Farnborough Bridge Club and the collection of personal data

The personal data we routinely collect includes member name, address, email and telephone contact information. This is collected from the membership application form or visitor form.

For some members, additional information will include committee membership and teaching qualifications. We will also keep information relating to disciplinary matters and sanctions.

FBC (Farnborough Bridge Club) also collects scores from any games played as these are displayed on our results pages and used in maintaining the EBU's National Grading Scheme (NGS) and Master Point scheme.

Other personal data is stored on the FBC website, please see below for further information.

How personal data is used

Member data is used for the administration of your membership; the communication of information and the organisation of events. Your data is also provided to the English Bridge Union (EBU), see section below.

Shared data

All membership data is passed on to the EBU, of which you become a member when you join FBC. The EBU shares data with its associated charity, English Bridge Education and Development (EBED), since it shares offices and data systems with them. Your data is also shared with Kent Contract Bridge Association (or any other county that you may have nominated as your preferred county of allegiance).

Information from your results is automatically sent to the EBU for use in the Master Point and NGS schemes and, unless you have chosen to keep your NGS grade status as 'private', this may also be used for stratification and handicap purposes.

Some of your data will be used by Bridgewebs acting as a Data Processor on FBC's behalf. They are not allowed to pass this on to other organisations unconnected with Farnborough Bridge Club. They can only use data with other organisations essential to providing the service to FBC.

Your contact details including name, email and telephone can be available to all FBC members, but only if you give permission.

FBC do not pass your personal data to other orgnisations other than those indicated above.

Collecting data

Data for most members comes from their initial application form when they join FBC or when updating information supplied to us. Visitors supply contact information, including their EBU number, which is stored on our membership database under 'Visitor' and used to enable results to be processed. We do not collect any other information until a visitor applies to be a member of FBC.

The information held by the EBU will only be updated by FBC if you have requested us to change this information. Scoring data comes directly from the results of Club games.

Storing data

Data is mainly stored digitally on FBC's website, and also on computers or other electronic equipment in use by FBC and/or FBC's Committee Members, which can be in the possession of approved scorers. Once approval for FBC membership is formalised and data is recorded, any paper records are digitised and destroyed. FBC retains minutes in hard copy form of Committee Meetings, General Meetings and any disciplinary proceedings. Any digital information is stored in compliance with GDPR.

Responsibilty and compliance of relevant laws and regulations

Under GDPR (General Data Protection Regulation) FBC has no statutory requirement to have a Data Protection Officer. FBC's Chairperson is responsible for ensuring Farnborough Bridge Club discharges its GDPR obligations.

Data access

FBC Committee members have access to personal data in order to carry out their legitmate tasks for the Club. Sub-contractors of FBC may be given access to data for specific tasks, such as sending emails or producting compeititon results. They are not allowed to use any personal data for any other purpose.

Legal basis for data collection

FBC collects personal data necessary for the purpose 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.

Requesting information on data held

Please email farnboroughbridge@gmail.com. If you need us to provide anything specific, please let us know. We will endeavour to respond within 7 days but it may take longer. There is no fee for this service, however, if there is an administrative cost of providing any requested information where the request is unfounded or excessive, or multiple requests for the same information are received, then a fee will be applied.

Special data

GDPR refers to sensitive personal data as 'special categories of personal data'. FBC does not specifically collect any special data, however we consider various factors to establish the suitability of members to perform host duties for example. One of the considered factors is poor mobility, although the disability of members is not recorded. Tournament Directors will consider the mobility of members for the purpose of allocating stationary positions in competitions (in order that they don't need to move tables perhaps - which we aim to do wherever feasible). If you wish to be considered for exclusion from host duty, please contact the FBC Hon. Secretary by email at farnboroughbridge@gmail.com who is responsible for host rotas.

Requests 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 can become an EBU 'anonymous' member. This requires you to have a pseudonym with an EBU number under which you would play. Please check the EBU Privacy Notice for more details.

• You can maintain your club membership with your correct name but with limited contact details. However, FBC does need to have at least one method of contacting you. For example, you can simply maintain an up-to-date email address, but of course this would limit what Club news and information we are able to provide you with.
• You can have your results appear on the FBC website with a display name if you prefer. Your bridge partner's name would still appear as normal.
• NGS grades can be set to private if preferred. This option can be amended on the EBU website.
• If you do not wish to appear in master point promotions lists, please contact the EBU.
• By default GDPR, you should not receive emails from FBC. These emails primarily relate to FBC events that are of significant interest to our members. Please log in to the members section of our website to 'opt in' or contact us if you need help to change this status. FBC may need to email you, even if you have opted out, where there is a legitimate reason for doing so.

Data retention

Member's data is kept unless requested to be deleted. This is because past members may wish to re-join after resigning, or their membership has lapsed for some reason. If a member leaves the Club, they are automatically changed to 'opt out' status and other members will no longer be able to view their details.

Results are not deleted, but are only visible online for two years. This is due to underlying statistical data, such as scores, and continues to be necessary in relation to the purpose for which data was originally collected and processed. Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from these.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.

Details of FBC website

The FBC domain (currently farnboroughbc.co.uk) contains no data, it simply forwards to FBC's pages on bridgewebs.com. All services are provided by Bridgewebs, which is the data processor for results, and holds member details including contact information, membership and subscription status, honorary members, committee and other special roles within the Club - including committee information, host rota, directing and Bridgemate rotas, scorers, news items including special achievements for members and current scores for annual competitions. Photography from social events and competitions may be used on the site with participant's permission. Bridgewebs data is currently stored on servers hosted by Heart Internet, the internet domain host for bridgewebsemail.com.

What happens if a member is bereaved?

FBC keeps all member information unless removal is requested. For bereaved members, removal of data can be requested by next of kin.