GENERAL DATA PROTECTION REGULATION: - MEMBERS’ PRIVACY NOTICE
WHAT WE NEED
Ellon Bowling Club will be a “controller” of personal information that you provide to us.
When you register as a member of Ellon Bowling Club or renew your membership, we will ask you for the following personal information:
Contact details: Name, address, phone number(s), email address
Membership Criteria: Category of member within Ellon Bowling Club – adult, senior, junior, social, honorary.
Equality Information: Gender - by circling Mr, Mrs, Ms, Miss on membership application/renewal form.
WHY WE NEED YOUR PERSONAL INFORMATION – CONTRACTUAL PURPOSES
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
Provide you with core member services such as regular updates regarding outcome of Club meetings, social events within the Club, internal and external Club competitions, invitations to Club meetings such as AGM and Extraordinary General Meetings.
Set up your annual membership by posting essential membership information to all members.
Use members’ details to draw up spreadsheet to allow members to contact other members to arrange the playing of competitions.
Members’ personal information will be used to inform all Club members of the constituent members of the Club committee and their remits within that committee.
If a place is booked through the Committee for members e.g. coaching courses, training events, competitions, personal information may be needed to honour the booking of that particular event.
If you do not provide us with all the necessary personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.
WHY WE NEED YOUR PERSONAL INFORMATION– LEGITIMATE PURPOSES
We process our members’ personal information in pursuit of our legitimate purposes to:
Promote and encourage participation in bowls by sending to members, communications and booking information for upcoming competitions and events. Our competitions and events may be filmed and photographed and your personal information may be also be used in images captured from our competitions and events which we use for promotional, educational and development purposes.
Provide competition in bowls by accepting and managing entries for our competitions and checking your information to ensure you are entered into the correct category e.g. senior, junior, adult, male, female
Invite our members as award winners to our annual awards ceremony.
Develop and maintain our members’ qualifications, including communication regarding upcoming courses, renewal requirements and verify that you have completed any mandatory training e.g. PVG/Child Protection requirements.
Respond to and communicate with members regarding questions, comments, support needs or complaints, concerns or allegations in relation to bowls.
We will need to collect personal information related to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG scheme. If your PVG certificate is not clear, we have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.
Where we process your personal information for our legitimate interests, you have the right to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us, (write to the Secretary, Ellon Bowling Club, 6-10 Union Street, Ellon, AB41 9BA). If we agree and comply with your objection, then this may affect our ability to undertake the tasks above for the benefit of you as a member.
WHY WE NEED YOUR PERSONAL INFORMATION – LEGAL OBLIGATIONS
We care under a legal obligation to process certain personal information relating to all our members, volunteers and participants for the purpose of complying with our obligations under The Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults
WHO WE SHARE YOUR PERSONAL INFORMATION WITH
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include Disclosure Scotland and Police Scotland for the purposes of safeguarding children or vulnerable adults.
As a registered club with Bowls Scotland, we are required to ensure that all members are members of Bowls Scotland as a condition of our affiliation. Other than the contact details for Ellon Bowling Club clubhouse and those of the Honorary Secretary, we will share only numbers of members and membership categories, with our Sports’ Governing Body.
If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with local press – Press and Journal, Evening Express, Ellon Times, Ellon Advertiser) for promotional or journalistic purposes. Captured images and results of our competitions may be placed on the Club website and Bowls North East web page.
The names of members who purchase Scottish Bowlers’ Fellowship badges at the start of each season are submitted to that organisation, so that they can be confirmed as members, in the event of a member needing to make a claim for financial assistance towards the maintenance, education and benefit of widows, orphans and dependents of deceased members of the Fellowship who are in necessitous circumstances and/ or to give financial assistance to members of the Fellowship who are in necessitous circumstances through ill-health or other causes beyond their control.
Other than groups already mentioned in this section, Ellon Bowling Club will not pass on or share Club members’ personal information with other third parties.
HOW WE PROTECT YOUR PERSONAL DATA
Your personal information is stored on our electronic filing system (Club Secretary’s computer) and is accessed only by the Club Secretary.
HOW LONG WE KEEP YOUR PERSONAL INFORMATION
We will only keep your information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information when you have not renewed your membership with us for 6 years. We will keep certain information for longer in order to confirm your identity, when you were a member and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Ellon Bowling Club.
You can exercise any of the following rights by contacting us at:
Email: [email protected]
Mail: The Secretary, Ellon Bowling Club, 6-10 Union Street, Ellon, AB41 9BA
Your rights in relation to your personal information are:
You have a right to access the personal information that we hold about you by making a “subject access request”.
If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information.
You have a right to request that we restrict the processing of your personal information for specific purposes and
If you wish us to delete your personal information, you may request that we do so.
Any requests received by Ellon Bowling Club will be considered under applicable data protection legislation. If you remain dissatisfied, you have the right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk