Privacy Notice for South Bucks Bridge Club
What personal data does South Bucks bridge Club collect?
The data which the Club routinely collects includes members’ names, addresses, email addresses, telephone numbers and date of birth for members aged under 22. This data is collected in writing from our members when they join the club and amended if subsequently advised.
Visitors who do not wish to complete a Membership Application are asked to provide their EBU number if they have one, plus any other information which will help them to be identified and enable South Bucks Bridge Club to communicate with them. They will be informed that this information will be included in the Club’s database unless they request that it should not be kept.
The Club collects the scores from games played. These are displayed on our results pages and passed on to the EBU to help in maintaining their National Grading Scheme (NGS) and the Master Point scheme.
The Club keeps records of any courses attended or booked and of payments received for these courses.
What is this personal data used for?
Members’ data is used for the administration of membership; the communication of information, and the organisation of events. Date of Birth for members aged under 22 is used to enable reduced table money to be charged for them. Data is provided to the English Bridge Union (EBU) for their use as explained in the section below.
Data relating to students and courses is kept and provided to EBED, on whose behalf the courses are held.
Who is membership data shared with?
Membership data is passed on to the EBU, of which everyone becomes a member when they join South Bucks Bridge Club. 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 Berks and Bucks CBA or any other county that may have been nominated by a member as their county of allegiance.
Information from results is used in its master point and NGS schemes, unless the member has chosen to have their NGS grade kept private, and this may also be used by the EBU for stratification and handicap purposes,
Some of the data will be available for use by Pianola and Bridgewebs acting as Data Processors on our behalf. They are not free to pass this on to other organisations that are not connected with South Bucks Bridge Club.
Personal data is not passed on 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 complete a Membership Application Form or when they update their information either directly to the Club or via their EBU record.
The information held by the EBU may be updated by the Club if the member has given it permission to change their record. This permission can be changed through “My EBU” on the EBU web site.
Direct members of the EBU will have provided their personal data directly to the EBU and this will be passed on to South Bucks Bridge Club when the EBU is requested to do this.
Scoring data comes directly from the results of the club games played.
How is data stored?
This information is mainly stored in digital form on computers. South Bucks Bridge Club uses Pianola as their Data Processor for this purpose.
Bridgewebs has a limited amount of personal data; a list of members’ names is accessible by other members through the South Bucks Bridge Club website. Other personal information may be entered by individual members and is accessible only by that member and the Club’s Data Controller and four Company Directors.
Any information that is stored remotely is stored in compliance with the General Data Protection Regulations. Pianola and Bridgewebs do not have permission to pass on data to any other person or organisation, except what is necessary to pass on results to the EBU.
Written documents such as Membership Application Forms or amendments to them are stored in locked units at South Bucks Bridge Club. Access to this data is restricted to the Club’s Data Controller and to the Club’s four Company Directors.
Personal data relating to students and payments for courses is kept on a secure computer at the Club, where it is accessible by the Club’s Data Controller and to the Club’s four Company Directors only. This information will be passed on to EBED, on whose behalf the courses are run and to the EBU to enable them to maintain their membership records. This information will not be passed on to any other person or organisation.
Who is responsible for ensuring compliance with the relevant laws and regulations?
The Data Controller for South Bucks Bridge Club is Chrys Poole, the Club Manager. She is responsible for ensuring compliance with the relevant laws and regulations, under the general guidance of the four Company Directors.
Who has access to members’ data?
The only people who have access to all members’ data are the Club Manager and Data Controller, Chrys Poole and the four Company Directors: Evelyn Crossley, Brenda Vitty, David Beever and Nigel Marlow. They need this access in order for them to carry out their legitimate tasks for the organisation.
Bridge Director/Scorers have access to a limited amount of information in order to enable them to carry out their necessary tasks in scoring events and uploading the results to Bridgewebs and Pianola. This information is limited to each member’s name and EBU number.
What is the legal basis for collecting this data?
South Bucks 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.
How can a member check what data is held about them?
To see the basic membership data held about them, a member should contact Chrys Poole, Data Controller.
A member can ask South Bucks Bridge Club to provide them with any other information held about them. Specifying any particular aspects of interest will help the Club to provide the information quickly and efficiently. The Club is required to provide this within one month.
Does South Bucks Bridge Club collect any “special” data?
South Bucks Bridge Club does not collect any special personal data as defined in the General Data Protection Regulations.
How can members ask for data to be removed, limited or corrected?
There are various ways in which members can limit how their data is used:
- Members may maintain their club membership with their correct name but with limited contact details. However, South Bucks Bridge Club needs to have at least one method of contacting a member. A member could for example ask the Club to just maintain an up-to-date email address, but of course this would limit what the Club and the EBU are able to provide.
- Members may choose not to receive information emails from South Bucks Bridge Club. We do not send any out on behalf of other organisations.
- Any of these options can be implemented for club membership by contacting Chrys Poole.
How long do we keep members' data, 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.
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 South Bucks Bridge Club or the EBU but they will no longer be attributed to a player who does not want their data to be kept.
Historical ranking lists and prize lists may be 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?
The Club normally removes members’ information after they die except for historical information relating to results.
Can members download their data to use it elsewhere?
South Bucks Bridge Club does not make provision for data to be downloaded.