. BECCLES INDOOR BOWLS CLUB PRIVACY NOTICE FOR OUR MEMBERS We are cmmitted t respecting yur privacy. This ntice is t explain hw we may use persnal infrmatin we cllect befre, during and after yur membership with us. This ntice applies t yu if yu have registered t becme r are a member f ur club. This ntice explains hw we cmply with the law n data prtectin, what yur rights are and fr the purpses f data prtectin we will be the cntrller f any f yur persnal infrmatin. References t we, ur r us in this privacy ntice are t the Beccles Indr Bwls Club Ken Markland Way, Beccles, Sufflk, NR34 9BU. We have nt appinted a Data Prtectin Officer t versee ur cmpliance with data prtectin laws as we nt required t d s, but ur Data Prtectin Manager has verall respnsibility fr data prtectin cmpliance in ur rganisatin. Cntact details are set ut in the "Cntacting us" sectin at the end f this privacy ntice. 1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU Depending n the type f membership yu register fr with us, yu may initially prvide us with r we may btain persnal infrmatin abut yu, such as infrmatin regarding yur: persnal cntact details that allws us t cntact yu directly such as name, title, email addresses and telephne numbers; date f birth; gender; membership start and end date; references and ther infrmatin included in a CV r cver letter r as part f the applicatin prcess fr membership; recrds f yur interactins with us such as telephne cnversatins, emails and ther crrespndence and yur instructins t us; recrds f yur attendance at any events hsted by us; infrmatin btained thrugh electrnic means such as swipecard and key fb recrds; images in vide and/r phtgraphic frm and vice recrdings; details f any cunty membership; details f next f kin, family members, caches and emergency cntacts; recrds and assessment f any player rankings, grading r ratings, cmpetitin results, details regarding [events/matches/games] attended and perfrmance (including that generated thrugh player pathway prgramme); any disciplinary and grievance infrmatin; 2. SPECIAL CATEGORIES OF PERSONAL INFORMATION We may als cllect, stre and use the fllwing special categries f mre sensitive persnal infrmatin regarding yu: infrmatin abut yur race r ethnicity, religius beliefs and sexual rientatin; infrmatin abut yur health, including any medical cnditin, health and sickness recrds, medical recrds and health prfessinal infrmatin; and We may nt cllect all f the abve types f special categry persnal infrmatin abut yu. In relatin t the special categry persnal data that we d prcess we d s n the basis that the prcessing is necessary fr reasns f substantial public interest, n a lawful basis; it is necessary fr the establishment, exercise r defence f legal claims; it is necessary fr the purpses f carrying ut the bligatins and exercising ur r yur rights in the field f emplyment and scial security and scial prtectin law; r based n yur explicit cnsent. 1
In the table belw we refer t these as the special categry reasns fr prcessing f yur persnal data. We may als cllect criminal recrds infrmatin abut yu. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. 3. WHERE WE COLLECT YOUR INFORMATION We typically cllect persnal infrmatin abut ur members when yu apply t becme a member f the club, when yu purchase any services r prducts we ffer, when yu make a query and/r cmplaint r when yu crrespnd with us by phne, e-mail r in sme ther way. We als may cllect persnal infrmatin abut yu frm any third party references yu prvide as part f the applicatin prcess fr membership. If yu are prviding us with details f referees, next f kin, beneficiaries, family members and emergency cntacts they have a right t knw and t be aware f hw what persnal infrmatin we hld abut them, hw we cllect it and hw we use and may share that infrmatin. Please share this privacy ntice with thse f them whm yu feel are sufficiently mature t understand it. They als have the same rights as set ut in the Yur rights in relatin t persnal infrmatin sectin belw. 4. USES MADE OF THE INFORMATION Purpse The table belw describes the main purpses fr which we prcess yur persnal infrmatin, the categries f yur infrmatin invlved and ur lawful basis fr being able t d this. Persnal infrmatin used Lawful basis T administer any membership yu have with us and managing ur relatinship with yu, including dealing with payments and any supprt, service r prduct enquiries made by yu All cntact and membership details, transactin and payment infrmatin, recrds f yur interactins with us. This is necessary t enable us t prperly manage and administer yur membership cntract with us. T arrange and