1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.
1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2. Who are we?
2.1 We are KINGSWOOD BOWLING CLUB. We can be contacted at 17 Kingsbrae Avenue, Glasgow G44 4RA 0141-569-1134 firstname.lastname@example.org.
3. What information we collect and why.
|Type of information||Purpose||Legal basis of processing|
|Member's name, address, telephone numbers, e-mail address(es)||Managing the Member’s membership of the Club||Performing the Club’s contract with the Member.|
|Member's name and email address||Creating and maintaining the Club's Email List||Consent. We will seek the Member's consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by email or letter to tell us that they no longer wish to receive email|
|The Member's name and email address whilst a current member and for up to 1 year after ceasing to be a member of the club||Passing to Bowls Scotland for them to conduct surveys of members and former members of the Club. See paragraph 5.3 below||For the purposes of our legitimate interests in operating the Club and/or the legitimate interests of Bowls Scotland in its capacity as the national body for bowling.|
|Name, email address and telephone numbers of each Club Officer||Information published on the Club's website, in the Club's newsletter and other publications and made available to associations we are affiliated to, in each case as a point of contact at the Club.||For the purposes of our legitimate interests in operating, promoting and managing the Club|
|Name, email address and telephone number of each Club Committee Member.||Information publisged on the Club's website||For the purposes of our legitimate interests in operating, promoting and managing the Club|
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.5 The Club uses a third party processors for all forms on the Club's website and these are secured under a 128-bit encryption.
4.6 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
5.3 We may also pass your personal data to the Bowls Scotland for the purposes of carrying out surveys when it is in the legitimate interest of the club and the Bowls Scotland to do so. The Bowls Scotland may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.
6. How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
7. Your rights
7.1 You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/ or telephone: 0303 123 1113 or in writing to:
Information Commissioner's Office
Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Honorary Secretary at email@example.com.