Atherley Bowls & Social Club Privacy Policy
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1 This Privacy Policy explains the principles governing the Atherley Bowls and Social Club’s use of its members’ personal data as it deems necessary to comply with its obligations under current data protection legislation. Throughout this document the Atherley Bowls and Social Club is referred to as the “Club”, “we” and “us”. The terms “member”, “you “, “your”, and “they” refer to all categories of membership of the Club.
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2 In the context of legislation, the Club categorises its use of such data as a "legitimate interest".
3 We will ONLY ever use the personal data provided by our members for the purpose of the orderly management of Club affairs including (but not limited to) arranging games of bowls snooker pool darts and other Club social activities, and to collect and manage members’ subscription fees and other payments owing to the Club. We will NOT sell personal data to any third party or use it for general marketing.
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4 To fulfil these objectives, your contact information (title, gender, name, phone number, email) is made available to:
• other Atherley Club members, usually through restricted access to the members area of our web site, or on Club internal notice boards and, where applicable,
• official bowls other sporting organisations to which the Club is affiliated. Additionally, the age and date of birth from competitors’ application forms is passed to regional and national organisations for those members applying to participate in age restricted local regional and national competitions.
5 We may also ask members for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare, and safeguarding. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
6 Postal addresses are used by the Club’s management for correspondence purposes and will be shared only with members on appropriate and limited request. We will NOT share any personal information with anyone else except in circumstances where it may be required by law or be necessary for the prevention or detection of crime.
7 Historic competition information is maintained for the purpose of arranging and validating eligibility for future competitions. Historic subscription and other payment information is maintained to record and update each member’s financial transactions to the Club.
8 Anonymised data concerning the membership profiles of the Club may be shared with governing bodies of the sports defined in the objectives of the Club’s Articles of Association (e.g. EIBA, and Bowls England) as well as with other organisations that have legitimate dealings with the Club, or with a funding partner as condition of grant funding.
9 All such information is held on the database of our computerised membership management software (currently a proprietary system known as BowlR) and as necessary on paper records. The BowlR system is warranted by its supplier as fully compliant with current data protection legislation. Records are kept for a maximum period of seven years and are then destroyed or erased from our computer files. Access to computer files is password-protected, paper files are kept securely when not in use.
11 Lists of the names of members may be displayed from time to time on Club notice boards for bowling and social purposes. Competition entrants’ names appear on the competition schedules on our web site notice boards and honours boards within the Club.
12 We use door entry records and 24-hour CCTV monitoring for the security of members and their belongings, and to protect the assets and premises of the Club. Recorded images are kept for a period of 28 days and are then deleted unless they are relevant to Police inquiries or to Club disciplinary investigations.
13 The Club routinely seeks to keep personal information accurate and up to date. The obligation rests however with individual members to inform the Club of any changes to their personal details (name, address, phone number, etc.), and any other change of membership category, or their resignation. At all reasonable times members have the right to request a copy of the records the Club hold about them. Members should request this information in writing, by post or email to any Club director.
14 Members have a right to object to the processing of their personal data as explained in this notice and may choose not to share their personal data with us. However, in doing so they must accept that the Club may not be able to register or administer their membership and they must accept that any limitations they impose on us may restrict their ability to participate in Club activities or to receive official notifications from the Club. The Club will not be responsible for any outcomes because of a member’s decision in this respect.
15 If you have any cause for complaint about the Club’s use of your personal data you should contact the Club to seek a resolution. Members are encouraged to notify the Club’s Management of ways they consider would improve the secure handling and processing of Club data. Every member has, in any event, a right to complain to the UK Information Commissioner’s Office about the Club’s conduct in respect of the way it handles the personal data they have provided.
16 The Club may amend this Members’ Privacy Policy from time to time in order to comply with changes to legislation. We will not make material change to any fundamental aspects of the Club’s policy as explained in this notice without giving you at least six (6) weeks’ notice of our intentions to do so.
17 These privacy policies apply only to members’ dealings and participation in activities organised by and conducted exclusively within the Atherley Bowls and Social Club premises.
18 In cases where members agree to represent the Club in external competitions and tournaments, they must familiarise themselves with, and as necessary accept the privacy policies of the organisers of those events. If members enter external competitions tournaments and such like as individual competitors, they do so on the understanding that they are solely responsible for arranging whatever consents are needed in respect of the privacy policies that apply to their participation. Furthermore, they agree that the Club cannot accept any responsibility or liability for any data breaches outside of the Club’s control that may arise from such participation.
19 The Club has various social media pages which all members are free to join, but in doing so should note that providers of social media platforms have their own privacy policies, for which the Club cannot accept any responsibility or liability. Please check these policies before you submit any personal data on the Club’s social media pages.
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Atherley Bowling Club Management Committee. March 2023