Willoughby Bowls Club Ltd (“the Club”) respects your right to privacy. As part of our commitment to protect your privacy, we have produced this notice to explain what personal data we hold and how we use it. We also want to make you aware of your rights under the General Data Protection Regulation (GDPR). Our aim is to be fair and transparent about how we use your personal data, in order to foster greater trust between the Club and its’ members. Being a limited company, your membership is continuous until it is terminated by yourself, or for some other reason as set out in the Articles of Association. An annual subscription fee is payable covering the period 1st April – 31st March.
What personal data we hold and why
When you sign up as a member of the Club, you provide us with personal data on your membership form. The personal data will include your
- Name
- Postal address
- Telephone number(s)
- Email address
- Date of birth, only for members 18 years of age and under on the subscription payment date of 1st April each year.
This is the only personal information we hold.
How we collect this personal information
All information collected is obtained directly from you. This is usually at the point of your initial membership application to the Club. Subsequently, the information will only be updated when notified of a change by you. At the point you first provide your personal information for membership purposes, we will also request that you provide, via a tick-box, consent for the Club to store and use your data. On the payment of your annual subscriptions, you will be asked to confirm that your personal data remains the same. Any changes in your personal data must be notified to the club administration secretary who will contact you to confirm the changes. Your consent is required in order to ensure the Club’s compliance with data protection legislation.
How we use your personal data
The GDPR requires organisations to justify why they use your personal data and specify which of the six ‘Lawful Basis for Processing’ they are assigning to each task.
Membership and Club management
•Registering and administering your membership of Willoughby Bowls Club Ltd
•This includes maintaining your name on the company register. Please note that the Club maintains the register of members at its’ registered office, and not at Companies House. Therefore, your personal details are not available on the internet via Companies House website.
•Informing you of statutory items, such as AGM notices
The lawful basis for processing is “Legal Obligation and Contract”.
Matches and Competitions
• sharing contact details with club captains to help manage team selection for matches
• sharing contact details with opponents/fellow bowls clubs to help arrange competitions
• sharing contact details with local league organisers
• sharing contact details with other members via the Club fixture card
The lawful basis for processing is “Legitimate Interests”.
You can ask for details not to be shared, but this would make it difficult for your inclusion in matches and competitions.
Social Activities
• sending information on club events, such as social evenings and club competitions
• sending information on club news, such as members’ successes
• to arrange social bowls and facilitate coaching
The lawful basis for processing is “Consent”.
You will not receive these communications automatically and will need to let the Club know that you wish to receive them (opt-in). You can choose to stop receiving these communications by informing the club administrative secretary.
With whom we share your personal data
If you have joined as a playing member, not a social member, we are required to forward your name and email to Bowls Leicestershire. This is to validate your affiliation to the national governing body – Bowls England. If you represent the Club in league and friendly matches we will provide your name to the league or club involved. For further information of how your data is used by these organisations, please refer to their Privacy Notices.
We do not share your personal data outside of the UK.
How long we keep your personal data
We will hold onto your personal data for as long as you are a member of the Club, but on the Company Register we are required to maintain your details for one year following termination of your membership.
The data stored is reviewed annually. Old and incorrect data is deleted from the system and from any backups.
How do we store your personal data?
Your data is held by one or more of the following methods:-
•On the Company Register held at the Company’s registered address.
•By the club’s Director of Membership
•On a database held by the club’s Admin Secretary and the club’s Treasurer.
•By club Captains when you put your name forward for competitions.
•By the Social Committee if you provide consent to be informed about the Club’s events and social activities
•The Club’s website which stores personal data (match results) and pictures. This website data will only be accessible by other club members. Where personal data is made available to the general public on the Club’s website, prior consent will have been sought.
•Within the Club’s contact directory held in the clubhouse, to enable competitors to organise internal club matches.
•Within a club handbook.
If you have concerns over your details, you should contact the Director of Membership who holds the data protection reference for the Company.
Photographs
We may take photographs of you attending matches or other events and we may wish to use them for marketing and advertising purposes, or publishing on our website. Unless you advise us otherwise, you expressly agree and consent to the use of any photographs which may include you without compensation. We will not use the images taken, or any other information you provide, for any other purpose. We will not include details or full names (which means first name and surname) of any person in an image on our website, on video, or in printed publications, without good reason. For example, we may include the full name of a competition prize winner if we have their consent.
Children under 13 years of age
We collect additional information on parents and/ legal guardians in line with our Safeguarding Policy. We never disclose the child’s details, including photographs, without the prior consent of the parents/legal gardians. Under GDPR children aged 13 years and over are able to give their own consent.
Article 8 of the UK GDPR require:-
•Only children aged 13 years and over may lawfully provide their own consent for the processing of their personal data;
•An adult with parental responsibility must provide consent for processing if the child is under 13 years of age.
Your rights to control your personal data
The GDPR provides you with a number of rights over your personal data. At any time you can:
• request information about how the Club handles your personal data
• request your details to be updated or deleted
• submit a ‘Subject Access Request’ (SAR), which will require the Club to provide you with specific details about how and where your details have been used
• restrict or object to the way your details are used, such as opting-out of the Club’s Communications.
Availability and changes to this policy
This privacy notice is available on request, on the Club’s noticeboard and the Club’s website.
This policy may change from time to time. If we make any material changes, we will make members aware of this via email, at meetings or on notice boards.
How to complain
If you are not happy with the way the Club has handled your data privacy, in the first instance you should contact the Director of Membership (currently Dave Harris).
By email: [email protected]
Or write to: David Harris, Director of Membership, Willoughby Bowls Club Ltd
37 Main Street, Willoughby on the Wolds, Loughborough LE12 6SY
If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO). They are the UK’s Data Protection watchdog or ‘Supervisory Authority’. You can submit a complaint via https://ico.org.uk/concerns/ or call 0303 123 1113.
Contact us
If you have any questions about the Club’s privacy policy or wish to make any changes to your details, please contact the Administration Secretary (currently Julia Tranter) as follows:
- by email: [email protected]
- Or Write to: Julia Tranter, Admin Secretary, at Willoughby Bowls Club Ltd, 37 Main
Street, Willoughby on the Wolds, Loughborough LE12 6SY.