Data Protection

Gargrave Bowls Club's Privacy notice identifies: 

• Information collected (and the legal basis for it)

• The processes for individuals to view and correct their personal data held by Gargrave Bowls Club.

The terms of data storage are for no longer than six years for information about contractors and members and two years for email marketing communication is to meet the requirements in the event of a tax audit by HMRC and data will be destroyed after this.

Personally identifiable information is expected to be handled with care and consideration in line with the General Data Protection Regulation (GDPR) by all committee members and third parties who come into contact with it. It should be secured and used only in line with its agreed purposes.

In the event of a data breach, the Gargrave Bowls Club committee will inform individuals affected, provide them with appropriate information, investigate the causes, and actively seek to prevent further occurrences in the future.

Training

Every year a portion of a committee meeting will be dedicated to:

• reviewing the principles of GDPR compliance

• reviewing changes to the organisation and its processes and whether this has an impact on data protection and GDPR

• assess and provide the necessary training needs associated with protecting and managing individuals’ data in line with GDPR requirements. 

This will usually be the first committee meeting after the AGM to allow for any change in officers of the committee. Additional training will be provided on request for anybody who needs it. This will also be the opportunity to ensure all data are cleansed after 6 years.

Addressing Individuals’ Rights:

The right to be informed

When individuals become members of Gargrave Bowls Club they are advised that their information will be stored, provided with Privacy Information which includes a link to a more detailed Privacy Notice, that outlines their rights and how Gargrave Bowls Club addresses them under GDPR.

The right of access

On a Subject Access Request to the membership secretary, a copy of the membership records for the individual will be provided. Additionally, on request, a search of and list of emails that have been retained to or from the individual will be provided. Personal information from the accounts can also be provided on request. Copies of any retained non-public paper data relating to the individual will also be provided on request, if they exist. Providing this information will be free of charge and will be completed within one month.

The right to rectification

If information is incomplete or incorrect then it will be corrected by the membership secretary within two months from the date of the error being notified.

The right to erasure

Information about individuals will be deleted as far as possible on request, except where it may be required for tax purposes, in which case it will be deleted six years after it was obtained or last used. Information for marketing purposes will be deleted two years after it was last used, or upon request.

The right to restrict processing

(Individuals can suppress processing of data - this is complicated and unlikely to impact on small organisations like Gargrave Bowls Club and if an episode occurs then the regulations will be followed).

The right to data portability

Upon request, the membership secretary will provide a copy of the membership information relating to an individual in electronic format. This will be completed within one month.

The right to object

Upon request from an individual, Gargrave Bowls Club will ensure that they do not receive direct marketing materials about the organisation.

This policy was agreed at the annual general meeting in January 2024.

It will be reviewed no later than January 2030

 Your personal details will be stored and processed in accordance with the General Data Protection Regulations. Your information will be used to provide you with membership services and will not be shared with third parties.

• Your information will be stored to enable Gargrave Bowls Club to provide membership services

• You can choose to join our emailing list about our events.

• Your information will not be shared with third parties.

• Information about members and customers will be retained for a maximum of six years (in line with HMRC tax law) after the last contact with us.

• Information about email list subscribers will be deleted after two years of inaction/no contact.

• Your rights under the GDPR are not affected and you have the right to view your data, correct any error or ask for it to be erased. You can ask for a copy of your records at any time.

• You can cancel your membership or opt out of the emailing list at any time.

• Gargrave Bowls Club does not use any automated decision-making or profiling technologies.

• Your information is managed by the membership secretary who can be contacted at: bowlsgargrave@gmail.com

• If you wish to complain about the handling of your personal data you can make a complaint to the Information Commissioner’s office (www.ico.org.uk)

• If you choose not to provide personal information for us to process, Gargrave Bowls Club would be unable to provide membership services for you, or send you emails about upcoming events.