LONDON & SOUTHERN COUNTIES BOWLING ASSOCIATION

Privacy Policy Notice

The London & Southern Counties Bowing Association (hereafter referred to as ‘the L&SC BA’) respects your right to privacy. As part of our commitment to protect your privacy, we have produced this Policy Notice to explain what data we hold and how we use it.

We also want to make you aware of your rights under the General Data Protection Regulation (GDPR). Our aim is to be fair and transparent about how we use your details and data, in order to foster trust between the L&SC BA and our affiliated Clubs and their members.

What Club data we hold and why?

When you sign up as an Affiliated Club, you provide us with details of your Club on your Affiliation Form. The data will include your:-

Club Name
Club Postal address
Secretary’s or Contacts Name
Club or Contact Telephone number(s)
Club or Contact Email address

This is predominately the only information we hold, which we believe is the same or similar to that used to advertise your Club and attract new members.

We publish our Bank sort code and account number to permit payment of fees. We do not hold Affiliated Clubs Bank details but may ask for same if refunds or prize monies are to be paid.

When you enter one of our Competitions you provide us with details of your Club or Contact Member on your Entry Form. This information will include:-

Club or Contact member’s Name (depending on the competition).
Club or Contact member’s Postal address (depending on the Competition).
Club or Contact member’s Telephone number(s).
Club or Contact member’s Email address.

This is the only information our Competition Secretary’s hold.

How do we collect this information?

All the information collected is obtained directly from you.

This is obtained from your Affiliation or Competition Entry Forms.

We will request that you provide consent for us to store and use your data via a signature or tick box. This request will be made on each annual renewal of your Affiliation and on your annual Competition Entry Form; consent is required in order to ensure our continuing compliance with the data protection legislation.

How we use your data.

The GDPR requires organisations to justify why they use your personal data, and specify which of the six 'Lawful Basis for Processing' they are assigning to each task.

Affiliation

registering and administering your Affiliation.
informing you of statutory items, such as AGM notices and consulting you on matters which may assist members of the Executive with their decision making.

The lawful basis for processing is “Legal Obligation and Contract”

Competitions

sharing contact details with other Affiliated Clubs to permit arrangement of Competitions.
sharing contact details with opponents to permit arrangement of competitions.

The lawful basis for processing is “Legitimate Interests “and “Consent”

Note:-

You can ask for your details not to be shared, but this would make it difficult/impossible for your entry in competitions.

Who we share your data with.

We share your membership data with other affiliated Clubs and their Members.

We do not share your data with sponsors or other organisations.

With your permission we will publish your affiliated status, including your Club name, address and contact details, as provided, in our Year Book and on our website.

The Draw for Competitions will be published on our website – using the Club Name only – this site will be updated with Results, again using the Club Name only.

How long we keep your data.

We will hold onto your affiliation data for as long as you are an affiliated member of the L&SC BA.

As the second oldest Bowling Association in the World (Founded in 1895) we retain a copy/s of our Year Book which gives a record and history of the Association.

Your Competition data will be held until the draw for the following years Competitions has been made and that year’s competitors and contact details recorded. In all between 12 and 14 months.

The data stored is reviewed annually. Old and incorrect data is deleted from the system and from any backups.

How we store your data.

Your data is held by one or more of the following methods :-

The ‘Affiliated Club data’ as referred to above is held by the L&SC BA’s General Secretary and the L&SC BA’s Treasurer.
These may be held and retained on a paper based filing system and on the Officer’s personal computers.
The data contained within the Affiliation Forms, may, with your permission, be passed to the L&SC BA’s Web Master and transferred to the L&SC BA’s website.
The ‘Competition Entry Form data’ is held by the L&SC BA’s appropriate Competition Secretary.
These may be held and retained on a paper based filing system and on the Officer’s personal computers.

Your rights to control your data.

The GDPR provides you with a number of rights over your personal data. At any time you can:-

request information about how the L&SC BA handles your data.
request your details to be updated or deleted.
submit a 'Subject Access Request' (SAR), which will require the L&SC BA to provide you with specific details about how and where your details have been used.
restrict or object to the way your details are used, such as opting-out of the L&SC BA's communications.

Availability and changes to this policy.

This policy is available on the L&SC BA website. The policy may change from time to time. If we make any material changes we will make affiliated member clubs aware of this via email.

How to complain.

If you are not happy with the way the L&SC BA has handled your data privacy, you can complain to the Information Commissioner's Office (ICO). They are the UK's Data Protection watchdog or ‘Supervisory Authority’. You can submit a complaint via https://ico.org.uk/concerns/ or call 0303 123 1113.

Contact us.

If you have any questions about the L&SC BA's privacy policy or practices, please either:-

e-mail or write to the General Secretary.
e-mail or write to the appropriate Competition Secretary.
Contact details as in the Year Book or on the website.

President & Chairman

On behalf of the Executive Committee

6^th June 2018