Data Protection: Privacy Notice for Southam Bridge Club (v 1.0 - 01/01/2019)
You may be aware that on 25th May 2018 a new set of standard data protection laws known as General Data Protection Regulation (GDPR) came into effect across the EU. The purpose of the GDPR is to make it easier for you to understand how your data is being used and to give you greater control over its use.
This Privacy Notice explains how Southam Bridge Club gathers, stores, shares and makes accessible personal data about members.
What personal data does Southam Bridge Club collect and what is it used for?
We collect names, addresses, phone numbers and email addresses directly from our members when they join the club. Changes to this data come from subsequent updates from members.
The legal basis for collecting this data is the Club’s legitimate interests as a membership organisation. We use the data to manage the Club, communicate with members, and organise events.
We collect the scores from games played at the club and use a software program to work out the results. Member’s names and scores are stored in this program and also displayed on various results pages and narrative sections of the Club’s website which is hosted by Bridgewebs, an external organisation.
From time to time we participate in Simultaneous Pairs events and member’s names and scores are uploaded to the relevant organiser’s website.
Some financial data is collected and retained during the preparation of our accounts.
For some of our members (with their agreement) we have additional information in connection with their role on the club’s committee, or as a director or scorer.
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.
Who has access to your data?
Members of the committee of Southam Bridge Club have access to members’ data in order for them to carry out their legitimate tasks for the club.
Members’ names, phone numbers and email addresses appear on the Membership List displayed on the Club Noticeboard (unless a member has requested otherwise).
Your personal data is not passed on by us to any other organisations.
How is your data stored?
Your personal data is stored on computers and printed documents created, managed and shared by Club committee members.
Documents and spreadsheets stored on computers which contain personal data are encrypted with a password.
Some printed documents in the Club’s archive are stored in the Club’s locked cupboard at Southam Village Hall.
Who is responsible for ensuring compliance with the relevant laws and regulations?
The Club is not required to have a Data Protection Officer nor register with any compliance authority but it is required to follow the general principles contained in the GDPR. The Chairman is responsible for ensuring we discharge our obligations properly.
How can you check what data we have about you?
If you want to see the data we hold about you, you should contact the Membership Secretary who will respond within a month.
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. Any of the following options can be implemented by contacting the Membership Secretary
- If you wish you could become an “anonymous” member. This would involve you having a pseudonym.
- 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 (either an up-to-date email address or a current phone number).
- You may choose not to receive information emails from Southam Bridge Club (we do not send any out on behalf of other organisations).
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 details on request.
Club accounts are published annually and retained in the Club archive.
What happens if a member dies?
We keep members’ information after they die, unless next-of-kin ask us to delete it.
Can you download your data to use it elsewhere?
No.
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