Privacy Notice
Hellingly Bowls Club
Introduction
The General Data Protection Regulation (GDPR) was introduced in May 2018. This Privacy
Notice describes how the Club gathers and processes personal data relating to those
applying for membership and members (‘data subjects’), in its role as a ‘data controller’
under Data Protection legislation.
The processing of personal information by the Club is predominantly for the administration
of the Club’s activities in a safe environment. The processing assists in the provision of bowls
activities, social events and the safeguarding of data subjects.
What information is processed?
The Club gathers information from data subjects and other Clubs.
The categories of personal data collected and processed include:
personal information about the data subject (name, contact details, phone numbers,
email address)
personal information about next of kin and emergency contact
references from previous Club(s)
relevant medical or dietary information (medical conditions allergies, medication and
dietary requirements)
What is the information used for?
The information is required so that the Club can provide members with access to bowls
activities and to keep them safe. The Club must also comply with other legal obligations.
The data is used to:
administer membership applications and subscriptions
publicise administration information and activities / events
contact next of kin in a medical emergency
meet the Club’s statutory duties and keep members safe
provide effective catering services
celebrate achievement (newsletters and website, press releases and social media –
subject to the appropriate consent)
What is the legal basis for the processing?
The legal basis for processing personal data is detailed below:
Legitimate Interest – of the data subject to be involved in the playing and social activities of
the Club, including the administration of matches and the provision of appropriate catering
and social activities.
Consent – where another legal basis is not already in place, such as Club photographs, video
and audio recordings and the external sharing of personal information. Consent is gathered
from members and can be withdrawn at any time.
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How long is personal data held?
Membership Applications are held for 6 years following the last interaction with the Club. In
some instances (such as accident reports) information may be held longer when a legal basis
is present. Unsuccessful Membership applications are destroyed after 6 months.
Some images of matches, competitions and events are legitimately kept indefinitely as a
historical record.
Who is the information shared with?
When we share information with others, we make sure it is kept safe and secure, following
the requirements set out in law.
Personal data is shared with:
Affiliated bodies such as Bowls England and Sussex County Bowls
Other Clubs for the arrangement of matches
Catering organisations for the provision of meals / refreshments
Police and other appropriate professional groups: to assist with the investigation
and prevention of crime
How can I access my data?
Data protection legislation gives individuals specific rights, which include the right to access
their data. To make a request for your personal information, or to exercise any of your
individual rights, please contact the Club Secretary.
The other rights allow individuals to:
object to processing of personal data that is likely to cause, or is causing, damage or
distress
have inaccurate personal data rectified
to restrict or erase information that no longer has a legal basis to be held
In some circumstances, where a legal reason exists, the Club may decline a request by an
individual about their data. In this case an explanation will be provided as to why the Club is
unable to support the request.
Further information
More information about your legal rights can be found on the Information Commissioner’s
website at https://ico.org.uk/for‐the‐public/
Copyright notice
This website and its content is © copyright Hellingly Bowls Club. All rights reserved.
Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:
- you may print or download extracts for your personal and non-commercial use only
- you may copy the content to individual third parties for their personal use, but only if you acknowledge the website as the source of the material
- 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.