What personal data do we collect?
The data we routinely collect includes members’ names, home addresses, date of joining the club, and email addresses. We collect this data directly from our members when they join the club.
For some of our members we may have additional information such as committee memberships, teaching qualifications, or tournament director roles. We will also keep information relating to disciplinary matters.
We collect the scores from games you play, which are displayed on our results pages and used in maintaining the EBU’s National Grading Scheme (NGS) 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 your data to the English Bridge Union (EBU) for their use as explained in the section below.
Who is your data shared with?
Your membership data is passed on to the EBU, of which you become a member when you join Lytham 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 the Lancashire Contract Bridge Association, or any other county that you may have nominated as your county of allegiance.
Information from your results is also passed on to the EBU for use in its master point and NGS schemes and, unless you have chosen to have your NGS grade kept private, this may also be used for stratification and handicap purposes,.
Some of your data will be available for use by Bridgewebs acting as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with Lytham Bridge Club.
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?
Our members’ data comes from them when they join Lytham Bridge Club, or when they update their information either directly with us, or via their EBU record.
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 secure computers. We use Bridgewebs as our data processor for this purpose. Any information that is stored remotely is stored in the EU/ in compliance with the GDPR. Printed documents are stored securely at the club.
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. The elected committee is responsible for ensuring Lytham Bridge Club discharges its obligations under the GDPR.
Who has access to your data?
The Membership Secretary and nominated members of Lytham Bridge Club have access to members’ data in order for them to carry out their legitimate tasks for the organisations.
What is the legal basis for collecting this data?
Lytham 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 you check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Membership 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.
Do we collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data, unless you have explicitly requested it to be recorded. If you wish to change this data on your record you can do so at any time by contacting the Membership 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 with an EBU number 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 do not need to provide us with your date of birth unless you wish to enter age-limited (junior or seniors) events or gain concessions based on age.
- You may choose not to receive information emails from Lytham Bridge Club.
- Any of these options can be implemented for your club membership by contacting the Membership Secretary.
- Any of these options can be implemented for your EBU membership by logging on to My EBU, going to Account –> My Details and editing your record there, either to correct erroneous data or to delete information you do not wish us to have . If you need any assistance with this you may contact the Office Manager email@example.com
How long do 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.
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 Lytham Bridge Club or the EBU although they will no longer be attributed to a player who does not want their data to be kept.
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 keep members’ information after they die. If requested by their next-of-kin to delete it we will do so.
Can you download your data to use it elsewhere?
Your session data that is held by the EBU can be downloaded as a csv spreadsheet. You can do this by logging on to My EBU and in your Sessions list, clicking on “Download as CSV”. To access data held by Lytham Bridge Club contact the Membership Secretary.