Updated: 20 February 2019
In accordance with the General Data Protection Regulations 2018 (the GDPR), this notice gives details of how and why Bristol Bridge Club collects, stores and uses the personal data of Club members and visitors, together with other relevant information listed below.
What personal data does Bristol Bridge Club collect?
The data we routinely collect includes members’ names, addresses, telephone numbers, email address. 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 trustee roles, committee memberships, teaching qualifications, tournament director roles or other positions in the Club. We also keep information relating to disciplinary matters and sanctions, and any accidents at the Club.
As part of the membership induction process, all our members also become members of the English Bridge union (EBU), and we record their EBU membership number.
We collect the scores of all those who play bridge at the Club, which are displayed on our results pages and used in maintaining the EBU’s National Grading Scheme (NGS) and the Master Point scheme.
What is this personal data used for?
We use members’ data for the administration of your membership. This includes the communication of information and the organisation of events.
The scores from the games you play are displayed on our results pages and notice boards and, unless you have chosen to have your NGS grade kept private, they are used in maintaining the EBU’s National Grading Scheme (NGS) and Master Point scheme, and for stratification and handicap purposes (further details below).
When you play at the Club as a visitor, such data as you choose to provide may be used to record your results and to communicate with you about activities at the Club.
When you book to attend a course, lesson or event at the Club, we may use any data you choose to provide in order to communicate information about the lesson(s) or event(s) and also to inform you of relevant activities at the Club about which you may be interested.
We provide your data to the EBU for their use, as explained in the section below.
Who is your data shared with?
The EBU shares data with its associated charity, English Bridge Education and Development (EBED), since it shares offices and data systems with them, as well as with Avon or any other county that you may have nominated as your county of allegiance.
Some of your data will be available for use by Pianola, Bridgewebs and Bookwhen, all of which act as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with Bristol Bridge Club.
Your personal data is not passed on by us to any 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 Bristol Bridge Club or when they update their information either directly through the Club’s Pianola system or via their EBU record, accessed via the MyEBU area of www.ebu.co.uk.
The information held by the EBU may be updated by your Club if you have given it permission to change your record. You can change this permission on My EBU by going to Account -> My Details.
If you are a direct member of the EBU, you will instead have provided your personal data directly to us when you joined Bristol Bridge Club, or when you updated your record with us.
If you play at the Club as a visitor, you may provide data on a visitor form or to the Tournament Director. Data is also collected from those who book training courses via the Bookwhen booking system.
Scoring data comes directly from the results of the Club games in which you play.
How is your data stored?
This information is mainly stored in digital form on computers and in the form of written documents
stored at Bristol Bridge Club. We use Pianola, Bridgewebs and Bookwhen as our data processors for our website, membership records and bookings. Any information that is stored remotely is stored in compliance with the GDPR.
When you supply personal data in paper form, for example on a membership application form or a visitor form, then the original information is stored in a locked area at the Club or in the secure custody of an officer or trustee of the Club.
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 person who is responsible for ensuring Bristol Bridge Club discharges its obligations under the GDPR is the Chair of the Board of Trustees.
Who has access to your data?
Designated Trustees, Tournament Directors and the Club Manager of Bristol Bridge Club have access to members’ data in order for them to carry out their legitimate tasks for the Club.
Designated Bridge Teachers may have access to your contact details when you book a training course via Bookwhen or by contacting them directly. Sub-contractors of Bristol Bridge Club may be given access to data for specific tasks, such as sending mailings or systems support. They are not free to use it for any other purpose.
Members and visitors have access to the printed list of telephone numbers of members that is available on the Club premises.
Scores from games that you play and related scoring data, such as ranking lists and competition results, are published on our website and are therefore publicly available.
What is the legal basis for collecting this data?
Bristol Bridge 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, our personnel and our charitable status, the basis for its collection and retention is to comply with our legal obligations.
For data that may be made publicly available and which is not covered by the two bases above, consent will be sought and will provide the lawful basis for its processing.
How you can check what data we have about you?
Your membership record is available for you to review or update by logging in to the Club’s Pianola system. If you are not able to do this, or require help to see the basic membership data we hold about you, you can contact the Membership Secretary via firstname.lastname@example.org.
You can also 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 either a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does Bristol Bridge Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. Of these categories, the only data we record relates to records of accidents and health-related incidents occurring on the Club premises.
If you wish to learn more about this you can speak to the Secretary of the Club via email@example.com.
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 with an EBU number under which you would play. If you do this however, you would not be able to access any EBU membership benefits such as the magazine or playing in EBU tournaments.
•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 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.
•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.
•If you do not want your NGS grade to be public, you may choose for it to be kept private. You can change this option as often as you wish.
•You may choose not to appear in Master Point promotions lists.
•You may choose not to receive information emails from Bristol Bridge Club (we do not send any out on behalf of other organisations apart from the EBU and ACBA).
•Any of these options can be implemented for your Club membership through your Pianola account by logging in and going to My Account to change any of your Personal Details, Communication Preferences and Privacy profile.
•The above options can also be implemented for your EBU membership by logging on to My EBU, going to Account –> My Details and editing your record there, either to correct erroneous data or to delete information you do not wish us to have. If you need any assistance with this, you can contact the EBU Office Manager via firstname.lastname@example.org.
•If you choose not to be included on the printed telephone list that is available on the Club premises, you can notify the Club’s Membership Secretary.
If you need help with any of the above, contact the Membership Secretary via email@example.com.
How long do 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 re-join. However, we will delete any former member’s contact details entirely on request.
Similarly, we normally keep data about visitors who play at the Club, or attend lessons or events. We will delete any of this information on request.
Since underlying statistical data, like scores from bridge games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the NGS are not deleted by Bristol Bridge Club or the EBU, although they will no longer be attributed to a player who does not want their data to be kept.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them. This includes names printed on honours boards and engraved on trophies.
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 their information, 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?
Your session data that is held by the EBU can be downloaded as a csv 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 Bristol Bridge Club, you can contact the Membership Secretary via firstname.lastname@example.org.