WPBC Privacy Notice
The Wimbledon Park Bowling Club (hereafter ‘the Club’) respects your right to privacy. As part of our commitment to protect your privacy, we have produced this notice to explain what personal 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 personal data, in order to foster greater trust between the Club and yourself.
What personal data we hold and why
When you sign up as a member of the Club, you provide us with personal data on your membership form. The personal data will include your
- Postal address
- Telephone number(s)
- Email address
- Date of birth or age bracket (if likely to enter age-related competitions)
This is predominately the only personal information we hold. We may ask for health information and/or Emergency Contact details which are classed as ‘Special Category Data’ and requires greater protection, because of its sensitive nature.
How do we collect this personal information?
All the information collected is obtained directly from you. This is usually at the point of your initial membership application. Subsequently, the information will be collected via membership renewal forms, emails or from personal interview by coaches. At the point that you first provide your personal information for membership purposes, we will also request that you provide consent for us to store and use your data via a tick box. This request will also be made on annual renewal. Your consent is required in order to ensure our compliance with data protection legislation.
How we use your personal 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.
Membership and Club management
- registering and administering your membership
- informing you of statutory items, such as AGM notices
- informing HMRC of ‘Gift-Aid’ donations
The lawful basis for processing are Legal Obligation and Contract.
Matches and Competitions
- sharing contact details with club captains, vice-captains or team managers to help manage team selection for matches
- sharing contact details with opponents/ fellow bowls clubs to help arrange competitions
- sharing contact details with internal league organisers
- sharing contact details with other members via the Club fixture card
The lawful basis for processing is Legitimate Interests. You can ask for details not to be shared, but this would make it difficult for your inclusion in matches and competitions.
- sending information on Club events, such as social evenings and club competitions
- sending information on Club news, such as members’ successes
- to inform Coaches to plan and execute coaching sessions
- to arrange bowls parties and facilitate coaching
The lawful basis for processing is Consent. You will not receive these communications automatically and will need to let the Club know that you wish to receive them (opt-in). You can choose to stop receiving these communications by informing the Club.
Who we share your personal data with
If you have joined as a playing member, not a social member, we are required to forward your name and email to the Surrey governing bodies – Bowls Surrey, SCBA and SCWBA. This is to validate your affiliation to the respective associations and the National governing body – Bowls England. For further information of how your data is used by these organisations, please refer to their Privacy Notices.
If you enter a Wimbledon and District, Surrey or National competition, we will also forward your telephone number and age if entered for an age-related competition.
The Club has Social Media groups on the following services – Facebook and Twitter. We do not pass your details on to these services. The personal data you provide to these services will be governed by their own Privacy Policies. If you have concerns over your personal data, you should contact the service as the Data Controller.
We do not share your personal data outside of the UK.
How long we keep your personal data
We will hold onto your personal data for as long as you are a member of the Club. Some records may be held for longer, such as records submitted to HMRC, but will be securely destroyed after seven years.
The data stored is reviewed annually. Old and incorrect data is deleted from the system and from any backups
How do we store your personal data
We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification. Security measures include technological measures such as Secure Socket Layer (SSL) encryption, which creates a secure connection with your browser when you register and login into online services.
Your data is held by one or more of the following methods
- Entirely on a Paper Based filing system held by Barry Willingham, the Club Secretary
- The Club’s website, provided by a third party, which stores personal data (match results) and pictures. [wimbledonparkbowlsclub.co.uk]. If you have concerns over your details, you should contact the Club as the Data Controller.
Special category data
We may collect health data on medical conditions for your safety at the Club. This information is securely held and is not available to the public. It is optional whether you provide these details.
We collect additional information on parents and/ legal guardians in line with our Safeguarding Policy. We never disclose the child’s details without the prior consent of the parents.
Your rights to control your personal data
The GDPR provides you with a number of rights over your personal data. At any time you can:
- request information about how the Club handles your personal data
- request your details to be updated or deleted
- submit a ‘Subject Access Request’ (SAR), which will require the Club 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 Club’s communications
Availability and changes to this policy
This policy is available online at www.wimbledonparkbowlsclub.co.uk. This policy may change from time to time. If we make any material changes we will make members aware of this via email/ club newsletter / at Meetings/ on Notice Boards
How to complain
If you are not happy with the way the Club 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.
- e-mail to firstname.lastname@example.org
- or write to
Wimbledon Park Bowls Club