Privacy Policy

PRIVACY STATEMENT FOR OUR MEMBERS

We 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 applies to you if you have registered to become or are a Member of our club. This notice applies to all levels of Membership and 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.

References to we, our or us in this privacy notice are to the Malvern Priory Bowling Club.

We have appointed a Data Protection Officer to oversee our compliance with data protection laws. Our Data Protection Officer has overall responsibility for data protection compliance in our Club.  Contact details are set out in the “Contacting us” section at the end of this privacy notice.

1.  PERSONAL INFORMATION WE MAY COLLECT FROM YOU

  • personal contact details that allows us to contact you directly such as name, title, address, email addresses and telephone numbers;
  • date of birth;
  • gender;
  • membership start and end date;
  • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • payment details you provide (so that we can receive payments from you) and details of our financial transactions with you;
  • records of your attendance at any events hosted by us;
  • CCTV footage;
  • images in video and/or photographic form and voice recordings;
  • details of any county membership;
  • details of next of kin and emergency contacts;
  • records and assessment of any player rankings, grading or ratings, competition results, details regarding events/matches/games attended and any disciplinary and grievance information.

The information we hold will be stored in electronic form on a secure external server. 

Committee members may also store your information in password protected spreadsheet form on a personal computer or similar device. Committee members are required to delete all such information when they cease to be a member of the Committee.

The Club may also hold paper records containing your information. Such records will be held securely in the Club House or Committee Members homes.

In order to facilitate participation in internal and external competitions and events, the Club may publish a directory of members containing your name, gender and preferred contact number. No other personal information will be published in the directory. Such information will only be included with your specific Consent.

2.  SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special category” of more sensitive personal information regarding you:

  • information about your health, any relevant medical condition, or allergies and intolerances when requested so to do by you and with your specific consent. In the table below we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it only on the basis of legal obligation.

3.  WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about our members when you apply to become a member of the club, when you attend events as a member of the Club , when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with them.  They also have the same rights as set out in the “Your rights in relation to personal information” section below.

4.  USES MADE OF THE INFORMATION

The table 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.

PurposePersonal information usedLawful basis
To administer any membership you have with us and
managing our relationship with you, including dealing with payments
All contact and membership details, transaction and
payment information, and records of your interactions
with us.  
This is necessary to enable us to properly manage and
administer your membership contract with us.     
To send you information which is included within your membership benefits package, including details about competitions, events, and Newsletters Contact and membership details. This is necessary to enable us to properly manage and
administer your membership contract with us.   
To answer your queries or complaints Contact details and records of your interactions with us  We have a legitimate interest to provide complaint
handling services to you in case there are any issues with your membership.
Retention of records All the personal information we collect. We have a legitimate interest in retaining records whilst
they may be required in relation to complaints or claims.We need to retain records in order to properly
administer and manage your membership and run our
club and in some cases we may have legal or regulatory
obligations to retain records. We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in
section 2 above. For criminal records history we process
it on the basis of legal obligations.
The security of our IT systems Your usage of our IT systems and online portals.   We have a legitimate interest to ensure that our IT
systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sport  Records of your attendance at any events or
competitions hosted by us. 
We have a legitimate interest in doing so to ensure that
our membership is targeted and relevant. 
For the purposes of promoting the club, our events and membership packages. Images in video and/or photographic form. Where you have given us your explicit consent to do so. 
To comply with health and safety requirements Records of attendance, CCTV footage and other
information obtained through electronic means, medical
information about your health    
We have a legal obligation and a legitimate interest to
provide you and other members of our organisation with a safe environment in which to participate in sport. We
process special category personal data on the basis of
the “special category reasons for processing of your
personal data” referred to in section 2 above.
To administer your attendance at any courses or
programmes you sign up to
All contact and membership details, transaction and
payment data. Details of any county membership and
performance data.  
This is necessary to enable us to register you on to and
properly manage and administer your attendance on the course and/or programme.
To arrange for any trip or transportation to and from
an event
Identification documents details of next of kin, family
members and emergency contacts, transaction and
payment information, health and medical information.
This is necessary to enable us to make the necessary
arrangements for the trip and/or transportation to an
event. We process special category personal data on the basis of the “special category reasons for processing of
your personal data” referred to in section 2 above.  
To use information about your physical or mental
health (including any injuries) or disability status, to
ensure your health and safety and to assess your
fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.
Health and medical information We process special category personal data on the basis of the “special category reasons for processing of your
personal data” referred to in section 2 above.  
To gather evidence for possible grievance or
disciplinary hearings
All the personal information we collect We have a legitimate interest in doing so to provide a
safe and fair environment for all members and to ensure the effective management of any disciplinary hearings,
appeals and adjudications. We process special category
personal data on the basis of the “special category
reasons for processing of your personal data” referred to in section 2 above. For criminal records history we
process it on the basis of legal obligations or based on
your explicit consent.
To comply with legal obligations, for example,
regarding people working with children or vulnerable
adults to comply with our safeguarding requirements
Information about your criminal convictions and offences   For criminal records history we process it on the basis of
legal obligations or based on your explicit consent.

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 membership.  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.

5.  DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

  • Any party approved by you. o 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.
  • Other service providers: for example payment processors, data analysis, CCTV contractors, contractors or suppliers of IT services; 
  • 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.

6.  TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.

7.  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 6 years after your last contact with us or the end of your membership.  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;
  • Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months; 
  • Information that may be relevant to personal injury 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 the event.

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. 

8.  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; o  the right to access the personal information we hold about you;  o  the right to request the correction of inaccurate personal information we hold about you;  o  the right to request the erasure of your personal information in certain limited circumstances; o  the right to restrict processing of your personal information where certain requirements are met;  o  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.

9.  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.

10.  CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email dpo@malvernpriorybowlingclub.org.uk or write to us at the Data Protection Officer, Malvern Priory Bowling Club, Priory Park, Orchard Road, Great Malvern WR14 3DA

Version dated 1st March 2019