CONTENTS
SECTION TITLE
Section 1 Introduction ……………………………………………………………………………… 3
Section 2 Responsibilities ………………………………………………………………………… 3
2.1 Data Control ………………………………………………………………. 3
2.2 Data Processer …………………………………………………………… 3
Section 3 What data is collected and why ………………………………………………… 4
3.1 When is Data Collected and reviewed ………………………… 4
3.2 Who collects and holds the Data ……………………………….. 5
3.3 What Data is shared outside the club ………………………… 5
3.3.1 North Midlands Bowling Association …………………………. 5
3.3.2 British Crown Green Bowling Association…………………… 5
3.3.3 Bulkington Sports & Social Club (parent club) ……………. 5
Section 4 Consent on the holding and use of Personal Data ……………………. 6
Section 5 Members Rights to their Personal Data ……………………………………. 6
5.1 Right to rectification ……………………………………………. 6
5.2 Right to delete …………………………………………………… 6
5.3 Young People’s Data …………………………………………… 7
5.4 National Membership Register ……………………………. 7
Section 6 Sharing of Members Personal Data within the Club………………… 7
Section 7 Deletion of Personal Data ……………………………………………………… 8
Section 8 Breaches of Personal Data Security ………………………………………… 8
Section 1 Introduction This policy covers the use and security of the personal information (data) held by Bulkington Bowling Club (Club)
The policy is written in response to the General Data Protection Regulation (GDPR) which comes into force on the 7th February 2025 it defines the people involved, the data collected by the club , how it is stored and used internally and externally, and members rights over their data.
The six privacy principles of the GDPR which Club must comply with are :-
- Personal data must be processed lawfully and in a transparent manner.
- Personal data must only be collected for – specified, explicit and legitimate purposes.
- Data collected must be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- Personal data must be accurate and where necessary kept up to date.
- Personal data that is no longer required should be deleted.
- Processors should ensure all of personal data they hold is secure.
The Club uses this data solely for the purposes of the effective running of the club. It does not share the data with anyone outside the Club, except the North Midlands Bowling Association and Coventry Ladies Bowling league for their purposes in administering our sport. Where the words “Electronic Device” are used within this document this means any device capable of creating, transmitting or receiving text or data e.g. Personal Computer, Laptop, I Pad, Mobile Phone etc.
Section 2 Responsibilities
2.1 Data Controller The Data Controller for the purposes of GDPR will be the club through the Management Committee. They will be responsible for the implementation and annual review of this policy. Given the nature of data held and Club size the appointment of a Data Protection Officer is not seen as required. Any concerns relating to data protection should be addressed to the Club Chairman who will fulfil this role.
2.2 Data Processor
The Data Processor will be appointed member of the committee who will hold the Membership details along with the Secretary who will be responsible for the collection of the data, its security, ensuring that permission for the data to be held, used and shared as described below is given, and updating of the club records including deletion where required,
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Section 3 What Data is Collected and Why
It is necessary for personal information to be collected for the effective running of the club as shown in the following:
| Data Collected | Reason for Collection |
| Name | This is necessary for legal, and insurance purposes, In addition, the club is intitled to be aware of who is permitted to be on its premises. |
| Address | Required so that the club information can be sent to Members, not all of them whom have an e-mail address. In addition, it facilitates shared transport arrangements |
| Phone Number | Home and mobile numbers are for competitions and contact purposes |
| E-Mail Address | The prime means of communication with Members over team selection, competitions, events, general information |
| Date of Birth | This is not required |
| Gender | Some competitions are gender specific and gender specific teams within the club, league and county |
| Club Membership Status | Type of Club Membership. Full, Social, including membership to the main Bulkington Sports & Social Club |
| Member of any other bowling club | For the club to be aware of other bowling clubs which a member is associated |
| Emergency Contact | Name & Contact details of a person who needs to be contacted in the event of an Emergency |
The club will not ask, collect or hold any ‘sensitive data’ for a member such as health issues. 3.1 When is the Data Collected and Reviewed
This data is attained when an individual first joins the Club through a Club Membership Application form.
If a Member’s personal information changes during the year it is their responsibility to advise the Club Secretary.
