A friendly club for all standards
English Bridge Union
English Bridge Union

The club is affiliated to the EBU.

Release 2.19q
Data Protection and Privacy
Privacy Policy

Winchester Bridge Club – Draft Data Protection Policy

In accordance with the additional requirements of the new General Data ProtectionRegulation (GDPR) about to come into force, the Bridge Club Committee is currently reviewing our data protection policies and procedures to ensure we comply with the legislation, and that we keep members' personal data as safely and securely as possible. The policy set below is believed to be in line with legislation but is still under review to ensure all aspects are covered, and that as an organisation we are compliant.

Introduction

Members should note that the Winchester Bridge Club (the Bridge Club) is legally a sub-section of the Winchester Racquets & Fitness Club (WRFC). Therefore  personal data collected and held by the WRFC for the purpose of recording and administering your membership when you join is the responsibility of the WRFC, and reference should be made to the WRFC Privacy Policy (see the main WRFC website fpr details http://www.winchesterraquetsandfitness.net).  The purpose of this document to explain what personal data is separately collected from Club Members by the Bridge Club, how it is stored, used and for what period it is retained.  The Bridge Club Officer responsible for Data Protection is the Bridge Club Secretary.

Your information

When somebody applies to become a member of the Bridge Club, we ask for the following items of personal data: Name, Address, Phone Number, Email address, EBU number – if already a member of the EBU and Age – if under 18. During your membership of the Club we collect and process your bridge score data in respect of any Club session, competion or event in which you participate

How we use your personal data

The sole purpose of the collection of member's personal data is for the legitimate and usual functions of an EBU affiliated bridge club and it will not be used for any other purpose without your express consent

More particularly, we use your data for the following purposes:

  • Administration of your bridge club membership
  • To notify you of formal meetings and other membership related matters
  • Storing your details on the Scorebridge software system held on the Club's computers used for scoring and recording the results of club competitions
  • Displaying on our website the scores and results of any Club competion or event that you participate in.

 In addition, if you give us permission, you may receive group emails from the club to keep you informed about club activities and events. Your email address will be kept private and all group emails will be sent out in such a way that other members will not be able to see your email address. You may unsubscribe from our general email list at any time by request in writing to the Secretary. However please note that if you do opt out, you will not automatically receive such information by any other means.

Sharing your information

We do not sell or share your personal data for other organisations to use other than set out below.

Personal data collected and stored by us is shared with the the following third parties where necessary:

  • The English Bridge Union (EBU)
  • Bridgewebs

How your data is stored

     Membership information

The original of the Membership Application Form is scanned and circulated to the Committee for review and approval of the membership application.  The original form is retained by the Club Secretary in paper and electronic form (stored in a secure account on Dropbox to which only the Club Secretary has access).  Amendments to the data held are held with the original paper copies of the Membership Application Forms as evidence of the changes made. If an application for membership is not approved, the application form will immediately be shredded and any electronic copy deleted. If the Club is currently operating a waiting list for membership, the application form will be retained unless the prospective member elects to withdraw the application. Once a Membership Application Form has been approved, the Club Secretary will notify the EBU of the new member’s personal details and the Club Scorer will put the new member’s details into the scoring software. The Club Secretary will also add the new member’s details to the Club database in electronic format held on the Club Scretary's computer and include the email address in the Club email list if permission for this has been granted by the member. The paper copy of the application will be retained by the Secretary in a secure place.

     Bridgewebs Database

The club uses the Bridgewebs service specifically designed for bridge club use.  This is an online service and the data is held by Bridgewebs on behalf of the bridge club. Once the member has been registered with the English Bridge Union (EBU), the individual’s EBU number will be added to the Bridgewebs record. The Bridgewebs database is synchronised with the scoring software used on the bridge club computer and the backup to this held by the Club Scorer. The website only displays members' names, results and statistical information. Certain members of the committee and club scorers have access to the Bridgewebs database through password protected logins. 

     EBU Database

As the Bridge Club is affiliated to the EBU, each member is automatically registered with the EBU if they are not already a member of the EBU when joining the club.  All personal information gathered at the time of membership application is provided to the EBU database. Any EBU registered member can obtain a password which together with their EBU number will allow them to check and correct their personal data held by the EBU. A Member can prevent their ranking information from being published on the EBU website by logging into their EBU account and selecting the appropriate option. Maintenance of information in the EBU database is each individual members responsibility except when a member leaves the club in which case the Club Secretary will update the record of that individual to revoke their Club membership, their EBU membership will survive this. Only the Club Chair and Secretary have permission to change the personal information of all Club Members

    Scoring Programme Database (Scorebridge)

This database is held on the club computer with a backup held by the Club Scorer. The only personal information transferred to the scoring software is name and EBU number which is used by the Bridgemates in the club to register a player to a session in which they play. The Club Computer has password protected access and is only used by Club Scorers and those who deal the hands for the playing sessions. At the end of each bridge session a results file is generated and loaded onto the EBU and Bridgewebs systems

How can you check your data?

If you want to see the personal data we hold about you, you should contact the Bridge Club Secretary.  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.

How can you ask for your 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. If you do this however,  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.
  • You may choose not to receive information emails  from the Bridge Club (we do not send any out on behalf of other organisations).

Any of these options can be implemented for your club membership by contacting the Bridge Club Secretary

Any of these options can be implemented for your EBU membership by logging on to your EBU account and editing your record there. If you need any assistance with this you may contact the EBU Office Manager

How long 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 although they will no longer be attributed to a player who does not want their data to be kept.

We normally delete members’ personal contact information apart from their name after they die.

Historical results, ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.