Airthrey Spa Bowling Club
Data protection Policy
(Updated: December 2022)
Introduction
Airthrey Spa Bowling Club needs to gather and use certain information about individuals. These can include members, suppliers, contractors, business contacts, employees, volunteers and other people the club has a relationship with or may need to contact.
This policy explains how this data should be collected, handled and stored in order to meet the club’s data protection standards and comply with the General Data Protection Regulations (GDPR).
Why this policy exists
Airthrey Spa Bowling Club is committed to ensuring that it complies with the General Data Protection
Regulations principles, as listed below:
· Complies with data protection law and follows good practice
· Ensures that data is collected and used fairly and lawfully
· Processes personal data only in order to meet its operational needs or fulfil its legal requirements
· Protects the rights of our members, volunteers and partners
· Is open about how it stores and processes individual’s data
· Protects itself from the risks of a data breach
Roles and responsibilities
Airthrey Spa Bowling Club is the Data Controller of the personal information that you provide to us and will
determine what data is collected and how it is used. This policy applies to all those handling data on behalf of Airthrey Spa Bowling Club including: Committee members, Members, Employees, volunteers, & suppliers
It applies to all data that Airthrey Spa Bowling Club holds relating to identifiable individuals, this can include:
· Names of individuals
· Postal addresses
· Email addresses
· Telephone numbers
· Photographs taken during events and club activities
· ...plus any other personal information held (e.g. financial, correspondence and any disciplinary
information.
No financial information (e.g. Bank details) is held by the club although, where individuals have provided
details of their Bank account, for the purposes of receiving BACS payments, that information is held within
the Bank’s own system accessible only by authorised Officers
Any questions relating to the collection or use of data should be directed to the Committee.
Why we need your personal information
Contractual purposes
We need to collect our members' personal information so that we can manage
your membership. We will use our members' personal information to:
· Provide you with core member services, e.g. access to bowling activities such as competitions, PVG
checks where appropriate and social activities;
· Send you Club Notices by post or email in relation to essential membership services, including but
not limited to, membership renewals, general meeting notices, membership fees, competition
notices and newsletters etc.,
· Communicate with bowling members about participation in bowling events/competitions
(including communications with other members)
Legitimate purposes: - We also process our members' / volunteers’ personal information in pursuit of
our legitimate interests to:
· Promote and encourage participation in the sport of bowls by entering members in competitions or
providing information to enable members to participate in bowling events.
· If your personal information is included in any images or videos taken by us at our competitions
and events, we may share this for promotional and or journalistic purposes.
· Provide encouragement to others by adding names of Champions and Presidents to the honours
boards.
· Develop and maintain our members' qualifications, including sending email communications to
members to inform them of upcoming courses, renewal requirements and verify that they have
completed any mandatory training and PVG / child protection requirements.
· Respond to and communicate with members regarding questions, comments, support needs or
complaints, concerns or allegations in relation to the sport of bowls.
· Where we are affiliated to other bowling organisations, or members are required/require to be affiliated to other bowling organisations such as Bowls Scotland, we may share your name and membership category (as appropriate) with such organisations. In the event that at we do share
personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
Legal obligations
We are under a legal obligation to process certain personal information relating to our members and volunteers for the purposes of complying with our obligations under The Protection of Vulnerable Croups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake
regulated work with children and vulnerable adults.
We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable
Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.
If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with
children and/or vulnerable adults
Other ways we use your personal information
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with our professional and legal advisors for the purposes of taking advice.
Consent
We will assume that members are agreeable to receiving information from the Club informing them of what is happening within the Club. This may take the form of postal communications, e-mails or telephone
calls.
We will assume that members are agreeable to their telephone number and email address being available in the member’s handbook so that they
may be contacted by their opponent.
Members choosing not to be contacted by any particular means should complete the members opt out form and return to the Club Secretary of their preferences.
It should be noted that all members wishing to participate in competitions need to provide their name and a telephone number or email address so that they may be contacted by their opponent.
Data protection procedures
Airthrey Spa Bowling club has a data protection policy which is reviewed regularly. In order to help us upholdthe policy, we have created the following procedures which outline ways in which we collect, store, use,
amend, share, destroy and delete personal data.
These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy
is upheld.
General procedures
· Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored on paper it will be filed carefully in a locked filing cabinet.
· When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.
· We will keep records of consent given for us to collect, use and store data. These records will be stored securely.
Your rights
You have a right to request access to the personal information we hold about you by making a
subject access request. If you believe that any of your personal information is inaccurate or
incomplete, you have a right to request that we correct or complete it; you have a right to request
that we restrict the processing of your personal information for specific purposes and if you wish us
to delete your personal information you may request that we do so.
You can exercise any of the above rights by writing to the Club Secretary.
Airthrey Spa Bowling Club
Data Protection: - Privacy Statement
(Updated: December 2022)
When you register as a member of Airthrey Spa Bowling Club we will ask you for personal information. We want to make sure that you know what data we collect from you as a member and why we need the
information.
Why we need your personal information?
We need to collect and store our members details so that we can manage your membership, for example your name, postal address, email address and telephone numbers, so that we can let you know about
competitions and event dates, subscription payments, AGM’s and financial statements.
We may also collect
Photos or video footage taken by us at events for use in our website
We check what data we have on members every two years and remove all details if we no longer need them. If you leave the club, we’ll make sure we stop using and/or delete any data we don’t need to keep unless you ask us to retain your details as a means of remaining in touch with the club.
Although the information detailed may be needed to manage your membership and to organise and run our club competitions and activities. We won’t ever use this data for anything else unless you give us your
active consent for that additional use.
Do we share your Information?
As a member of Airthrey Spa Bowling Club we will add your contact telephone number and email address to our member’s handbook for all communications.
· We will never give your data to third parties for that third party to use.
· We will sometime use third party services (e.g. website) to store or process some data. We will always make sure that they are reputable and secure, and that your data is kept safe.
· If another member of Airthrey Spa Bowling Club asks for your contact details we will only ever share them with your consent.
Members may choose to withhold some or all of the above information but it should be noted that all members wishing to participate in competitions need to provide their name and a telephone number or
email address so that they may be contacted by their opponent
However you can withdraw your consent at any point by completing the form detailed below and return to the Secretary. If you have any questions or would like any further information, please feel free to contact any member of the Committee.
Airthrey Spa Bowling Club
Data Protection :- Members Opt Out form
(Updated: December 2022)
I am aware that Airthrey Spa Bowling Club will collect, hold and use some of my personal data for membership
administration purposes. However I would like to opt out of the following areas
Full name:
Email address:
Postal address:
Tel. No. home:
Tel. No. Mobile:
Signature:
Date:
I would request that my personal contact details are not made available to other members of the Bowling Club. Please tick below as appropriate.
Email address ☐ Postal address ☐ Tel No home ☐ Tel No Mobile ☐
Airthrey Spa Bowling Club occasionally sends out email communications about forthcoming events in the area
that the Committee considers may be of interest to the members.
I am happy to be included in these mailings.
Yes ☐ No ☐