Lymington Bridge Club

Privacy Notice for The Lymington Club[1]

What personal data does The Lymington Club collect, and what is it used for­­­?

Who is your data shared with?

Where does this data come from?

How is your data stored?

Who is responsible for ensuring compliance with the relevant laws and regulations?

Who has access to your data?

What is the legal basis for collecting this data?

How can you check what data we have about you?

Does The Lymington Club collect any “special” data?

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

How long do we keep your data for, and why?

What happens if a member dies?

Can you download your data to use it elsewhere?

 

What personal data does The Lymington Club collect?

The data we routinely collect includes members’ names, addresses, email addresses and phone numbers.  We collect this data directly from our members when they join The Club.  We also ask prospective members for details of other bridge clubs which they belong to.

For some of our members we may have additional information such as committee memberships, teaching qualifications or tournament director roles. We store AGM, EGM, Board and Committee Minutes and some correspondence (both electronic and hard copy) which may contain some personal data of individual members. We may also keep information relating to disciplinary matters and sanctions.

The Club website may contain information including personal data of individual officers and members, such as rotas for hosting, directing and dealing, photographs or mention of success in competitions.  Personal contact details will not be displayed without the specific consent of the individual

We collect the scores from games you play.  These are displayed within the club and on our website, which is open to public access.  Your scores are also used in maintaining the EBU’s National Grading Scheme (NGS) and Master Point scheme. 

We collect information on payments you make to our bank account to credit your personal account with The Club.  We also collect information on charges you incur in your dealings with The Club.  These include, but are not limited to, attendance at bridge sessions, lessons and social events and purchases from the bar.

Limited personal data is included in bar records maintained in paper form and which are potentially accessible to all Club members.

Limited personal data may be stored for people who come to The Club to learn bridge, visiting players or as non-member participants in “gentle duplicate” sessions.

What is this personal data used for?

We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide members’ data to the English Bridge Union (EBU) for their use as explained in the section below. 

Who is your data shared with?

Your membership data is passed on to the EBU, of which you become a member when you join The Lymington Club.The EBUshares data with its associated charity, English Bridge Education and Development (EBED), since it shares offices and data systems with them, and also with Hampshire and Isle of Wight Contract Bridge Association (HIWCBA) or any other county that you may have nominated asyour county of allegiance.

Information from your results is also passed on to the EBU for use in its Master Point and NGS schemes, unless you have chosen to have your NGS grade kept private, and this may also be used for stratification and handicap purposes.

Some of your data (including NGS and Master Point ranking) will be available for use by Pianola acting as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with The Lymington Club.

Some of your data (including email, bank credits and charges incurred) will be available for use by the developer of the Member Accounts system acting as a Data Processor on our behalf.  They are not free to pass this on to other organisations that are not connected with The Lymington Club.

We provide the local newspaper, the Lymington Times, with names and scores for the top players at each session, for inclusion in their summary for local bridge clubs.

Limited details of applicants for membership (as shown on page 2 of the membership form) are displayed on the notice board at The Club (or otherwise made available to other Club members) for a period as set out in Club bye-laws.

As a limited company, we may be required to provide information on members to Companies House, in line with our legal obligations.  We do not provide information as a matter of course, other than in respect of those members who are Directors of the company

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

Where does this data come from?

Data for most of our members comes from them when they join The Lymington Clubor when they subsequently update their information either directly via their Pianola record or by notifying the club’s Membership Secretary.

The information held by the EBU may be updated by The Lymington Club if you have given it permission to change your record. You can check and change these permissions on My EBU by going to Account -> My Details.   

Scoring data comes directly from the results of the games in which you play either face-to-face or online.  The only data held about you on the scoring program, Scorebridge, is your name, club number and EBU number (and, of course, the details of the games you have played).

Data to update Member Accounts comes from The Club’s bank statement, your cheques, records of attendance at bridge sessions and of charges incurred.

How is your data stored?

This information is mainly stored in digital form on computers and in the form of written documents stored at the premises of The Lymington Club.  Any information stored remotely is stored in compliance with the GDPR.  

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The Board is jointly responsible for ensuring The Lymington Club discharges its obligations under the GDPR.

Who has access to your data?

Members of the Board of The Lymington Club, and other Club members acting on the Board’s authority, have access to members’ data in order for them to carry out their legitimate tasks for The Club.

What is the legal basis for collecting this data?

The Lymington Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive mind 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.

We specifically request members’ consent to publication of their contact details in the annual list of Club members (made available to Club members only).

How can you check what data we have about you?

If you want to see the basic membership data we hold about you, you should check your record on Pianola and/or contact The Club’s Membership Secretary.

To see what information is held on the Member Accounts system, you should request a Statement, either directly using the link on The Club website or by contacting The Club’s Treasurer.

Once a year, as part of the membership renewal process, we will email you with the contact details we hold for you (address, email, phone number(s)) and ask you to check that this information is still current. 

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 The Lymington Club collect any “special” data?

The GDPR refers to sensitive personal data as “special category data”.  We do not record any such special category data.

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.

·         You could maintain your Club membership 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 (and the EBU) are able to provide you with in the way of written information, so you would not be able to get English Bridge in printed form or any other benefits that require a mailing address.  If you do not provide us with an email address then you may miss out on communications from The Club as we generally restrict hard-copy mailings to official company documents.

·         You decide which, if any, of your contact details are to be made available to other Club members.  Update your preferences through your Pianola account (you can ask the Membership Secretary to assist you with this).

·         You may choose not to receive information or results emails from The Lymington Club(we do not send any out on behalf of other organisations).

·         You can ask the EBU to register you as an “anonymous” member.  You can find out more about this by viewing the EBU/EBED Privacy Notice available at www.ebu.co.uk

·         If you do not want your NGS grade made public (including to other Club members) you may choose for it to be kept private. You can change this option by accessing your EBU account.

·         You may choose not to appear in EBU master point promotions lists.

·         Any of these options can be implemented for your club membership by updating Pianola (or your My EBU account, as appropriate) either directly or by contacting the Membership Secretary for assistance.

How long do we keep your data for, and why?

We normally wipe members’ personal data from their Pianola record, and from the scoring program, around two years after they resign or their membership lapses.  We retain their personal data for this period in case they later wish to re-join, however, we will delete any former member’s personal data entirely on request.   

Visitor details are retained on Pianola but are restricted to name, EBU number, email and contact phone number (where provided).

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

We destroy hard copies of members’ application forms when they leave The Club.  We retain a hard copy of former member details for 10 years, as required by the Companies Act.

We retain records relating to disciplinary matters for a period of 6 years.

Other data, for instance that relating to accounting, is kept for the legally required period.

What happens if a member dies?

We wipe members’ personal data one year after we have been notified of their death.  As for other former members, their names will remain on results from events they have played in.

Can you download your data to use it elsewhere?

Your session data that is held by the EBU can be downloaded as a spreadsheet. You can do this by logging on to My EBU and in your Sessions list, clicking on “Download as CSV”. To access data held by The Lymington Club contact the Membership Secretary.