

Who is your data shared with?

Some of your data will be available for use by ScoreBridge acting as a Data Processor on your behalf.  They are not free to pass this on to other organisations that they are not connected with.

Your personal data is not passed on by us to organisations.

Where does this data come from?

Data for most of our members comes from them when they join Cringleford Bridge Club or when they update their information.

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 and in the form of a printed Membership Card. Any information that is stored remotely is stored in compliance with the GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. 

Who has access to your data?

Members of the committee and scorers have access to members’ data in order for them to carry out their legitimate tasks for the organisations. They are not free to use it for any other purpose.

Members’ names, addresses and telephone numbers are contained in the Membership Card distributed annually to members. Members’ and guests’ names are visible in the results. Sometimes e-mail addresses are also visible in the results, but e-mail addresses will not be available on the webpage. If you do not wish your data be so used please see the section titled “How can you ask for data to be removed, limited or corrected?”

What is the legal basis for collecting this data?

Cringleford Bridge 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, the basis for its collection and retention is to comply with our legal obligations. 

Similarly, personnel data is kept in compliance 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 Club’s Secretary.

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 Cringleford Bridge Club collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”.  

We do not collect any sensitive personal data.

If you wish to change this data on your record to include sensitive personal data you can do so at any time by contacting the Secretary.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. 

• If you wish you could become an “anonymous” member. This would involve you having a pseudonym under which you would play. 
• 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 we are able to provide you with in the way of written information that requires a mailing address. 
• You may choose not to receive information emails from Cringleford Bridge Club (we do not send any out on behalf of other organisations).
• You can ask for some or all of your data to be removed.
• Any of these options can be implemented for your club membership by contacting the Secretary.

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. Members’ data will automatically be deleted from the Membership Card at the end of the year in which the member resigned or their membership lapsed.

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 delete members’ information after they die.

Can you download your data to use elsewhere?

Your session data cannot be downloaded.

 April 2018