Privacy Notice

The Brecks Indoor Bowling Club

This Notice describes how The Brecks Indoor Bowls Club (the Club) makes use of the
data we handle in relation to our members and players. It also describes your data
protection rights, including a right to object to some of the processing we carry out.
More information is set out in the “what rights di I have” section
The Club uses your personal data to manage and administer your membership and your
involvement with the club, to keep in touch with you and keep you informed of club
events.
Some data is shared with Bowls England and other affiliated associations namely the
English Indoor Bowling Association, the English Women’s Indoor Bowling Association,
the Norfolk County Indoor Bowling Indoor Association, the Norfolk County Women’s
Indoor Bowling Association and the Lex Leisure Centre, who use your data to regulate,
develop and manage the game.
Amongst the data we collect from you may be medical (including injury) information. We
will hold this where you (or your parent) have given consent, so that we can ensure we
are aware of your condition and can ensure that you are supported appropriately.
If you work in a particular role within the game e.g. a coach, you may be required to
undergo a Disclosure & Barring Service check (DBS). The result of this check will be
input into your record.
What information do we collect
We collect and process personal data from you or your parent when you join and when
we carry out annual renewals of your membership. This includes:
• your name
• your gender
• your date of birth (u18 only)
• your home address
• email address
• phone number – mobile and/or landline
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• your type of membership and involvement in particular teams, or any key role
you may have been allocated, such as Chair, Safeguarding Lead, Membership
Secretary etc
• your payment and/or bank account details, where you provide these to pay for
membership;
• use of photography and video and your marketing preferences, including any
consents you have given us;
• your medical conditions or disability, where you provide this to us with your
consent (or your parent’s consent) to ensure we are aware of any support we
may need to provide to you.
Some information will be generated as part of your involvement with us, in particular
data about your performance, involvement in particular matches in match reports and
details of any disciplinary issues or incidents you may be involved in on and off the
green, such as within health and safety records.
What information do we receive from third parties?
Sometimes, we may receive information about you from third parties. For example, if
you are a child, we may be given information about you by your parents. We may receive
information relating to your existing registrations with other clubs or bodies or
disciplinary history from Bowls England (BE). Additionally, for certain role holders or
those working with children, we may receive information from the Disclosure and
Barring Service and BE on the status of any DBS check you have been required to take.
How do we use this information, and what is the legal basis for this use?
We process this personal data for the following purposes:
To fulfil a contract or take steps linked to a contract: this is relevant where you make a
payment for your membership and any merchandise or enter a competition. This
includes:
• taking payments;
• communicating with you
• providing and arranging the delivery or other provision of products, prizes or
services
• As required by the Club to conduct our business and pursue our legitimate
interests, in particular:
➢ we will use your information to manage and administer your membership and
your involvement with the club and its teams and to keep in contact with you
for these purposes
➢ we will also use data to maintain records of our performances and history,
including match reports, score lines and team sheets;
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For purposes which are required by law:
• we maintain records such as health and safety records and accounting records
in order to meet specific legal requirements;
• we ensure, if you work with children, that you have undergone an appropriate
DBS check – this is also carried out with your consent.
• where you hold a role at the Club requiring us to check your right to work, we may
process information to meet our statutory duties;
• we may respond to requests by government or law enforcement authorities
conducting an investigation.
Security
We will strive to protect the privacy and security of our database, maintaining the
reliability and accuracy of Personal Information. The information collected by us us will
be held on a computer and in other forms. Although we cannot guarantee the security of
all transmissions of personal information, especially where the internet is involved, we
will take all reasonable steps to prevent this from happening. You accept the inherent
security implications of providing information and will not hold us responsible for any
breach of security or disclosure of information unless we have been proved to be
negligent.
What rights do I have?
You have the right to ask us for a copy of your personal data; to correct, delete or restrict
(stop any active) processing of your personal data; and to obtain the personal data you
provide to us for a contract or with your consent in a structured, machine-readable
format. These rights may be limited, for example if fulfilling your request would reveal
personal data about another person, or if you ask us to delete information which we are
required by law to keep or have compelling legitimate interests in keeping. To exercise
any of these rights, you can get in touch with us, via the Club General Secretary.
If you have unresolved concerns, you have the right to complain to the applicable data
protection authority where you live or where you believe a breach may have occurred.
This is the Information Commissioner’s Office in the UK.
Much of the information listed above must be provided so that we can register you as a
Club member. Some information is optional, particularly information such as your
medical information. If this is not provided, we may not be able to provide you with
appropriate assistance, services or support.
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How long will you retain my data?
We will store your personal information in both electronic and paper-based form, from
the point of collection for as long as you are a member of the Club. If you cease to be a
member, your personal information will be retained for a period of 30 days, before being
deleted and destroyed.
Opt out Clause
You have the right to withdraw at any time your agreement to any of the individual
consent options, by writing to The Secretary.
If at any time now or in the future you decide that you no longer wish to receive
information from the club, please inform the Secretary in writing and withdrawal of your
consent will be acted upon within 30 days
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