Bramhall Queensgate Bowling Club
DATA PROTECTION POLICY
Queensgate Bowling Club (BQBC) is a not-for-profit community whose aim is to promote
Crown Green Bowling and Indoor Bowling and to allow its members to pursue their
interest in bowling with like-minded people.
BQBC is a section of the Bramhall Queensgate Sports Club.
The personal data of BQBC members is protected by UK legislation, specifically the Data Protection Acts 1998, 2003 (DPA) and the changes that the European General Data Protection Regulation (GDPR) will introduce when it comes into force on 25 May 2018.
BQBC communicates with its members principally by email and via its website (http://bramhallbowlingclub.weebly.com/).
BQBC needs to keep certain information regarding its members, including Officers and Committee members, in order to carry out the day to day management involved in meeting the Club’s objectives.
All personal data will be managed in line with the DPA, collected and used fairly, stored safely and not disclosed to any other person unlawfully.
BQBC will ensure that, in accordance with the DPA principles, all personal data held will be:
· used fairly and lawfully
· used for limited and specifically stated purposes
· used in a way that is adequate, relevant and not excessive
· accurate and up to date
· kept for no longer than necessary
· handled in accordance with data protection rights
· kept safe and secure
· not transferred outside the European Economic Area without adequate protection
Type of data collected and how it is obtained and used
information is collected directly from members when they complete and return
membership application forms.
The information which is collected in this way will typically include members’ name, postal address, email address (if applicable) and telephone number(s).
BQBC will not collect any information which the DPA might consider as “sensitive”, this includes details of ethnicity, religion, lifestyle, social circumstances, etc.
BQBC will not collect any information in respect of members’ bank accounts.
BQBC processes personal information by the use of Office based computer applications such as databases and spreadsheets.
BQBC publishes and distributes to its members a ‘Membership List’ containing members’ names, telephone numbers and membership status for the purpose of facilitating contact between members. Specific approval will be obtained from each member before inclusion of their details in the list.
BQBC is affiliated to The Cheshire County Bowling Association and The British Crown Green Bowling Association and necessarily passes members’ personal information to them for registration purposes, where a member wishes to be registered to play in competitive matches against other club teams.
BQBC members’ may engage in competitive matches against other local club teams under the auspices of the Alderley Edge & District Bowling League, the Stockport & District Bowling League and the Stockport Metro Indoor Bowling League and BQBC necessarily passes members’ personal information to the various League organisations for registration purposes, again where a member wishes to be registered to play in any of those leagues, or any other league to which any of the teams of BQBC belong.
Overall responsibility for the handling of personal data rests with the BQBC Committee for the time being. Specific data handlers include the General Secretary, Treasurer, Membership Secretary, and Match Secretary and other person(s) authorised by the Committee.
Security of information
BQBC will not
give or sell members’ personal information to third party organisations for
Whenever a general message is sent by email to all, or groups of, members the ‘Blind Copy’ function will be used so that individual email addresses are not accessible for possible mis-use.
Validity and Accessibility of information
BQBC will aim to keep member records up-to-date at all times but are reliant upon being informed by members of any change of address, etc. Members may contact the BQBC at any time to request a copy of the details held about them and BQBC undertakes to amend any incorrect information as soon as possible.
Retention of information
BQBC will retain members’ information, for use as described above, for as long as the member has an active relationship with BQBC. If he or she ceases to be a member BQBC will retain the records for archival purposes only unless specifically requested that any such information is redacted.