Atherley Bowls & Social Club Privacy Policy
1 This Privacy Policy explains how Atherley Bowls and Social Club Limited collects, stores, uses
and protects the personal information of its members in accordance with UK data protection
legislation. Throughout this document the Atherley Bowls and Social Club Limited 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.
2 The Club processes members' personal data only where there is a lawful basis for doing so
under UK data protection legislation. In most cases this will be because the processing is
necessary:
for the legitimate interests of the Club in administering its activities and managing
members' participation,
to fulfil our contractual obligations to members,
or, to comply with our legal obligations.
Where required by law, such as for certain categories of personal data or optional
communications, we will obtain your consent before processing your information.
3 When you sign up or renew your subscription as a member you provide us with personal
information about yourself including, but not limited to, your:
Name, postal and email address
Contact telephone number(s)
Date of birth or age bracket (if under 18 years, or likely to enter age related
competitions
Details of next of kin, or legal guardians
4 We respect members’ right to privacy, we want to be as open as possible with our members as
to what data we collect, why we need it, and how we deal with it. In this regard, we will never
sell personal data to any third party or use it for general marketing. We will ONLY ever use the
personal data you provide us for the purpose of the orderly management of Club affairs
including (but not limited to)
Sending you statutory notifications about Annual or Special General Meetings as set
out in the Club’s Articles of Association
arranging games of bowls snooker pool darts and other Club sporting or social
activities, managing members’ subscription fees and other payments owing to the Club.
5 To fulfil these objectives, your contact information (title, gender, name, phone number, email)
may be made available where necessary to administer competitions, registrations, handicaps or
eligibility 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.
6 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 whilst on
the Club’s premises. Where we hold this data, it will be with the explicit consent of the
participant or, if applicable, the participant’s parent or guardian. Special category data will only
be collected where necessary and will be kept securely and only for as long as required.
7 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.
8 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 membership transactions with the Club.
9 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 Constitution (e.g. EIBA,
and Bowls England) as well as with either other organisations that have legitimate dealings with
the Club, or with a funding partner as a condition of grant funding.
10 All information about you is held on several databases of our various membership and business
management and Electronic Point of Sales (EPOS) software and occasionally, as necessary, on
paper records. The proprietary UK based software systems we use are warranted by their
supplier as being developed to enable us to be fully compliant with current data protection
legislation. Personal data will not normally be retained for longer than seven years after
membership ceases unless required by law. Access to all our computer files is password-
protected, and restricted to those Board members and staff on a “need to know basis”. Paper
files are kept securely by the Board either on or off the premises as appropriate.
11 Lists of the names of competition entrants and winners may be displayed from time to time on
Club 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 automatically deleted unless they are relevant to Police inquiries
or to Club disciplinary investigations.
13 Our Club membership cards issued to every member record details about their attendance at
the club as well as financial transactions carried out at the bar via our Electronic Point of Sales
(EPOS) system. Members may at any reasonable time request a paper copy of their personal
transaction data as recorded by EPOS.
14 We do NOT keep, or ever have kept, access to any banking details that would enable the Club to
gain direct access to your account(s). In common with standard UK retail practice, we process
all credit and debit card transactions as well as direct debit mandates through regulated UK
banks and financial institutions. In some cases, we may pay you money we owe you via BACS
transfers using sort codes and account number(s) you have given us.
14 We do NOT keep, or ever have kept, access to any banking details that would enable the Club to
gain direct access to your account(s). In common with standard UK retail practice, we process
all credit and debit card transactions as well as direct debit mandates through regulated UK
banks and financial institutions. In some cases, we may pay you money we owe you via BACS
transfers using sort codes and account number(s) you have given us.
15 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 Board member of the Club. We will normally respond within one month.
16 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 as a consequence of a member’s decision in this respect.
17 In addition to using your information for essential membership communications, we use that
information optionally to communicate with you about, Club bowling and social activities, and
forthcoming events that we think will be of interest to you. We do this on the basis of consent,
and you can decide at any time to stop receiving these communications by informing the Club.
18 If you have any cause for complaint about the Club’s use of your personal data you should
contact the Club’s Board 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 (ICO) about the Club’s conduct in respect of the way it handles the
personal data they have provided. You can find out more about your rights under applicable
data protection laws from the ICO website www.ico.org.uk
19 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 the prior consent of members as expressed at
an Annual General Meeting or Special General Meeting of the Club.
20 These privacy policies apply only to members’ dealings and participation in activities organised
by and conducted exclusively within the Atherley Bowls and Social Club. 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
such events. If members enter external competitions tournaments and suchlike 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.
21 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.
22 Membership of the Club is administered in accordance with this Privacy Policy. By applying for
membership, members acknowledge that the Club will process their personal data in
accordance with the lawful bases described in this Policy.
Atherley Bowls and Social Club. August 2026