Privacy Notice

General

The terms ‘us’, ‘we’, ‘our’ or ‘HBC’ refer to Hellingly Bowls Club, Horsebridge Recreation Ground, Lower Horsebridge, Hailsham, East Sussex BN27 4DL. The terms ‘you’ and ‘your’ refers to the user or viewer of our website.

We as a club are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

Note: References to we, our, us or club in this privacy notice are to Hellingly Bowls Club, Hellingly, Hailsham.

This notice applies to you if you are either:

A member of the club, and as a result, an affiliated member of Bowls England;
An individual player/participant who has registered his/her interest in participating in the sport and/or whose details we have collected from a Bowls England affiliated club or other third‐party referral; or
A Social Member or guest of our club.

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

When you sign up for membership with us, you may provide us with personal information about you, such as information regarding:

Personal contact details that allow us to contact you directly such as name, title, email addresses and telephone numbers;
Date of birth;
Gender;
Membership details, including start and end date;
Records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
Records of your attendance at any events or competitions hosted by us;
Images in video and/or photographic form and voice recordings;
Details of next of kin and emergency contacts;
Any disciplinary and grievance information;
Information about your health, including any medical conditions.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that:

The processing is necessary for reasons of substantial public interest, on a lawful basis;
It is necessary for the establishment, exercise or defence of legal claims; or
It is based on your explicit consent.

3. USES MADE OF THE INFORMATION

The list below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

To ensure all club members are kept informed about club business, matches, competitions and social events;
To enable us to properly manage and administer your membership contract with us;
To contact next of kin in the event of a medical emergency; and
To answer your queries or complaints.

4. RETENTION OF RECORD

We have a legitimate interest in retaining records:

They may be required in relation to complaints or claims;
To properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records;
To process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in paragraph 2 above; and
Record your attendance at matches, competitions or events.

The retention of information may be necessary for one or more of the following reasons:

This is necessary to enable us to properly manage and administer your support and membership contract with us;
This is necessary to enable us to properly manage and administer your relationship with us;
Where you have given us your explicit consent to do so, or we reasonably consider the sending of such information to be in your legitimate interests;
We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership;
We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims.
We may have legal or regulatory obligations to retain records.

5. IMAGES IN VIDEO AND/OR PHOTOGRAPHIC FORM

Images of you, the club, matches, competitions and events are legitimately kept as a historical record, and may be used in promotional material in press releases or on our social media platforms.

When applying to join the club you will have the opportunity to agree or disagree to your image being used by the club.

Consent to use your image may be withdrawn at any time; however, withdrawal of consent will not apply to any images used prior to the time consent is withdrawn.

6. CONSENT TO HOLD PERSONAL INFORMATION

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below. Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.

Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

7. DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

Any party approved by you.
To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.
The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to anyone else except as set out above.

8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long‐term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of six years after your last contact with us. Exceptions to this rule are:

CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime;
Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.

It is important to ensure that the personal information we hold about you is accurate and up‐to‐date, and you should let us know if anything changes, for example if you change your phone number or email address.

You can update your personal information we hold about you by contacting the Club Secretary.

9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

The right to be informed about how your personal information is being used;
The right to access the personal information we hold about you;
The right to request the correction of inaccurate personal information we hold about you;
The right to request the erasure of your personal information in certain limited circumstances;
The right to restrict processing of your personal information where certain requirements are met;
The right to object to the processing of your personal information;
The right to request that we transfer elements of your data either to you or another service provider; and
The right to object to certain automated decision‐making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for‐the‐public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

10. CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

11. CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email the Club Secretary, email hidden; JavaScript is required

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Web site Terms and Conditions

If you continue to browse and use this website, you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern our relationship with you in relation to this website. If you disagree with any part of these terms and conditions, please do not use our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.
Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.
This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.
All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.
Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
From time to time, this website may also include links to other websites. These links are provided for your convenience to provide further information. We have no control over the nature, content and availability of those sites. The inclusion of any links does not necessarily imply a recommendation, or endorse the views expressed within them.
In no event will we be liable for any loss or damage including without limitation, indirect or consequential loss or damage, or any loss or damage whatsoever arising from loss of data or profits arising out of, or in connection with, the use of this website.
Every effort is made to keep the website up and running smoothly. However, we take no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.
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Copyright notice

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You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

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