Retford Bridge Club  

Registered Charity Number: 1166225

Privacy Policy

Contents

What personal data does Retford Bridge Club collect, and what is it used for?

Who is your data shared with?

Where does this data come from?

How is your data stored?

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

Who has access to your data?

What is the legal basis for collecting this data?

How you can check what data we have about you?

Does Retford Bridge Club collect any “special” data?

How can you ask for data to be removed, limited or corrected?

How long do we keep your data for, and why?

What happens if a member dies?

Can you download your data to use it elsewhere?

What personal data does Retford Bridge Club collect?

Who is your data shared with?

What personal data does Retford Bridge Club collect?

The data we routinely collect includes names, addresses, telephone numbers, email addresses and EBU numbers. We collect this data directly from our members when they join the club, from visitors playing at the club for the first time, and from people booking training sessions.

For some of our members we may have additional information such as trustee roles, committee memberships, teaching qualifications, tournament director roles or others who hold a position in the club. We also keep information relating to disciplinary matters and sanctions.

We collect the scores from games you play, which are displayed on our results pages and notice boards 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 Retford 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 Nottinghamshire County 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, unless you have chosen to have your NGS grade kept private, and this may also be used for stratification and handicap purposes.

Some of your data will be available for use by Scorebridge, Bookwhen or Bridgewebs acting as Data Processors on our behalf. They are not free to pass this on to other organisations that are not connected with Retford Bridge Club.

Member information may also be shared with HMRC for the purposes of Gift Aid reclaims.

Personal Trustee data is shared with the Charity Commission and HMRC as part of the legal requirements of the Club operating as a charity and making Gift Aid reclaims.

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 Retford Bridge Club or when they update their information to their EBU record accessed via the MyEBU area of www.ebu.co.uk.

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.

If you are a direct member of the EBU, you will instead have provided your personal data directly to the EBU.

Scoring data comes directly from the results of the club games in which you play.

Data is also collected from those who book training courses via the Bookwhen booking system.

How is your data stored?

This information is mainly stored in digital form in storage areas designated by the cloud-based applications that we use. We use Bridgewebs and Scorebridge and Bookwhen as our data processors for this purpose.  Records of the club are also stored in the cloud under the control of the Google G Suite software.
The Club membership records are held fully encrypted on the Membership Secretary’s computer 
All information that is held in the cloud is stored in compliance with the General Data Protection Regulation (GDPR). 
A limited amount of hardcopy information (Membership records, Gift Aid Declarations and Consent Forms) are stored securely at Hallcroft Community Centre, Retford.

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

Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that Retford Bridge Club discharges its obligations under the GDPR is the Chair of the Club.

Who has access to your data?

Designated Trustees, committee members, tournament directors, scorers, host coordinators and others allocated specific responsibilities by the trustees of Retford Bridge Club have access to members’ data in order for them to carry out their legitimate tasks for the club.

Education administrators have access to your contact details when you book a training course via Bookwhen. 

What is the legal basis for collecting this data?

Retford 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.

We maintain records related to trustees and members to comply with Charity Law.

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, data on personnel is kept in compliance with our legal obligations.

How you can check what data we have about you?

You can contact the Membership Secretary via secrbridgec@gmail.com with a “Subject Access Request” if you want to ask us to provide you with any 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 Retford Bridge Club collect any “special” data?

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

We keep records of accidents and health-related incidents occurring at the Club. We may also keep records of the medical requirements of children and vulnerable adults under our Safeguarding Policy.  We maintain a list of members who have explicitly requested that they be given a stationary position in bridge sessions.

If you would like us to delete any of this data relating to you, please contact the Membership Secretary via secrbridgec@gmail.com

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 of the EBU. This would involve you having a pseudonym with an EBU number under which you would play. If you do this you would not be able to access any EBU membership benefits such as the magazine or playing in EBU tournaments.

·         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 this would limit what we and the EBU are able to provide you with in the way of written information, so you would not be able to get English Bridge in printed form or any other benefits that require a mailing address.

·         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.

·         If you do not want your NGS grade to be public, you may choose for it to be kept private. You can change this option as often as you wish.

·         You may choose not to appear in master point promotions lists.

·         You may choose not to receive information emails from Retford Bridge Club (we do not send any out on behalf of other organisations).

·         You may choose not to be included on the printed telephone/email list that is available on the club premises. 

·         These options can be implemented for your club membership by contacting the Membership Secretary via secrbridgec@gmail.com.

·         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 the EBU to have . If you need any assistance with this you may contact the Office Manager karend@ebu.co.uk

How long do we keep your data for, and why?

We normally keep members’ data for 2 years 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 Retford 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. This includes names on honours boards and names engraved on trophies.

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 for 2 years after they die. If requested by their next-of-kin to delete such information we will do so on the same basis as when requested to remove data by a former member.

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 Retford Bridge Club, contact secrbridgec@gmail.com.