What personal data does Berwick Bowling Club collect?
The data we routinely collect includes members’ names, addresses, email addresses, and other contact details. We collect this data directly from our members when they join the club. For some of our members we may have additional information such as committee membership and coaching qualifications. Occasionally we collect additional information in respect to open competitions.

 
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information; and the organization of events. We also provide data to Bowls Scotland and certain other Bowling Associations for their use as explained in the section below. Open competitions information is only used for the efficient running of the competition.

 
Who is your data shared with?
Your membership data is passed on to Bowls Scotland, Berwickshire and Border Bowling Association (including Borough) and members of this club for arranging of club competitions.

Your personal data is not passed on by us to organizations other than those indicated above, whether or not connected with bowls.

 
Where does this data come from?
Data for most of our members comes from them when they join Berwick Bowling Club.

Data is also collected when contacting us via email or our website.

 
How is your data stored?
This information is mainly stored in digital form on computers, the club register of members and certain statements posted on the Club notice board. Any information that is stored remotely is stored in compliance with the GDPR (General Data Protection Regulation).

 
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer.

The Committee will be the first point of contact for supervisory authorities and for members whose data is processed.

The Committee will also monitor compliance with the GDPR and other data protection laws.

 
Who has access to your data?
Members of the committee of Berwick Bowling Club have access to members’ data in order for them to carry out their legitimate tasks for the club.

Subcontractors of Berwick Bowling Club may be given access to data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.

 
What is the legal basis for collecting this data?
Berwick Bowling Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organization and participant in an internationally recognised and regulated, competitive sport.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

 
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact the Club Secretary.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.

There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

 
Does Berwick Bowling Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.

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How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used:

• If you wish you could become an “anonymous” member. This would involve you having a pseudonym or number under which you would play.

• You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we are able to provide you with in the way of written information, so you would not be able to get any benefits that require a mailing address.

• You do not need to provide us with your date of birth unless you wish to enter age-limited (junior or seniors) events or gain concessions based on age.

• You may choose not to receive information emails from Berwick Bowling Club (we do not send any out on behalf of other organizations).

Any of these options can be implemented for your club membership by contacting the Committee.

 
How long we keep your data for, and why?
We normally keep members’ data after they resign or their membership lapses in case they later wish to rejoin. However, we will delete any former members’ contact details entirely on request.

Historical lists and prize lists are required for archiving purposes and names cannot be removed from them.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.

 
What happens if a member dies?
We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.

 
Can you download your data to use it elsewhere?
To access data held by Berwick Bowling Club, please contact the Committee.