What personal data does the Grove Bridge Club collect?

The data we routinely collect includes members' names, postal addresses and email addresses. We collect names directly from players when they first play and postal addresses and or email addresses if they subsequently join the club. For some of our members, we may have additional information such as committee membership.

We collect the scores from games you play, which are displayed on the results pages on the club's website, www.bridgewebs.com/thegrove, which can be viewed by anyone with access to the internet.

The club does not currently publish photos of members on the club website, such as Club Championship winners, but if any decision to change this practice was made, individual members would be consulted so that no photos were published without a member's permission.

What is the personal data used for?

We use members' data to enable the scoring of games; the communication of information to members; and the organisation of events.

Who is your data shared with?

Some of your data will be available for use by Bridgewebs acting as Data Processors on our behalf. They are not free to pass this on to other organisations.

Your personal data is not provided by us for use by any other organisations, whether or not connected with bridge.

Where does this data come from?

Data for most of our members comes from when they first play and if they subsequently join the club or when they update their information either via a committee member or by uploading to the club website.

How is your data stored?

Most of our data, including our main membership database, is stored in digital form on computers belonging to the club's Treasurer, Secretary, Webmaster and scorers.

The remainder of our data is kept in the form of written documents held by the Treasurer and Secretary of the club.

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

Under the General Data Protection Regulation (GDPR) we do not have a statutory requirement to have a Data Protection Officer. Those responsible for ensuring the club discharges its obligations under the GDPR are the club's committee members.

Who has access to your data?

Members of the committee and scorers have access to members' data in order for them to carry out their legitimate tasks for the club. Members of the public can view results on the club's website and members can view other members' contact details if they are logged on to the website.

What is the legal basis for collecting this data?

The Grove 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.

How can you check what data we have about you?

If you want to see the basic membership data we hold about you, you can log in to the club's website.

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.

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 the Grove Bridge Club collect any “special”data?

The GDPR refers to sensitive personal data as “special categories of personal data” such as a member's disability. The Grove Bridge Club does not collect such data.

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 from when you first play as we cannot alter names in results of games that have already been played.

- you could maintain your club membership with your correct name, but with limited contact details. However, we do need at least one method to contact you. You can change this option as often as you wish.

- you may choose not to receive future information emails from the club (we do not send out any on behalf of other organisations). This may mean that you will not receive warning of short notice closure of the venue, invitations to events or information about other members looking for a partner.

- any of these options can be implemented by contacting the club Secretary or other member of the committee.

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

We normally keep members' data after they resign or if their membership lapses in case they later wish to re-join. However, we will delete any former member's contact details 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, we cannot remove all past results containing your name.

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 matters, is kept for at least the legally required period – 7 years for financial transactions.

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 on the same basis as when requested to remove data by a former member.

Can you download your data to use it elsewhere?

You can download results from the club website.