manage any cntracts fr the prvisin f any services r prducts T answer yur queries r cmplaints Retentin f recrds Cntact details, transactin and payment infrmatin. Recrds f yur interactins with us. Cntact details and recrds f yur interactins with us All the persnal infrmatin we cllect. This is necessary t enable us t prperly administer and perfrm any cntract fr the prvisin f any services and prducts yu have purchased frm us. We have a legitimate interest t prvide cmplaint handling services t yu in case there are any issues with yur membership. We have a legitimate interest in retaining recrds whilst they may be required in relatin t cmplaints r claims. We need t retain recrds in rder t prperly administer and manage yur membership and run ur club and in sme cases we may have legal r regulatry bligatins t retain recrds. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur 2
The security f ur IT systems T cnduct data analytics studies t better understand event attendance and trends within the sprt Fr the purpses f prmting the club, ur events and membership packages. T cmply with health and safety requirements T arrange fr any trip r transprtatin t and frm an event T use infrmatin abut yur physical r mental health (including any injuries) r disability status, t ensure yur health and safety and t assess yur fitness t participate in any events r activities we hst and t prvide apprpriate adjustments t ur sprts facilities. T gather evidence fr pssible grievance r disciplinary hearings Yur usage f ur IT systems and nline prtals. Recrds f yur attendance at any events r cmpetitins hsted by us. Images in vide and/r phtgraphic frm. Infrmatin btained thrugh electrnic means such as swipecard and key fb recrds, medical infrmatin abut yur health Identificatin dcuments details f next f kin, family members and emergency cntacts, transactin and payment infrmatin, health and medical infrmatin. Health and medical infrmatin All the persnal infrmatin we cllect explicit cnsent. We have a legitimate interest t ensure that ur IT systems are secure. We have a legitimate interest in ding s t ensure that ur membership is targeted and relevant. Where yu have given us yur explicit cnsent t d s. We have a legal bligatin and a legitimate interest t prvide yu and ther members f ur rganisatin with a safe envirnment in which t participate in sprt. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. This is necessary t enable us t make the necessary arrangements fr the trip and/r transprtatin t an event. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. We have a legitimate interest in ding s t prvide a safe and fair envirnment fr all members and t ensure the effective management f any disciplinary hearings, appeals and adjudicatins. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur 3
Fr the purpses f equal pprtunities mnitring T cmply with legal bligatins, fr example, regarding peple wrking with children r vulnerable adults t cmply with ur safeguarding requirements Name, title, date f birth gender, infrmatin abut yur race r ethnicity and health and medical infrmatin Infrmatin abut yur criminal cnvictins and ffences explicit cnsent. We have a legitimate interest t prmte a sprts envirnment that is inclusive, fair and accessible. We prcess special categry persnal data n the basis f the special categry reasns fr prcessing f yur persnal data referred t in sectin 2 abve. Fr criminal recrds histry we prcess it n the basis f legal bligatins r based n yur explicit cnsent. Fr sme f yur persnal infrmatin yu will have a legal, cntractual r ther requirement r bligatin fr yu t prvide us with yur persnal infrmatin. If yu d nt prvide us with the requested persnal infrmatin we may nt be able t admit yu as a member r we may nt be able t prperly perfrm ur cntract with yu r cmply with legal bligatins and we may have t terminate yur membership. Fr ther persnal infrmatin yu may nt be under an bligatin t prvide it t us, but if yu d nt prvide it then we may nt be able t prperly perfrm ur cntract with yu. Where yu have given us yur cnsent t use yur persnal infrmatin in a particular manner, yu have the right t withdraw this cnsent at any time, which yu may d by cntacting us as described in the "Cntacting us" sectin belw. Please nte hwever that the withdrawal f yur cnsent will nt affect any use f the data made befre yu withdrew yur cnsent and we may still be entitled t hld and prcess the relevant persnal infrmatin t the extent that we are entitled t d s n bases ther than yur cnsent. Withdrawing cnsent may als have the same effects as nt prviding the infrmatin in the first place, fr example we may n lnger be able t prvide certain member benefits t yu. 5. DISCLOSURE OF YOUR PERSONAL INFORMATION We share persnal infrmatin with the fllwing parties: Any party apprved by yu. T any gverning bdies r reginal bdies fr the sprts cvered by ur club: t allw them t prperly administer the sprts n a lcal, reginal and natinal level. The Gvernment r ur regulatrs: where we are required t d s by law r t assist with their investigatins r initiatives. Plice, law enfrcement and security services: t assist with the investigatin and preventin f crime and the prtectin f natinal security. 6. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY The persnal infrmatin we cllect is nt transferred t and stred in cuntries utside f the UK and the Eurpean Unin. 7. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR? The duratin fr which we retain yur persnal infrmatin will differ depending n the type f infrmatin and the reasn why we cllected it frm yu. Hwever, in sme cases persnal infrmatin may be retained n a lng-term basis: fr example, persnal infrmatin that we need t retain fr legal purpses will nrmally be retained in accrdance with usual cmmercial practice and regulatry requirements. 4
Generally, where there is n legal requirement we retain all physical and electrnic recrds fr a perid f 6 years after yur last cntact with us r the end f yur membership. Exceptins t this rule are: Details regarding unsuccessful membership applicants where we hld recrds fr a perid f nt mre than 12 mnths; Vluntary Declaratin frms, which will be destryed nce membership ceases. Infrmatin that may be relevant t persnal injury r discriminatin claims may be retained until the limitatin perid fr thse types f claims has expired. Fr persnal injury r discriminatin claims this can be an extended perid as the limitatin perid might nt start t run until a lng time after the event. It is imprtant t ensure that the persnal infrmatin we hld abut yu is accurate and up-t-date, and yu shuld let us knw if anything changes, fr example if yu change yur phne number r email address. 8. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION Yu have the fllwing rights in relatin t yur persnal infrmatin: the right t be infrmed abut hw yur persnal infrmatin is being used; the right t access the persnal infrmatin we hld abut yu; the right t request the crrectin f inaccurate persnal infrmatin we hld abut yu; the right t request the erasure f yur persnal infrmatin in certain limited circumstances; the right t restrict prcessing f yur persnal infrmatin where certain requirements are met; the right t bject t the prcessing f yur persnal infrmatin; the right t request that we transfer elements f yur data either t yu r anther service prvider; and the right t bject t certain autmated decisin-making prcesses using yur persnal infrmatin. Yu shuld nte that sme f these rights, fr example the right t require us t transfer yur data t anther service prvider r the right t bject t autmated decisin making, may nt apply as they have specific requirements and exemptins which apply t them and they may nt apply t persnal infrmatin recrded and stred by us. Fr example, we d nt use autmated decisin making in relatin t yur persnal data. Hwever, sme have n cnditins attached, s yur right t withdraw cnsent is an abslute right. Whilst this privacy ntice sets ut a general summary f yur legal rights in respect f persnal infrmatin, this is a very cmplex area f law. Mre infrmatin abut yur legal rights can be fund n the Infrmatin Cmmissiner s website at https://ic.rg.uk/fr-the-public/. T exercise any f the abve rights, r if yu have any questins relating t yur rights, please cntact us by using the details set ut in the "Cntacting us" sectin belw. If yu are unhappy with the way we are using yur persnal infrmatin yu can als cmplain t the UK Infrmatin Cmmissiner s Office r yur lcal data prtectin regulatr. We are here t help and encurage yu t cntact us t reslve yur cmplaint first. 9. CHANGES TO THIS NOTICE We may update this privacy ntice frm time t time. When we change this ntice in a material way, we will update the versin date at the bttm f this page. Fr significant changes t this ntice we will try t give yu reasnable ntice unless we are prevented frm ding s. Where required by law we will seek yur cnsent t changes in the way we use yur persnal infrmatin. 10. CONTACTING US In the event f any query r cmplaint in cnnectin with the infrmatin we hld abut yu, please cntact the Data Prtectin Manager, Tracey Knights via email (traceytpple27@btinternet.cm) r in writing (Beccles Indr Bwls Club, Ken Markland Way, Beccles, Sufflk, NR34 9BU). 5
First Versin dated 19 May 2018 6