When the annual subscriptions are due, Members will be asked fill their annual registration form to confirming their current data and consents as describe above
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3.2 Who collects and holds the Data
The Data is collected by the Club Secretary and Data controller. To ensure the security of the data, the club requiresthat access to devices holding members data that is password protected and that any file holding the information is also individually password protected.
3. 3 What Data is shared outside the Club
3.3.1 North Midlands Bowling Association (NMBA) Coventry Ladies Bowling League.
The NMBA holds contact information which may include
- Club Secretary
Name, address, phone number(S) and email address
- Ladies league Delegate Name, address, phone number(s) and email address
The holders of these posts will be required to confirm that they agree to the sharing of this data. 3.3 2 British Crown Green Bowling Association (BCGBA)
3.3 3 Bulkington Sports & Social Club (Parent Club)
The data is shared via a National Membership – the contact of which is controlled at all levels by limited and authorised access. Neither the Club or the NMBA, or BCGBA permits the sharing of personal data they hold – to any third party. Specifically, personal data will not be released to any organisation for marketing or communication purposes.
The Club will require that forementioned organisations, do not share the data or use it for any purpose other than communication.
Bulkington Bowls Club will not release this data to any other organisations for marketing or other purposes.
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Section 4 Consent on Holding and Use of Personal Data
On applying to join the club, a Member will be given a copy of this policy and asked to confirm that they have read and accept it, and that the club may contact them through mail, email and phone. Such communications will be restricted to matters such as
. North Midlands Bowling Association. British Crown Green Association, Bulkington Sports and Social Club.
. Club meetings, minutes, information and events.
. Availability for team selection
. Club support activities.
Section 5 Members Rights to their Personal Data
All Members has the right to be provided with a copy of the data held on them by the club. The data held on a Member will be deleted within one month of notice that the member has left the club or is not re-joining the club.
5.1 Right to Rectification
The club holds about them to be rectified. Any third parties who have had access to their personal Data in question must also be informed about any changes such requests must be acted upon within a month.
5.2 Right to Delete
This allows an individual to request the deletion or removal of their personal data held about them.
. Where the data is no longer necessary in relation to the purpose for which it was intended.
. If the club is in breach of the GBPR
. When the individual withdraws their consent.
If the erased personal data has been shared with third parties, the Secretary / Club data holder must inform those third parties that their data needs to be removed.
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5. 3 Young Peoples Data If any club Member is under the age of 18. Permission for the collection and use of their data will be requested from the parents / guardians of the young person. Any member requiring any contact with a young person must do this through the young person’s parents or guardians.
5. 4 County and National Membership Register
Each member has the right to directly request information being held by the above on their membership registration. No one else other than the Secretary / Club Data holder has the authority to request such information
Section 6 Sharing of Members Personal Data within the Club All Club Membership data is shared by the Club Secretary, the Club Data holder and the Chairman of the Club. This is to provide a backup of the data which will allow Members to be contacted in the event that the Club Secretary is unavailable, for whatever the reason.
Telephone numbers, Email addresses and Club Membership status, will be shared with Ladies and Men’s team captains so that members can be contacted relating to team selection and any changes to matches should the need arise.
Members of the club will be asked to consent to the publication of Just their name contact telephone number being produced on a paper list, which will be held in the bowls pavilion to allow members to arrange matches as part of internal Club Competittions, allow members to contact other members for lifts for club matches.
The Bowls Club will not publish any personal data on the Club website or advertise it within the club. The Club will seek to always use a bcc system (Blind carbon copy) when any emails that are sent to multiple Members addresses.
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Section 7 Deletion of Personal Data
All personal data held by the club either electronically or on paper must be deleted securely.
Data held in paper format must be destroyed shredded or burnt when no longer required.
If any member of the Committee has had access to personal data, that individual must delete the electronic and /or paper, which they may have had access to be securely deleted.
The Bowling Club Management Committee are requested to destroy the previous year’s paper list of Members contact details, when provided with a new list after the AGM and the completion of the annual renewal forms.
Section 8 Breaches of Personal Data Security
If a breach of security is suspected or identified, that should be reported
The Data controller, Club Chairman, who is responsible for investigating any breaches of security, will determine the degree of risk and decide on the action to be taken, reporting this to the Bowling Club Committee.
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